Records and Marriage Services Specialist
Santa Clarita, CA Santa Clarita, CA Full-time Full-time $28.
36 - $34.
48 an hour $28.
36 - $34.
48 an hour 3 days ago 3 days ago 3 days ago Description/Duties & Responsibilities Under the direction of the City Clerk, this position will perform complex administrative and general office duties in support of the City Clerk's Office.
Primary responsibilities for this position include office management, coordination of the City's civil marriage ceremony and licensing program, and support of the records and information management program.
DUTIES AND
Responsibilities:
Demonstrates an understanding of and applies applicable policies, procedures, and regulations relevant to records management and marriage services Provides office management, including maintaining the front office staff schedules to ensure adequate coverage; arranging for coverage when necessary; and ensuring the public review documents are up-to-date and the suite maintains a professional appearance Provides functional supervision and trains front office staff with regard to switchboard operations Answers phones and provides back-up on the Citywide switchboard as necessary and assists customers at the front counter with inquires Coordinates the City Hall Ceremony program, including reviewing marriage license applications for completeness and following up with customers to request missing documentation; scheduling appointments for marriage licenses and/or civil ceremonies and booking conference rooms, answering questions about the program, and responding in writing in timely manner as necessary Issues marriage licenses according to state, county, and other legal regulations; confirms eligibility and identification, collects confidential information and fees, and processes refunds as needed Directs the work of the Office Assistant and volunteer staff in support of the City Hall Ceremony program:
sets up and tears down equipment; compiles application and other legal documents into an applicant packet; confirms appointments; mails marriage license packets to the County; and performs other program-related activities In support of the Records and Information Management program, collaborates with the Records Technician; assists staff Citywide in the use of Infolinx (records management software) and Laserfiche (records repository) for the management of official City records; researches and responds to records requests from staff and public; prepares subpoena responses Notarizes documents for the public and City administration as needed and according to all state and legal regulations Performs administrative functions, including scheduling meetings; assisting with the preparation of City Council agenda packets; preparing general correspondence, emails, and reports; proofreading and editing documents; scanning, indexing, and performing quality control on documents Performs a variety of special projects and event planning May be required to work overtime, as needed, including Wednesday evenings and special events Establishes and maintains positive working relationships with City employees, outside agencies, and the public Education and Experience High School Diploma or GED equivalent Three years of professional administrative experience preferably working in a fast-paced, professional office environment Prior experience working in municipal government and specific program area is desirable Experience with performing civil ceremonies and issuing marriage licenses is desirable Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered Ability to obtain and maintain a Notary Commission within six months of hire Ability to obtain and maintain authorization to issue confidential marriage licenses during employment within six months of hire or as required Possession of a valid Class C California driver license Bilingual in English and Spanish is desirable Knowledge and Abilities Knowledge of principles, practices, and procedures of automated and manual records management, retrieval, and storage, including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records Knowledge of pertinent state codes, and regulations, including those relating to civil ceremonies and marriage license requirements Ability to read, understand, and advise staff on the application of regulations and policies related to marriage services and other duties in the program area Strong attention to detail and the ability to produce work that is both accurate and complete Strong verbal communication skills and the ability to respond to customer questions about the division's policies and procedures Strong written communication skills and the ability to prepare general correspondence, emails, forms, flyers, and reports Thorough knowledge and understanding of business writing, grammar, and composition and the ability to proofread and edit documents for accuracy and relevant information Strong organizational skills and the ability to be flexible to the demands of a fast-paced environment including the ability to handle multiple interruptions, changing priorities, and time-sensitive deadlines Strong file management skills and the ability to develop and maintain accurate records and filing systems Strong customer service skills and the ability to meet and work tactfully with both internal and external customers Strong interpersonal skills and the ability to establish positive working relationships Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise Ability to work effectively both independently and the ability to work as a member of a cohesive work team and assist in cultivating a team environment within the division Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, and Excel, and the ability to learn and use new software programs Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality Ability to conduct oneself ethically and professionally Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds Additional Information An online completed City application form is required to apply for this position.
All employment information must be provided on the application.
Providing a resume is not a substitute for completing this section of the application.
Applications left incomplete, or with a reference to attachments may be rejected.
The selection process will include one or more of the following:
written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews.
Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions.
If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting.
Criminal offender information will be reviewed on an ongoing basis.
The City uses the E-Verify program to electronically confirm work authorization of newly hired employees.
All new employees are required to participate in the DMV Employer Pull-Notice Program.
This program authorizes the City to receive a driver record report upon enrollment and during employment.
Only degrees recognized by the U.
S.
Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency.
Before entering upon the duties of employment, all public employees take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package.
All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
36 - $34.
48 an hour $28.
36 - $34.
48 an hour 3 days ago 3 days ago 3 days ago Description/Duties & Responsibilities Under the direction of the City Clerk, this position will perform complex administrative and general office duties in support of the City Clerk's Office.
Primary responsibilities for this position include office management, coordination of the City's civil marriage ceremony and licensing program, and support of the records and information management program.
DUTIES AND
Responsibilities:
Demonstrates an understanding of and applies applicable policies, procedures, and regulations relevant to records management and marriage services Provides office management, including maintaining the front office staff schedules to ensure adequate coverage; arranging for coverage when necessary; and ensuring the public review documents are up-to-date and the suite maintains a professional appearance Provides functional supervision and trains front office staff with regard to switchboard operations Answers phones and provides back-up on the Citywide switchboard as necessary and assists customers at the front counter with inquires Coordinates the City Hall Ceremony program, including reviewing marriage license applications for completeness and following up with customers to request missing documentation; scheduling appointments for marriage licenses and/or civil ceremonies and booking conference rooms, answering questions about the program, and responding in writing in timely manner as necessary Issues marriage licenses according to state, county, and other legal regulations; confirms eligibility and identification, collects confidential information and fees, and processes refunds as needed Directs the work of the Office Assistant and volunteer staff in support of the City Hall Ceremony program:
sets up and tears down equipment; compiles application and other legal documents into an applicant packet; confirms appointments; mails marriage license packets to the County; and performs other program-related activities In support of the Records and Information Management program, collaborates with the Records Technician; assists staff Citywide in the use of Infolinx (records management software) and Laserfiche (records repository) for the management of official City records; researches and responds to records requests from staff and public; prepares subpoena responses Notarizes documents for the public and City administration as needed and according to all state and legal regulations Performs administrative functions, including scheduling meetings; assisting with the preparation of City Council agenda packets; preparing general correspondence, emails, and reports; proofreading and editing documents; scanning, indexing, and performing quality control on documents Performs a variety of special projects and event planning May be required to work overtime, as needed, including Wednesday evenings and special events Establishes and maintains positive working relationships with City employees, outside agencies, and the public Education and Experience High School Diploma or GED equivalent Three years of professional administrative experience preferably working in a fast-paced, professional office environment Prior experience working in municipal government and specific program area is desirable Experience with performing civil ceremonies and issuing marriage licenses is desirable Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered Ability to obtain and maintain a Notary Commission within six months of hire Ability to obtain and maintain authorization to issue confidential marriage licenses during employment within six months of hire or as required Possession of a valid Class C California driver license Bilingual in English and Spanish is desirable Knowledge and Abilities Knowledge of principles, practices, and procedures of automated and manual records management, retrieval, and storage, including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records Knowledge of pertinent state codes, and regulations, including those relating to civil ceremonies and marriage license requirements Ability to read, understand, and advise staff on the application of regulations and policies related to marriage services and other duties in the program area Strong attention to detail and the ability to produce work that is both accurate and complete Strong verbal communication skills and the ability to respond to customer questions about the division's policies and procedures Strong written communication skills and the ability to prepare general correspondence, emails, forms, flyers, and reports Thorough knowledge and understanding of business writing, grammar, and composition and the ability to proofread and edit documents for accuracy and relevant information Strong organizational skills and the ability to be flexible to the demands of a fast-paced environment including the ability to handle multiple interruptions, changing priorities, and time-sensitive deadlines Strong file management skills and the ability to develop and maintain accurate records and filing systems Strong customer service skills and the ability to meet and work tactfully with both internal and external customers Strong interpersonal skills and the ability to establish positive working relationships Strong problem-solving skills and the ability to take initiative to resolve problems and issues as they arise Ability to work effectively both independently and the ability to work as a member of a cohesive work team and assist in cultivating a team environment within the division Strong computer skills and the ability to produce email, correspondence, and reports using Microsoft Outlook, Word, and Excel, and the ability to learn and use new software programs Strong work ethic and the ability to appropriately handle sensitive information using professional judgment and confidentiality Ability to conduct oneself ethically and professionally Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds Additional Information An online completed City application form is required to apply for this position.
All employment information must be provided on the application.
Providing a resume is not a substitute for completing this section of the application.
Applications left incomplete, or with a reference to attachments may be rejected.
The selection process will include one or more of the following:
written exam, technical knowledge assessment, writing skill assessment, and/or oral interviews.
Applicants that meet minimum qualifications and are selected for interviews will be required to disclose information regarding criminal convictions.
If you require special accommodations to participate in the application/selection process, please notify Human Resources for assistance.
All offers of regular employment with the City of Santa Clarita are made contingent upon receipt of proof of legal right to work in the United States, successful completion of a post-offer pre-employment physical, which may include a drug screen and Department of Justice fingerprinting.
Criminal offender information will be reviewed on an ongoing basis.
The City uses the E-Verify program to electronically confirm work authorization of newly hired employees.
All new employees are required to participate in the DMV Employer Pull-Notice Program.
This program authorizes the City to receive a driver record report upon enrollment and during employment.
Only degrees recognized by the U.
S.
Department of Education and accredited by the Council for Higher Education Accreditation will be accepted.
As a City of Santa Clarita public employee, you may be called upon to work as a Disaster Service Worker (DSW) in the event of an emergency.
Before entering upon the duties of employment, all public employees take and subscribe to an oath or affirmation set forth in the California Constitution, declaring them to be Disaster Service Workers in time of need.
Compensation includes enrollment in California Public Employees' Retirement System as a replacement for Social Security plus a competitive benefits package.
All appointments are made at step 1 of the salary range unless otherwise authorized by the City Manager.
The City of Santa Clarita is an Equal Opportunity Employer.
The City of Santa Clarita offers CalPERS Retirement contributions as a replacement for Social Security plus a competitive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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