Office Assistant III

Recruitment #1901-OA3CLKI-001

Introduction

The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.
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Job opportunities are offered first to current Clerk of the Circuit Court Employees. If a Clerk employee is not selected, consideration will be then given to applicants outside of the office.

This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

IDEAL CANDIDATE PROFILE

The Ideal Candidate will demonstrate:

• Strong ethics, integrity, and accountability
• The ability to work independently; work with other staff members toward a common goal; and instruct other workers
• Ability to meet daily production standards without sacrificing quality
• Knowledge of Official Records and legal documents
• The ability to perform a variety of Official Records processes and related activities, whereas this class is responsible for understanding, revising, and/or independently implementing policies and procedures based on statutes, department and agency policies and best practices
• Skilled in oral communication by effectively communicating with management, members of the public, attorneys, judges, and other professional agencies
• The ability to easily adapt to computer/software programs; automated systems; scanning/imaging devices; and microfilm/fiche equipment to enter/retrieve records
• Outstanding customer service by attending to walk-in customers and answering telephones, giving accurate information and directing inquiries to the appropriate department or agency
• The ability to multitask between various different and complex job duties
• Skilled in identifying specific document types and performing numeric computations
• Knowledge handling and processing complex documents with attention to detail when entering legal descriptions, party names/determination, addresses, and case numbers
• Ability to view images to ensure legibility
• Ability to lift and carry bins and cash drawers weighing 5 - 15 pounds; to bend, stoop, reach and perform repetitive motions involving hands, arms, and shoulders; to sit for extended periods of time; to stand when performing marriage ceremonies; and giving information over the phones for long periods of time
• Cashier experience would be beneficial


MINIMUM QUALIFICATIONS

Graduation from high school or possession of a GED Certificate; and three (3) years of clerical experience which may include some knowledge of real estate and processing, examining, preparing or reviewing of any type of legal document(s).

TESTING REQUIREMENTS

A passing score on a general clerical exam.

JOB SPECIFIC COMPETENCIES

• Knowledge to utilize computer/software programs
• Knowledge of official records
  o Document types
  o Legal descriptions
  o Party names/determination
• Knowledge of applicable statutes, laws, office policies and procedures, best practices
• Knowledge of cashiering procedures
• Skilled in oral communication
• Skilled working independently and in group settings
• Skilled performing computations
• Skilled verifying data (detailed)
• Ability to operate office equipment (copier, fax machine, printer, scanner, computer, calculator)
• Ability to communicate orally and in writing in a clear and concise manner using proper grammar skills.
• Ability to meet deadlines
• Ability to provide cashiering function at front counter and back office
• Ability to successfully interact with employees, customers
• Ability to make decisions based on statutes, department and agency polices/processes and best practices
• Ability to follow directions and focus
• Ability to calculate State taxes and other fees
• Ability to multi-task within multiple office duties

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Utilize computer program to enter/retrieve records
• Review quality and correctness of scanned documents
• Process documents for recording into the official records from incoming customers, mail, and eRecords (Minimum of 150 documents per day needed to be successful.)
   o Determine eligibility for recording pursuant to statutes, Attorney General opinions, and best practices/guidelines
   o Determine appropriate amount of documentary stamps and intangible taxes as required by Florida Department of Revenue
• Scan documents
• Process passport applications, including taking and printing photographs
• Issue marriage licenses and perform ceremonies
• Attend appointments with Judiciary regarding marriage licenses
• Process Home Solicitation Permits
• Provide extensive cashier services
• Issue Clerk’s Certificates
• Certify copies of official record documents including marriage licenses
• Notarize documents for the public
• Provide front counter customer service
• Cross-train to assist with other Official Records tasks

This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

PHYSICAL REQUIREMENTS

• Ability to utilize computer programs and/or telephones for long periods of time
• Ability to sit for long periods of time
• Ability to stand when performing marriage ceremonies
• Ability to perform repetitive motions involving hands, arms and shoulders
• Ability to lift and carry bins and cash drawers weighing from 5–15 pound

JOB SPECIFICATIONS

Conclusion

VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

CLERK OF THE CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER

The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

Clerk of the Circuit Court welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.