Job Description

OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

VITAL RECORDS - MANAGER

Reference ID: VR-00001

Posting Date : June 21, 2024 

Closing Date :  July 5, 2024

Status: Full-Time

Shift Start Time :   9:00 A.M

Shift End Time:    5:00 P.M.

Department :    Vital Records 

Division :     VITAL RECORDS DEPARTMENT

Location :    118 N. Clark Street

Salary Range:  $ 74,699

Grade:  20

Job Code:   

Union:    NONE

Shakman Status:    NON-EXEMPT

FLSA Status :   EXEMPT

Application Process:  Active Recruiting

Job Summary

The Cook County Clerk's Office (CCCO) is the official record keeper for births, marriages, and deaths that occur in Chicago and suburban Cook County. Cook County Vital Records provides copies of these documents to eligible individuals upon request. The Manager of Vital Records will report to the Director of Vital Records and is responsible for planning, directing, and overseeing the operational, supervisory, and administrative day-to-day functions of the assigned business units in Vital Records.  The Manager of Vital Records must perform a full range of duties related to communicating staff job expectations and monitoring job results; enforcing systems, policies, and procedural requirements; maintaining quality customer service; analyzing and resolving customer service problems; and recommending system improvements.   

 

Essential Job Duties

• Manage the operations, quality of work, and productivity of the staff in the assigned business units of Vital Records.
• Manage the operations that fulfill customer orders received in-person, by mail, online, and through currency exchanges.
• Manage the accuracy and efficiency of the recording/registration/filing/storage of birth, home birth, marriage, death, fetal death, and medical examiner death records.
• Manage the opening and closing activities, including but not limited to overseeing the balancing of cashier registers, running end-of-day reports, and disbursing birth, marriage, and death security paper to cashiers.
• Manage employee attendance, track and approve time off requests to ensure operational needs are met.
• Oversee the training and cross-training of staff in the assigned business units as needed, including training new employees.
• Manage the supervisory of overrides for fee waivers such as birth waivers for homeless/domestic violence victims/inmates and death waivers for active/retired military veterans.
• Assist customers with acquiring vital records and responding to complicated customer questions and complaints.
• Assist customers with the processing of applications for Assumed Business Names and Notary Commissions.
• Assist and respond to requests from collaborative governmental agencies inside/outside of the County, such as the Cook County Clerk’s Office of Communications, The Secretary of State, the State’s Attorney’s Office, Adult Probation, Public Defender, etc., attorneys and community agencies such as funeral homes, health care facilities, county clerks, physicians, and local health departments daily for the purpose of obtaining information to handle the day-to-day activities within the office.
• Reviews complex requests related to the legal requirements for processing a request or issuing a birth, marriage, or death record.  Makes decisions based on rules, laws, and procedures of the Cook County Clerk’s Office as it relates to Vital Records.
• Uses relevant information and individual judgment to interpret and enforce the rules and regulations governing Vital Records Act (410 ILCS 535/).  Enforces Vital Records laws, rules, policies, and procedures as they apply to each request.
• Analyzes information and evaluates potential solutions for corrective action involving personnel, according to Cook County Clerks’ office policies and the Collective Bargaining Agreement.
• Assesses the quality of employees' work to inform, advise and provide supervisory feedback related to performance management and development.
• Provide regular updates to Vital Records leadership regarding office operations and any staffing issues that may arise.
• Regularly review state laws and office policy for updates and additions to Vital Records rules and regulations.
• Participate in staff meetings and respond to emails, phone calls, and other correspondence as required.
• Work extended hours as needed to address operational needs.
• Perform other duties as assigned.

This list represents the essential tasks performed by the Position. Employee may be assigned additional Position-related duties by management as required.

Minimum Qualifications

• Bachelor’s Degree from an accredited college or university AND three (3) years of full-time work experience in one, or a combination of, the following: Vital Records, supervision or management of employees, or customer service , OR;
• High School Diploma or the General Education Development (G.E.D.) Certificate AND five (5) years of full-time work experience in one, or a combination of, the following: Vital Records, supervision or management of employees, or customer service.
• Proficient in Microsoft Excel, Word & Outlook.

Resume and application must clearly indicate duration of, and nature of work experience and education for consideration in accordance with specific Minimum and Preferred Qualifications to demonstrate eligibility for this Position. If your resume and application do not reflect that you meet the Minimum Qualifications for the Position, you will not be eligible for this Position.   Candidates will be required to provide proof of educational credentials and any applicable license or certifications as listed above at time of interview.

Knowledge, Skills, Abilities and other Characteristics

• Maintain up-to-date knowledge of Vital Records rules and regulations by reviewing state laws and office policy for updates and additions to apply new knowledge to the job.
• Establish and maintain effective working relationships with various departments within Acknowledge .
• Knowledge of the Vital Records Act and CCCO’s policies and procedures for processing vital records in accordance with the Vital Records Division’s SOP.
• Knowledge of the various business units in the Vital Records Division.
• Exhibits an authentic desire to exceed the customer’s expectations.
• Excellent verbal and written communication skills.
• Must be self-directed, innovative, and possess a positive attitude.
• Demonstrate keen attention to detail, accuracy, and precision.
• Analytical and capable of solving issues as they arise.
• Ability to work independently or as a member of a team.
• Ability to work under pressure.
• Ability to communicate clearly, concisely, and effectively, both orally and in writing, with customers, fellow employees, and management staff.
• Ability to use a computer to perform basic daily tasks.
• Ability to use a microfilm machine to search for vital records and previously recorded document(s).
• Ability to establish and maintain effective working relationships with various departments in the CCCO, other County agencies, Commissioner’s offices, and other constituent groups.
• Ability to understand and follow oral and written instructions.
• Ability to be flexible, detail - oriented, and logically solve problems.
• Ability to adhere to the SOPs for the Vital Records Division.
• Ability to learn and develop research skills for genealogy and or archives requests.
• Ability to travel to and between suburban offices if necessary.

Physical Requirements

• May have to stand or sit for longer periods of time.
• May be required to frequently bend or stoop.
• May be required to lift or carry up to 50 lbs.

The Cook County Clerk’s Office does not hire for Non-Exempt Positions based on Political Reasons or Factors .

METHOD OF APPLICATION :

Apply online at  . Online submissions will close at 11:59pm on July 5, 2024.

Must be legally authorized to work in the United States without sponsorship.

COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

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