Central Records Specialist

Grand Traverse County is a team of passionate and incredible people who are committed to providing responsive, effective quality service to our up-north community. We strive to be a leader in innovative, effective, collaborative, and sustainable county government. We offer stable work environments and competitive salaries to both fulltime and parttime employees. Understanding the many challenges facing today’s professionals and families, we offer a competitive compensation package including an impressive list of benefits and time off.

Job Description

Primary function of this job is to provide varied and complex administrative office support and customer service assistance, requiring significant knowledge of and experience with departmental activities and programs. Employees in this job have no formal supervisory role, however, may train, guide, or lead employees in the designated work unit. Employees work as part of a team and are responsible for ensuring that the team meets its objectives. Employees must meet the minimum requirements, conditions of employment, and be able to perform successfully all essential duties and responsibilities with or without reasonable accommodations. This position may require travel by the employee in the employee's own vehicle.

Primary Duties and Responsibilities

• Processes, compiles, researches, and analyzes information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures.
• Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
• Performs a variety of specialized research and reporting in assigned area of responsibility and resolves related discrepancies or erroneous data to ensure compliance with established rules, court orders, policies and laws.
• Participates in maintaining or designing web page(s) for assigned area of responsibility.
• Enters, verifies, and reconciles information and data.
• May develop spreadsheets, databases, or reports.
• Monitors and maintains appropriate levels of supplies and materials in support of unit operations and activities.
• Creates forms, calendars, newsletters, brochures, pamphlets, flyers, and/or other collateral materials in support of unit operations and activities.
• Sorts, files, and maintains materials and filing systems (paper, computer or imaging), retrieves file materials, and keeps a record of file movement.
• Performs basic mathematical calculations to balance, reconcile, and maintain records.
• Schedules and maintains department calendars.
• Participates in/on a variety of meetings, which may include scheduling, preparing agendas, and taking and distributing meeting minutes.
• Uses a wide variety of office machines such as printers, personal computers, facsimile machine, postage machine, adding machine, scanners, and copiers.
• Any other duties as assigned.

Education, Formal Training, and Experience (minimum requirements)

• Graduation from High School or G.E.D.
• Two to four years related experience.
• College level coursework in a related field may substitute for up to one year of experience.

Certifications and Licenses

• CPR Certification (required for Health Department positions).
• Notary Public designation.
• Valid driver’s license and personal vehicle insurance; must maintain eligibility to drive as per the County's Vehicle policy.

Conditions of Employment

A background check may be required initially and periodically for an individual hired, transferred, reclassified, promoted, or currently working in this job. Appointment to or continued employment in this job is contingent upon a satisfactory background check which may include but is not limited to: confirmation of a person’s identity; review of criminal conviction records; verification of educational degree, license, or certificate required for the position; review of Department of Motor Vehicles records; Department of Justice fingerprint scan; and/or drug and alcohol testing as required and allowable by law.

Physical Demands, Work Environment, and Other Requirements

• Work is performed in an office environment.
• May be required to reach with hands and arms; sit; stand; talk and hear; use hands to finger, handle, or feel.
• May be required to lift/move up to 50 pounds (such as a box of paper).

Knowledge, Skills, Abilities, and Competencies (minimum requirements)

• Proficiency in English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
• Knowledge of generally accepted accounting and bookkeeping principles.
• Ability to comprehend, process and apply both verbal and written skills appropriate to the job.
• Specialized knowledge related to the department or function.
• Ability to detect errors, determine causes, and make corrections as appropriate.
• Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones.
• Skill in use of personal computer software, including spreadsheet development and word processing.
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies.
• Skilled in researching and resolving problems to ensure compliance.
• Ability to develop, layout and implement clerical procedures and operations from general instructions.
• Ability to explain complex policies and processes in layman’s terms.
• Ability to coordinate meetings effectively and efficiently.
• Ability to accurately organize and maintain paper documents and electronic files.
• Ability to maintain the confidentiality of information and professional boundaries.
• Able to use County resources effectively and efficiently.

Compensation

Starting Hourly Rate: $21.18 USD

Benefits

Medical: The County offers employees a high‑deductible plan through Priority Health. Grand Traverse County will deposit a contribution amount up to $2,000 into an employee Health Savings Account every year, and employees may also direct deposit funds into this account every pay period.

Vision: The County provides a no‑cost plan for employees and an enhanced plan through EyeMed.

Dental: The County’s dental insurance provider is Delta Dental. Employees pay no costs or premium for diagnostic and cleaning services.

Wellness: The County is committed to creating a culture of health and provides a variety of incentives and programs that allow employees to live a healthy lifestyle.

Employee Recognition: Employees are recognized through awards and recognition throughout the year and on anniversary dates.

Tuition Reimbursement: Employees are reimbursed up to $5,250 annually for enrollment in courses at an accredited college, university, or trade school.

Vacation: Employees receive a generous amount of vacation days.

Holidays: Employees receive 12 days a year to celebrate holidays, plus additional floating holidays at their discretion.

Personal Leave: Up to 72 hours annually, paid up to 40 hours.

Parental Leave: Up to 6 months of leave beginning at birth or adoption.

Retirement: Defined contribution plan through MERS with generous matching, and optional 457(b) and Roth retirement plans with matching contributions.

Life Insurance: Automatically provided to benefited employees.

Short Term Disability: Plan through Mutual of Omaha pays two thirds of salary for up to 182 days.

Long Term Disability: Plan through Mutual of Omaha pays 60 percent of salary for up to 24 months.

Grand Traverse County Michigan – Your new career is here! Join a team of passionate and incredible people who are committed to providing responsive, effective quality service to our vibrant and growing community. Understanding the many challenges facing today’s professionals and families, we offer a competitive compensation package including an impressive list of benefits and time off. Grand Traverse County is a great place to live, work and play. Come join our team and experience what our region is all about, apply today!