Job Details

City of Portland - Vital Records Clerk

City Clerk's Office

About the City Clerk's Office:

The City Clerk's office is a fast paced friendly environment that puts our customers first. We strive to provide our community with the best customer service and treat our residents with kindness, respect, and understanding. Everyday in the Clerk's Office is a little different making for a unique and a fun place to work!

Job Summary:

The position of Vital Records Clerk involves complex and confidential duties. We issue birth, marriage, and death certificates, marriage licenses, marriage ceremonies, notary services, hunting/fishing licenses and dog licenses, all while handling a high volume of telephone calls, mail requests, and walk-in customers. This position also assists with Election related duties as needed. Applicants must be energetic, detail oriented, organized, computer literate, and most importantly, customer friendly. Applicants must also have excellent written and oral communication skills and have the ability to juggle multiple tasks at once.

Duties & Responsibilities:

• Greet customers and visitors in a courteous and professional manner
  
• Issue various licenses and certificates and maintain all related records
  
• Perform marriage ceremonies at the counter and in the State of Maine room, during office hours
  
• Responds to and processes general City Clerk's Office requests
  
• Performs Notary Public services to the public
  
• Assists with Election duties, including processing absentee ballot requests, registering voters, and other work as assigned during Elections
  
• Performs other related duties as required

Required Skills & Experience:

• Experience in a fast paced, multi-task office environment
  
• Knowledge of cash processing procedures, including daily cash reconciliation
  
• Excellent communication and customer service skills, with the ability to interact with the public in a helpful and courteous manner
  
• Must be able to maintain strict confidentiality when dealing with confidential records

Preferred Skills & Experience:

• Graduation from high school or GED
  
• Prior experience related to the vital records function of a municipality
  
• Prior experience with Elections
  
• Prior experience working with a diverse population

Necessary Special Requirements:

• Must possess a valid Maine Class C driver's license, and have and maintain a good driving record
  
• Must be a U.S. Citizen.
  
• Ability to qualify as a Notary Public within 60 days.

Expected Hours/Schedule:
This is a full time, 37.5 hour per week position. Schedule is Monday - Friday, 8am-4:30pm, during City Hall hours of operation.

Hiring Process: Please note, this is a tentative timeline and may be subject to change.

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• Applications will be accepted until the position is filled
  
• Interviews will be scheduled as soon as possible
  
• Offers of employment are contingent upon the completion of a satisfactory criminal background check.

Salary & Benefits:

This is a union position, CEBA Grade 11, with a starting pay rate of $23.39 per hour.

For more information about compensation with the City of Portland, please refer to the union specific pay plans and agreements.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment. City benefits include:

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• Free employee health insurance with the completion of wellness incentives
  
• Thirteen paid holidays
  
• Sick, vacation, and personal leave
  
• Life, dental, vision and income protection insurances
  
• Choice of retirement plans, including a pension plan
  
• Use of City recreation facilities
  
• Fitness Reimbursement
  
• Discount on professional development programs through USM and Thomas College

If you have any questions or need assistance with the application, please email Human Resources at jobs@portlandmaine.gov or call 207-874-8624.

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email hrinfo@portlandmaine.gov.

To apply, visit https://selfservice.portlandmaine.gov/ess/EmploymentOpportunities/JobDetail.aspx?req=281&sreq=8&form=1000&desc=VITAL%20RECORDS%20CLERK