Administrative Services Assistant

73162 Summary:
1.Responds to inquiries from the general public; interacts with state and federal agencies, and
external stakeholders daily to provide or obtain information.
2. Collects and receipts appropriate fees for certificates or services; prepares correspondence
requesting additional information, documents, or fees to finalize a legal process.
3. Updates/Edits actual record in the database to correct information of a vital event, amends
electronic image of records of event in compliance with Vital Records laws and rules, and enters
request data into databases to track, locate and issue a record or certify no record found.
4. Reviews court orders, forms, applications to determine compliance with laws and rules to
process new certificate of birth. Reviews applications to determine entitlement to a requested
service or record of event.
5. Reviews scanned documents to ensure each document is attached to the correct image and
explain and enforce Vital Records laws, rules, policies and procedures as they apply to each
request.
6. Accurately maintains daily cash drawer to ensure proper closeout; monitors activities in
customer service lobby to ensure safety, traffic flow, and supplies. Reports suspicious documents,
activity or behavior to supervisor for further action or investigation.
7. Retrieves original certificates from storage boxes for inclusion in a sealed record file. Reviews
documents to determine acceptability of records as supporting evidence to file or amend a record.