Administrative Assistant II - Customer Service Specialist

Job Title:  Administrative Assistant II – Customer Service Specialist

Location: Bismarck, ND

Terms: Full Time / Non-Exempt / Full Benefits

About the Role:  Under the supervision of the County Recorder or Deputy Recorder; serves as the main receptionist by answering telephones, scheduling appointments, answering general real estate questions, collecting documents over the counter to ensure accuracy for recording, and ensuring appropriate fees have been collected. Serves as the senior record keeper of burial permits and lot modifications, clerical/technical assistant to Deputy Recorder or other officials. Serves as the primary backup to the Administrative Assistant II – Front Desk. Prepares and sends nightly exports to appropriate entities (Images Export).

Essential Job Duties:

• Receives and refers telephone calls, arranges appointments, assists members of the public, and other general clerical duties as assigned.
• Receives and refers telephone calls, arranges appointments, assists members of the public, and other general clerical duties as assigned.
• Collects, receives, and interprets source information to record and index burial permits.
• Receives and prepares certified copies of marriage licenses from telephone and mail requests.
• Collects money, issues receipts, runs payments and issues refunds or overages of funds collected.
• Maintains accurate records, with respect to burial permits, lot modifications, and real estate documents.
• Serves as a main Indexer of information on documents presented to the Recorder’s Office. Takes key information from the documents and enters it into industry specific software to ensure accuracy within the department.
• Morning start-up and evening shutdown of records room computers.
• Receipt/E-Record documents over the lunch hour and as directed by the County Recorder or Deputy County Recorder.
• Uses industry specific software to accurately record transactions, issue correspondence, maintain office records, scheduling and reports.
• Files lot modifications issued by the City of Bismarck, scans, and direct indexes them into our industry specific software.
• Files, retrieves, and interprets information, prepares data to export to appropriate entities nightly.
• Completes and processes applications and requests for individuals seeking responses.
• Serves as primary back up to Administrative Assistant II – Front Desk.
• Performs other duties as required and assigned.

Candidate Requirements: 

1. Three (3) years of work experience performing a variety of office support, clerical, or secretarial work. Associate degree preferred.
   • Additional education may substitute for the work experience required on a year-for-year basis.
2. Must be proficient with word processing and spreadsheet software, such as MSWord and Excel, and must possess excellent typing and 10key skills.
3. Requires a high degree of written and/or verbal communication skills when dealing with supervisors, employees, clients or the public.
4. Must be proficient in business English, spelling, punctuation, arithmetic, modern office practices, procedures, and equipment.
5. Ability to handle multiple duties and priorities under limited supervision.
6. Applicant may be subject to a post offer civil, criminal, credit background check.  The county will pay the costs associated with these exams.

Equal Opportunity Employer:

The employing agency does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services, and complies with the provisions of the North Dakota Human Rights Act.