Constituent Operations Clerk

at  City of Boston

Overview:
Principal Clerks assist constituents by maintaining and issuing vital records of Boston marriage, birth and death in accordance with applicable Massachusetts laws and regulations. Principal Clerks represent City Hall through day to day interactions with constituents that enable Boston residents to access services, marry, and enroll in school.

Responsibilities:

• Under general supervision, maintains and organizes files and records; answers telephones and inquiries at the counter or virtually, sends and responds to mail and email correspondence, and prepares forms, files, and reports for processing.
• Manages appointments for Registry related services, receives visitors, assists and directs City Hall visitors who come to Registry as necessary.
• Manage and track constituent correspondence and requests.
• Reviews applications for marriage intentions and administers an oath to couples applying for a marriage license.
• Record sensitive personal information in a secure and professional manner as required by relevant laws.
• Performs responsibilities related to receiving and processing payments related to marriage, birth, and death vital records and associated services including handling cash, issuing receipts, and maintaining records.
• Operates standard office machines and equipment, maintains and records data related to vital statistics through Massachusetts and City of Boston systems.
• Issues certified copies of records for birth, marriage, and death in accordance with Massachusetts laws and procedures via mail, in person, or such format as the Registry requires.
• Registers vital records in accordance with Massachusetts laws and procedures.
• Performs quality control procedures to ensure that Registry standards are met.
• Works with members of the public and adheres to a high standard of customer service and professionalism.
• Manages time efficiently to perform work tasks and switches between tasks as the operational needs of the department require.

Minimum Entrance Qualifications:

• Applicant must have at least one (1) year of full-time, or equivalent part-time, experience in office work.
• A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical school may be substituted for a maximum of one (1) year of required experience.
• Applicant must have the ability to work in a high volume office.
• Applicant must be trustworthy and demonstrate an ability to exercise good judgment and focus on detail as required by the job.
• Microsoft Office experience preferred.
• Customer service experience preferred.

• Under general supervision, maintains and organizes files and records; answers telephones and inquiries at the counter or virtually, sends and responds to mail and email correspondence, and prepares forms, files, and reports for processing.
• Manages appointments for Registry related services, receives visitors, assists and directs City Hall visitors who come to Registry as necessary.
• Manage and track constituent correspondence and requests.
• Reviews applications for marriage intentions and administers an oath to couples applying for a marriage license.
• Record sensitive personal information in a secure and professional manner as required by relevant laws.
• Performs responsibilities related to receiving and processing payments related to marriage, birth, and death vital records and associated services including handling cash, issuing receipts, and maintaining records.
• Operates standard office machines and equipment, maintains and records data related to vital statistics through Massachusetts and City of Boston systems.
• Issues certified copies of records for birth, marriage, and death in accordance with Massachusetts laws and procedures via mail, in person, or such format as the Registry requires.
• Registers vital records in accordance with Massachusetts laws and procedures.
• Performs quality control procedures to ensure that Registry standards are met.
• Works with members of the public and adheres to a high standard of customer service and professionalism.
• Manages time efficiently to perform work tasks and switches between tasks as the operational needs of the department require