Job Details

Title: Office Specialist 2. | Start Date: Monday / Wed Next week.

No client interview| Internal Interview

Office Timings: M-F 8am – 5pm at our downtown Boise location (450 W. State St., Boise, ID 83702).

Experience : 1-2 years of exp will suffice.

Job Description

DOMAIN 1: CERTIFICATE ORDER FULFILLMENT

Yes/No

Review requests to determine if customers are eligible to receive certificates. This may require researching a variety of sources to resolve problems including:

• Comparing signatures on identification to signatures on request forms to determine if the person who signed is the same person on the ID.
• Searching Bureau certificate information and certificates from other jurisdictions to establish proof of relationship

YES

50%

Conduct searches for certificates and orders on Bureau computer systems. Carefully compare the information provided by the customer to the information in the system and investigate discrepancies before the product goes out to the customer.

YES

Print and seal certified copies of requested certificates and attachments, match them with the proper receipt and ensure they are mailed to the correct address provided by the requestor.

YES

Be able to file and retrieve physical and scanned order information

YES

Facilitate transfer of requests for Apostille to the Idaho Secretary of State

YES

DOMAIN 2: MAIL AND PAYMENT PROCESSING

Yes/No

Determines correspondence distribution action, sorts, counts, and delivers to appropriate area.

YES

35%

Determines if monetary instruments received are adequate for deposit.

YES

Input's payment data on computerized system and ensures its accuracy.

YES

Balancing materials are turned in at the end of your shift, ready for balancing the next day.

YES

Searches computer indexes to locate records and customer orders.

YES

Scans paper documents and verifies that scanned documents are clear and legible. Makes copies of paperwork and distributes as needed.

YES

DOMAIN 3: FILING

Yes/No

Uses alphabetical, date and numerical systems to organize paper and electronic correspondence documents.

YES

5%

Updates filing systems, and storage systems for documents as needed.

YES

DOMAIN 4: MISCELLANEOUS

Yes/No

Resend Certificates that have not been received by customers.

YES

10%

Maintain confidentiality of Idaho Vital Records information as outlined in Idaho Code §39-270 and IDAPA 16.05.01 (11).

YES

Be able to accurately monitor, identify and correct data errors in the Bureau's computerized systems.

YES

Be able to explain Idaho law and rule as it applies to the Vital Records program to customers, agencies, and co-workers.

YES

Use PDF software to manage certificate orders.

YES

Other duties as assigned

YES