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Constituent Operations Clerk

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City of Boston

Jul 20

Applications are closed

  • Job
    Full-time
    Junior Level
  • Business, Operations & Strategy
  • $49K - $68.2K
  • Boston

Requirements

  • 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.

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 and 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.

FAQs

What is the main responsibility of a Constituent Operations Clerk?

The main responsibility of a Constituent Operations Clerk is to assist constituents by maintaining and issuing vital records of marriage, birth, and death in accordance with Massachusetts laws and regulations and to provide support to Boston residents accessing City Hall services.

What are some specific tasks that a Constituent Operations Clerk performs?

A Constituent Operations Clerk performs a variety of tasks including maintaining and organizing files, answering inquiries in person and virtually, managing appointments for registry services, reviewing marriage applications, processing payments, issuing certified copies of records, and ensuring compliance with quality control procedures.

What qualifications are required to apply for the Constituent Operations Clerk position?

To apply for the position, an applicant must have at least one year of full-time or equivalent part-time office work experience, or a diploma from a recognized high school or vocational/technical school, which can substitute for one year of required experience. Additionally, applicants need to have the ability to work in a high-volume office and demonstrate trustworthiness and attention to detail.

Is prior experience in customer service necessary for this role?

While not mandatory, customer service experience is preferred for the Constituent Operations Clerk position, as the role involves frequent interaction with the public and requires a high standard of customer service.

What software skills are advantageous for a Constituent Operations Clerk?

Proficiency in Microsoft Office is preferred for the role, as it aids in managing documentation and communication effectively.

How does the Constituent Operations Clerk handle sensitive personal information?

A Constituent Operations Clerk is responsible for recording sensitive personal information in a secure and professional manner, ensuring compliance with relevant laws regarding privacy and data protection.

What types of records does a Constituent Operations Clerk issue?

A Constituent Operations Clerk issues certified copies of vital records including birth, marriage, and death records in accordance with Massachusetts laws and procedures.

What kind of work environment can a Constituent Operations Clerk expect?

A Constituent Operations Clerk can expect to work in a high-volume office environment at City Hall, requiring adaptability to switch between tasks based on the operational needs of the registry.

What sort of training is provided for new hires in this position?

While the job description does not detail specific training, new hires can expect to receive instruction on office procedures, proper handling of vital records, use of software systems, and customer service expectations in alignment with Boston City Hall standards.

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Public service is a noble calling: to help others, to make our communities stronger, and to uphold the public trust. As city employees, we see the results of our hard work in our own community— in street and infrastructure improvements, new buildings rising from the ground, safer and more prosperous neighborhoods, and happier, healthier children, families, and senior citizens. We may all come from different backgrounds, but we are connected through our passion for service. What we do at work today, and everyday, shapes the Boston of tomorrow. Join us! ​​​​ The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.

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