Administrative Assistant II

Location: Bismarck, ND

Terms: Full Time / Non-exempt / Full Benefits

Application Deadline: March 27, 2025

About the Role: Under the supervision of the County Recorder or Deputy County Recorder; servs as the primary processor of marriage licenses, and the acceptance agent for passport applications. Assist the public with general real estate recoding questions. Serves as the primary back up to Administrative Assistant II - Customer Service Specialist. Assist the public with issuance of certified copies as requested. Index recorded documents into industry specific software. Prepare and send nightly exports to appropriate entities (NDRIN).

Candidate Requirements:

1. Associate degree with major coursework in office support, business, or office education, and two (2) years of experience in performing related office duties; or four (4) years of experience performing related office duties; or equivalent combination of education and experience.
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.

Essential Job Duties:

• Collects, receives, and interprets source information to issue marriage licenses and accept and process passport application for the public.
• Compiles important information from passport applications to create a transmittal that allow the passport processed daily to be mailed to the US Department of State to be traced via USPS. Creates weekly report to be mailed to the North Dakota Department of Vital Records.
• Open doors every morning to allow customers to enter the building for business.
• Perform mail-back duties every morning, takes outgoing mail to the mailroom prior to pick up time.
• Files numerically and maintains the "original" marriage licenses returned to the Recorder's office as a permanent record.
• Collects funds, issues receipts and refunds as required by the North Dakota Century Code.
• Maintains stock of marriage license and passport application forms, information pamphlets, return mail envelopes and address labels.
• Creates and maintains accurate records, with respect to marriage licenses, passports, real estate recordings and burial permits.
• Collects, receives, and interprets source information to record and index burial permits in the absence of the Administrative Assistant II - Customer Service Specialist.
• Receives and refers telephone calls, assists members of the public, arranges appointments using work processing and spreadsheet software, issues correspondence and other general clerical duties as assigned.
• Receives and prepares certified copies of marriage licenses and recorded documents requested by mail or by phone.
• Interprets and indexes information from documents presented to the Recorder's Office into industry specific software to ensure accuracy from the information provide on the documents recorded.
• Receipts/E-records documents using industry specific software over the lunch hour and/or as needed per the direction of the County Recorder, or Deputy Recorder.
• Files, retrieves, and interprets information, prepares data to export to appropriate entities each night (NDRIN).
• Serves as primary back up to other Administrative Assistant II's within the department.
• Performs other duties as assigned or required.

Veteran's preference: Applicants who are residents of North Dakota and eligible to claim veteran's preference must include Form DD214. Claims for disabled veteran's preferences must also include Form DD214 and a letter less than one year old from the Department of Veterans Affairs indicating disability; claims for preference as the eligible spouse of a disabled or deceased veteran must include Form DD214, a marriage certificate, and a letter less than one year old from Dept. of Veteran's Affairs indicating disability, or the veteran's death certificate.

A complete job description is available from the Burleigh County Human Resources Office.

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.