Deputy County Clerk- Recording Division Cashier

Posting number: 14.03363

Department: County Clerk Records

Job classification: CC_Deputy County Clerk - Recording Division (Recording)

Posting type: Open & Promotional

Categories: Administrative Assistant, Clerical & Data Entry

Summary

Reporting directly to an assigned County Clerk Division Supervisor or Coordinator, responsible for performing specialized clerical work while under general supervision.   Work involves processing files and documents, utilizing computer-driven data entry equipment to prepare and modify files, answering telephone calls, and assisting the public.  Duties assigned to employees in this job title may vary according to division of workload and the needs of the County Clerk’s office.  

Examples of duties

• Provides direct customer service either in person or on the telephone
• Collects payments for recording fees
• Creates and maintains various reports related to assigned division 
• Creates and maintains forms, worksheets, and informational materials 
• Ensures comprehensive filing systems are maintained and up to date 
• Assists in planning and executing special projects and events 
• Assists with policy and procedure updates 
• Utilizes legal reference materials to perform research related to current laws and procedures
• Copies, files, and audits invoices 
• Enters and verifies data within applicable databases and/or systems
• Cross-trains with office staff in other areas to ensure continuity of departmental operations 
• Complies with departmental and county-wide policies and procedures
• Attends all meetings and trainings, as required 
• Performs special duties as assigned

Recording Assignment

• Records official documents provided by courts and attorneys and other related entities
• Makes and produces certified copies of documents for public use; makes plain and certified copies when requested by customer
• Records real estate documents and verifies signatures for accuracy
• Provides customer service functions to walk-in filers, and assists public with use of public workstations
• Collects processing fees and maintains balance of assigned cash drawer(s)
• Opens, sorts, and processes mail
• Reviews document to ensure they meet filing requirements and updates information as needed, such as mailing addresses
• Performs data entry legal documents such as real estate/property documents (i.e., deeds of trust, affidavits, abstract of judgments, and tax liens)
• Scans documents, reviews for clarity index and data integrity, and helps customers with photocopy of documents
• Processes written requests for searches and files letters of request and responses
• Notifies customers of account statuses, such as drawdown accounts

ORGANIZATION RELATIONSHIPS

• Reports directly to – County Clerk Division Supervisor or Coordinator
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying
• Position involves exerting up to twenty (20) pounds of force occasionally and up to ten (10) pounds of force frequently to move objects
• Position involves operating a variety of machinery and equipment including computers, scanners, calculators, copiers, etc.

ENVIRONMENTAL FACTORS

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency
• Regular attendance is required

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Qualifications

• High School Diploma OR equivalent
• One (1) year of clerical experience including cash handling and customer service
• Working knowledge of Microsoft Office Suite

LICENSES AND CERTIFICATIONS

Required

PREFERRED QUALIFICATIONS