Specialist – Recording

Specialist – Recording

Requirements

• High School Diploma/GED
• 2 years experience in an increasingly responsible position in an office setting
• Computer data entry
• Basic ten key
• Cash handling
• 35 words per minute
• Public contact experience strongly preferred
• Considerable knowledge of office practices and procedures
• Working knowledge of indexing and searching practices as required by the position
• Skill in operation of office equipment, including personal computer, indexing system, calculator, etc.
• Ability to learn technical terminology
• Ability to compose letters and materials using some exercise of independent judgment
• Ability to follow verbal and written instructions
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationships with employees, agencies and the public.

Responsibilities

• Examines and analyzes legal documentation submitted for land record recording including deeds, land surveys, plats, UCC filings and liens, ensuring accuracy and enforcing compliance with appropriate statutory regulations.
• Assesses and collects all associated fees as required by law, and performs self-audit and reconciliation on a daily basis.
• Issues marriage licenses and civil union licenses and registers marriage and civil union certificates.
• Uses judgment and enforcement authority, either independently or under supervision, to accept or reject legal documentation based on determination of compliance as dictated by the state statues, legislative mandates and administrative directives.
• Advises clients on requirements associated with compliance, making recommendations on a particular course of action to those failing to comply.
• Executes quality assurance measures in reviewing the integrity of all recorded documents, adhering to permanent preservation guidelines as required by state statures, legislative mandates and administrative directives.
• Ensures all records research, working to resolve any quality problems or inconsistencies.
• Assists the public in person, by phone, through electronic media, and in writing regarding recording, marriage license, civil unions, record copy, search procedures and requirements.
• Works to resolve complex transactions, utilizing negotiation and problem resolution skills with sensitivity to the clients’ needs and expectations.
• Serves as a representative of the designated election official when required, fulfilling all roles and/or tasks as assigned.
• As directed, assists in other departments and/or with County-wide events.
• Achieves significant expertise with related records management equipment, practices, policies, standards and/or procedures.
• Provides input regarding new projects, equipment evaluation, production and quality standards.
• Maintains a safe and clean working environment by complying with procedures, rules and regulations.

Preferred Qualifications

• Public contact experience strongly preferred.