Position overview: Deputy Clerk & Recorder possesses the powers and may perform the duties attached by law to the office of his principal.
This is a full time position that is located in the office of the Clerk and Recorder and is responsible for receiving and processing documents, assisting with elections, processing voter registration and absentee voting, providing assistance to the general public, collecting and receipting fees received, conducting research, and a variety of other duties related to office operations.
In addition to regular business hours of Monday – Friday from 8 am – 5 pm, there are additional hours required during election cycles and on election days.
Each essential duty listed below makes up a portion of the job, and all other functions are included in Other Duties as Assigned. Duties of the position are not all inclusive and subject to change.
1) Processing of various legal documents. Verifies documents are compliant with specific recording and filing regulations prior to accepting.
2) Indexing of all documents, surveys filed and recorded.
3) Verifies indexing by reviewing and checking data entered in computer in comparison to applicable documentation to ensure accuracy and completeness. Identifies errors and makes corrections as needed.
4) Scans and processes various documents, plats and surveys into the permanent record, in accordance with quality control standards. Coordinates scanning processes, review and proofs scanned documents for quality, and ensures appropriate recording of documents in computer, by operating specialized equipment.
5) Conducts platting activities to ensure proper correlation between documents and plat books.
6) Records and files information to ensure accuracy of records retrieval and compliance with document recording procedures, rules and laws.
7) Mails original documents to customers after recorded.
8) Prepares certified copies of birth and death records and other documents upon request according to established rules, regulations, and procedures. Verifies identification of requestors in accordance with administrative rules and certification requirements, collects applicable fees, and issues documents and receipts.
9) Register and update voter registration records.
10) Assists with all election procedures.
PROGRAM AND ADMINISTRATIVE SUPPORT
1) Provides assistance to telephone callers and walk-in visitors by responding to a wide variety of general and specific inquiries, interpreting information needs, locating applicable resources, or connecting them with the appropriate staff member or offices. Conducts research as needed to effectively respond to inquiries (e.g. birth and death records, general title research, various land records, etc).
2) Receives fees and monies for various services provided. Determines appropriate fee amounts based on type of service, collects money, enters fee amounts in computer, and issues receipts to customers.
3) Creates daily reports and balances cash stations. Generates daily financial reports, accounts receivable and deposits by identifying and compiling appropriate data in computer, reviews reports for accuracy, identifies and resolves errors or inconsistencies.
4) Prepares duplicate document images and data extracts for title companies.
OTHER DUTIES AS ASSIGNED: Performs a variety of other duties as assigned by Deputy Recording Clerk. This includes participating in special projects, filling in for other employees, participating in ongoing training, and a variety of other functions as needed. Attends seminars/workshops approved by the Clerk and Recorder.
This work requires knowledge of federal, state and county election laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively both verbally and in writing. This position must have the knowledge and ability to handle sensitive and confidential information on a daily basis.
Education and Experience: The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school (HiSet or GED) plus three (3) years job-related work experience. Experience working directly with the public, ability to balance cash draw accurately is preferred along with experience in federal, state or county elections processes or property title experience (State of Montana).