Assessment Records Assistant I/II

County of Napa, CA - Napa, CA (30+ days ago)


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The Napa Valley - Internationally known for its fine wines exciting restaurants and world-class resorts, is home to 140,000 residents who share a strong sense of community and a legacy of preserving and protecting our rich agricultural heritage.

Located in the heart of California's preeminent wine region, the Napa Valley is also part of the dynamic San Francisco Bay Metropolitan Area. With its sunny Mediterranean climate and proximity to the mountains and ocean, the Valley offers residents easy access to virtually unlimited shopping, dining, cultural and recreational opportunities.

The Napa Valley's strategic location, natural and cultural resources, history of responsible land use planning and attractive quality of life provide the ideal mix of small town living and big city amenities.
County of Napa as an Employer: The County of Napa is a highly respected employer within the local community as well as throughout the region. We offer rewarding and challenging work, flexible hours, competitive salaries, a comprehensive benefits package and tremendous opportunities for career growth. At the County of Napa we truly value our employees and are committed to diversity in our family-oriented environment. This is why we are the Employer of Choice for more than 1,400 employees.

As an organization, the County is dedicated to improving the lives of our citizens and reflecting the best of the community's values: Respect, Accountability, Dedication, Integrity and Innovation.

The Position: Napa County is establishing an eligibility list for Assessment Records Assistant I/II that will be used to fill vacancies as they occur over the next 12 months. This position will be filled at the Assessment-Records Assistant I or the Assessment-Records Assistant II level depending on knowledge, skills, abilities and experience of the candidate and the needs of the department.

There is currently 1 (one) Full-Time vacancy in the Recorder/Clerk division.

Assessment-Records Assistant I salary is as follows:
$21.20 - $25.02 Hourly
$1,696.00 - $2,001.60 Biweekly
$3,674.67 - $4,336.80 Monthly
$44,096.00 - $52,041.60 Annually

Assessment-Records Assistant II salary is as follows:
$22.93 - $27.12 Hourly
$1,834.40 - 2,169.60 Biweekly
$3,974.53 - 4,700.80 Monthly
$47,694.40 - $56,409.60 Annually

The Recruitment Process:
1. Application screening for the minimum qualifications is tentatively scheduled for October 8, 2018.

2. Online or Written examination is tentatively scheduled for the week of October 22, 2018, if applicable, based upon the size of the qualified applicant pool.

3. Supplemental Questions Screening is tentatively scheduled for the week of October 15, 2018, if no written examination is conducted; or November 5, 2018 if a written examination is conducted. Subject matter experts will review and score responses to the supplemental questions for those applicants who pass the minimum qualifications screening and the online or written examination, if applicable.

4. Oral Panel Interviews are tentatively scheduled for the approximately two weeks after the Supplemental Questions Screening.

Only the most qualified candidates will be invited to participate in an oral panel interview.

Human Resources reserves the right to add/change/delete any portion of the recruitment process.

Example of Duties:
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those wet forth below to address business needs and changing business practices.

Assessment-Records Assistant I

Assessor Division - Analyze information provided by agencies with regards to construction on properties and determine if a supplemental assessment is needed. Create the supplemental assessment, accurately enter the data into the property system, print and distribute the worksheets; perform precise data entry to update assessed values on various properties; maintain the building record filing system by careful filing of the records; analyze homeowner exemption claim forms and determine proper eligibility for the exemption; accurately enter data in to the property system and scan the homeowner form into the data base. Assist property owners in understanding the homeowner exemption process; process, mail and track various statements such as change of ownership statements; prepare, mail, and track appropriate forms relating to possible changes in property ownership due to deaths; analyze data received from DMV and boat marinas, prepare and mail vessel owner reports based on the analysis; under the direction of the Chief Appraiser, review returned statements and determine value for assessment, create assessments and enter values into the data base; maintain electronic data base of vessel owners, assist vessel owners in understanding the vessel assessment process; analyze information provided by agencies with regards to new business start ups and determine if the business is assessable; create the business property assessment, accurately enter the data into the property system and mail appropriate forms as needed; maintain the business property record filing system by careful filing of the records; maintain various resource files; prepare and mail out various requests for information to business property and aircraft owners per yearly schedule; analyze returned requests and create new business property assessments as needed; assist business property and aircraft owners in understanding the assessment of business and aircraft; assist the public both on the telephone and in the office with questions regarding property ownership; provide information to the public regarding current assessed value and other pertinent ownership information as allowable by law and office policy.

Recorder-County Clerk Division - Analyze fictitious business name registrations to determine if filing requirements have been met as prescribed by law; assist the public in understanding the rules and regulations required for filing for a fictitious business name; accurately enter fictitious business name registrations into an electronic data storage system so that constructive notice is available for public viewing; administer oath to become a Deputy Marriage Commissioner of Civil Marriages so that individuals may officiate a marriage ceremony; may perform marriage ceremonies as a Deputy Commissioner of Civil Marriages which is a function of the County Clerk; process applications for professional registrations such as process servers after ensuring that the qualifications are met; process environmental determinations when submitted for filing as prescribed by law; gather notary journals of notary publics when their commissions are no longer active; operate scanner for the purpose of capturing images of official records (i.e., birth, death records, marriage licenses and map images) in the electronic data storage system; provide copies of various public records, collect fees and payments for local and state statutes and services while balancing cash drawers according to account rules and internal procedures; maintain accurate records of official documents and vital records following laws, rules and regulations; provide customer service in person, by telephone, by mail or by electronic means by following accepted business practices and using modern office equipment and programs; assist the public by explaining various forms necessary for the recording or filing of documents; operate computer to input data into the recorder-clerk database for display and retrieval of information which not only produces an official record but also gives public notice of vital records, recorded maps and all recorded documents.

Election Division - Perform support work for the conduct of Federal, State, Local and Special District elections, and the registration of voters; maintain voter registration records; maintain vote by mail voter files and requests; participate in the issuance, acceptance and verification of nomination papers, petitions, candidate and committee filings and related materials; prepare for and conduct elections; secure polling locations and poll workers and organize polling place supplies; use the election information data processing system; assist in producing voter information disks and reports for candidates, committees, and the Secretary of State's Office.

Assessment-Records Assistant II
In addition to the qualifications for the Assessment-Records Assistant I, the Assessment-Records Assistant II requires the following:

Assessor Division - Assist the public in understanding assessor parcel maps and with researching property ownership history; research and update property situs addresses; review and process the yearly multiple claims list from the State Board of Equalization; assist Assessment Records Supervisor with processing property tax exemptions for non-profit entities; under the direction of the Supervising Auditor Appraiser, review returned aircraft reports and determine the value for assessment purposes.

Recorder-County Clerk Division - Analyze documents presented for recording to determine if the document meets established recording requirements and reproduction clarity; accept for recording into the official records electronic data storage system a variety of documents; assist the public in understanding recording requirements for various forms related to recording of documents; accept for recording into the electronic data storage system various maps; analyze fictitious business name registrations to determine if filing requirements have been met as prescribed by law; assist the public in understanding the rules and regulations required for filing for a fictitious business name; accurately enter fictitious business name registrations into an electronic data storage system so that constructive notice is available for public viewing; retrieval of death records from archived paper files to provide informational or certified copies when requested; provide procedural information regarding marriages by explaining the laws and statutes of the State of California; analyze marriage licenses to ensure that State of California rules and requirements have been followed; process applications for marriage licenses by entering data into an electronic data storage system; complete marriage licenses for registration to be submitted to the State of California Office of Vital Records; maintain an accurate index of marriage records by careful entry of data into the electronic data storage system in accordance with established indexing rules to ensure the integrity of the public record; retrieval of marriage certificates from electronic data storage system to provide certified copies when requested; process applications for professional registrations such as process servers after ensuring that the qualifications are met; process environmental determinations when submitted for filing as prescribed by law; administer oaths to notary public applicants, including filing oath and recording bond; gather notary journals of notary publics when their commissions are no longer active; prepare daily deposit following accounting rules and internal procedures; reconcile trust accounts with accounting reports to verify account balances are accurate; assist customers with genealogy and property history searches using the electronic data storage system and other archived research material.

Election Division - Review completed voter registration and election forms and material for conformance to election laws; produce; and review a variety of computer reports, files and listings; provide assistance to individuals and groups on procedures regarding filing for elective office and processing of petitions.

Typical Qualifications

Assessment-Records Assistant I

KNOWLEDGE OF:
Data entry functions of a personal computer so that information can be gathered.
Alphabetic filing systems and procedures to file and retrieve legal documents, forms, correspondence, etc.

Numeric filing systems and procedures to file and retrieve legal documents, forms, correspondence, etc.

The English language, including grammar, punctuation and spelling to produce clear and understandable written documents and read and understand written documents.

Telephone etiquette to answer and screen telephone calls in a pleasant and helpful manner.

Public contact techniques and approaches to assist staff, attorneys, and the general public in a courteous and pleasant manner.

Microsoft Word to prepare memos, letters, and other documents and forms.

Operation of office equipment such as photocopy machines, fax machines and multi-line telephone systems.

SKILL TO:
Effectively communicate verbally and in writing, laws, rules, and regulations concerning valuation of property, including vessels, aircraft and business property as well as real property.

Prepare and maintain clear, concise and comprehensive records so that property ownership information is accurate.

Reproduce maps and other records related to property ownership for use by staff, public and other agencies.

Communicate effectively both verbally and in writing so that laws, rules and regulations concerning document recording and vital statistics can be explained.

Prepare and maintain clear, concise and comprehensive records to ensure that public indices are accurate.

Reproduce documents, vital records, maps and other records related to recorded documents for use by staff, public and other agencies.

Data entry functions of a personal computer so that information can be gathered.

Prepare and maintain clear, concise and comprehensive records to ensure that public indices are accurate.

Type and enter data using a computer keyboard in order to prepare correspondence and process notices and forms.

Communicate in writing and orally in English with staff, and the general public.

Interact effectively and courteously with staff, and the general public.

Establish and maintain cooperative working relationships with others.

ABILITY TO:
Lift and carry files, storage boxes and map books to retrieve requested information.

Assessment-Records Assistant II
In addition to the above knowledge, skills and abilities, the Assessments-Records Assistant II requires the following:

KNOWLEDGE OF:
Laws, codes and regulations applicable to parent to child transfers and base year transfers.

Laws, codes and regulations applicable to property ownership in California.

Laws, codes and regulations applicable to acceptance of documents and vital records for recording.

Laws, codes and regulations applicable to the conduct of elections.

Indexing standards and procedures to ensure constructive notification of the public record.

Laws, rules and requirements governing the retention of public records.

Processes used to retrieve data from electronic data systems in order to assist in researching official record files for the public with inquiries or to produce copies.

SKILL TO:
Effectively communicate verbally and in writing, laws, rules, and regulations concerning valuation of property, including vessels, aircraft and business property as well as real property.

Prepare and maintain clear, concise and comprehensive records so that property ownership information is accurate.

Reproduce maps and other records related to property ownership for use by staff, public and other agencies.

Understand and perform processes dealing with issuance of vital records.

Effectively communicate both verbally and in writing so that laws, rules and regulations concerning document recording and vital statistics can be explained.

Effectively communicate both verbally and in writing so that laws, rules and regulations concerning document elections can be explained.

Prepare and maintain clear, concise and comprehensive records and reports so that public indices are accurate.

Reproduction and imaging system processes.

Reproduce documents, maps and other records related to recorded documents and vital records for use by staff, public and other agencies.

Establish and maintain cooperative working relationships with the public, staff, other agencies and departments.

Record keeping principles and practices to ensure accuracy.

Use sound judgment in following and applying appropriate laws, regulations, policies and procedures.

English usage, spelling, grammar, and punctuation so that effective, clear and professional communications are exchanged.

Customer service techniques including courtesy, patience and understanding to promote ethical behavior, integrity and accountability in the service we provide.

Analyze situations accurately and take effective action to resolve issues that may affect the smooth operation of assignments or departmental issues.

Provide assistance and direction to other staff who may be less experienced in recording and clerking processes.

Operate a computer with word processing, spreadsheet, and database programs for the purpose of entering and retrieving information.

Make complex arithmetical calculation with speed and accuracy.

Meet critical deadlines.

ABILITY TO:
Lift and carry files, storage boxes and map books to retrieve requested information.

EXPERIENCE AND EDUCATION
Any combination of education and experience that would likely provide the required, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:
Assessment-Records Assistant I
One year of general clerical experience. Experience performing support duties similar to those found in a County Assessor and/or a Recorder-County Clerk-Elections Office, a title company or financial institution is highly desirable.

Assessment-Records Assistant II
Two years of directly related experience working with assessment records, election materials and/or legal documents such as could be found in a County Assessor and/or Recorder-Clerk-Elections Office, a title company or financial institution or one year of experience as an Assessment-Records Assistant I in Napa County.

Education:
Assessment-Records Assistant I and Assessment-Records Assistant II
Equivalent to completion of the twelfth grade. Additional course work in real estate, appraisal, finance or paralegal fields is highly desirable.

License or Certificate:
Possession of or ability to obtain, a valid California Driver's License.

ADA Accommodation
Applicants requiring accommodation during the application and/or selection process pursuant to the Americans with Disabilities Act (ADA) should contact County of Napa Human Resources at (707) 253-4303.

Napa County is an Equal Opportunity Employer.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.