DEPUTY CLERK/RECORDS
County of Elmore —Mountain Home, ID
- $16.50 - $20.63 an hour
- Extended hours
- Writing skills
- Basic math
- Research
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11d

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DEPUTY CLERK/RECORDS

County of Elmore
Mountain Home, ID

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Job Details

Full-time
$16.50 - $20.63 an hour
11 days ago

Qualifications

Visitor query response
Computer operation
Constituent services
Phone communication
Writing skills
Copy machines
Basic math
In-person customer service
Employee relationship building
Answering guest questions
Scanning
Driver's License
Desktop applications
Document quality checks
Document imaging
Productivity software
10 key typing
Local ordinances
Faxing
File organization
Office record organization

Full Job Description

Classification Summary

The principal function of an employee in this class is to provide first line customer service to citizens entering the County Clerk/Recorder's office. The work involves determining the customers' needs and desires, referring the customer to another office if needed, or helping the customer complete applications and voter registration; issues marriage licenses, liquor licenses and passports; prepares annual list of liquor licenses. This Deputy Clerk position maintains and balances a cash drawer, accepts and receipts payments, performs data entry and scans documents into computer, prepares title company discs and printouts. Work is performed under the general supervision of the County Clerk. The nature of the work requires the employee to be detail oriented for accuracy purposes and can multi-task, performing various routine procedures at one time with numerous interruptions. The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

Assists the public and title companies m the office, through the mail and on the telephone.
Processes requests related to recording of all legal document; gives date, time and instrument number to all qualified legal documents; inserts pertinent information on
recording information; collects appropriate fees.
Reviews all legal instruments to be recorded to ensure they are properly completed with necessary information; checks spelling, required signatures, etc.; notifies customers of
additional information needed for recording purposes.
Enters recorded documents in personal computer; scans documents using imaging program; creates and verifies index of documents; verifies image for clarity and accuracy; copies and distributes documents as appropriate.
Assists the public with various application processes including passports, marriage licenses, liquor licenses, voter registration and indigent applications.
Prepares annual list of liquor license applicants.
Prepares daily discs and printouts for title companies.
Prepares daily printout for public availability.
Prepares daily balance sheet of documents and charges for title companies.
Verifies data entry of recorded documents for accuracy.
Runs weekly maintenance on recording storage program.
Organizes, proofs, disposes of and stores documents according to established guidelines.
Performs extensive research related to recorded documents, application status or other information for telephone and office customers.
Operates computer to enter or revise data into computer record.
Balances cash drawer daily.
Prepares reports as necessary and requested.
Responds to citizens' questions and comments in a courteous and timely manner.
Performs all work duties and activities in accordance with County policies, procedures, and safety practices.

Other Duties and Responsibilities

Performs the work of other office staff as needed.
Performs data entry of indigent payments as necessary.
Assists with election requirements.
Performs other related duties as required.

Required Knowledge, Skills and Abilities

Knowledge of:

Filing and indexing system operations associated with recording legal documents.
General office practices and procedures.

Ability to:

Read, interpret, and apply laws, resolutions, ordinances, codes, and contracts.
Work quickly and accurately with numerous and frequent interruptions.
Provide customer service regarding Clerk/Recorder's office functions.
Perform basic mathematical computations.
Learn and apply the functions, responsibilities, processes, and procedures of the County Clerk/Recorder's office.
Operate and maintain a variety of standard office equipment, including copier, fax machine, printers, etc.
Operate a computer to maintain accurate records.
Communicate effectively, both orally and in writing.
Maintain effective working relationships with other County employees, supervisory personnel, state and local elected officials and the public.
Prepare accurate and reliable reports.
Respond to citizen requests in a courteous manner.
Read and review legal documents for accuracy and required information.
Understand and follow oral and/or written policies, procedures, and instructions.
Operate a personal computer using standard or customized software applications appropriate to assigned tasks.
Make sound and reasonable decisions in accordance with laws, ordinances, regulations, and established procedures.
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
Integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training

High school diploma or equivalent general educational development (GED) certification with course work in general office skills; and
Previous office experience, preferably in a real estate or title office; or
Previous accounting experiences, preferably in accounts payable; or
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

Valid Idaho Driver's License

Essential Physical Abilities

Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively on the telephone and in person.
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to accept, review and verify information on legal documents and records.
Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment, ten key calculator and other office equipment.
Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, permitting the employee to work in an office setting and accept written materials from the public.

Position typically works 8:00 am - 5:00 pm Monday - Friday with a one hour lunch, but will work extended hours during elections for additional coverage.

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