Douglas County, CO Hiring for Recording Clerk I Job at Castle Rock, CO Full Time

Recording Clerk I

Employment Type: 3 – Part-time Regular
Pay Range: $16.00 – 21.00
Location: Castle Rock, CO
Overtime Exempt: No
Elected Office / Department: CLERK & RECORDER

The Clerk I is assigned to the Recording Division of the Office of the Clerk and Recorder. This is a support position responsible for input, retrieval, and quality control of permanent land records documents through the Land Records Management System (LRMS), microfilm, microfiche, and historical books. While performing these duties the Clerk will ensure that all County retention policies and procedures for archival and all State and Federal guidelines, rules and regulations are adhered to.

The hiring range is generally around the midpoint of the pay range for well-experienced candidates. Qualifications, education and experience as it relates to the position will be taken into consideration when determining salary.

This position has the opportunity to work remotely. There will be in-person training.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

• Screen documents presented for entry into the permanent public record to determine their recordability in compliance with state statute and office policy. Record documents into the Land Records Management System (LRMS) using the appropriate function, document title, page count and receipt all monies collected.
• Discrepancies must be identified quickly and immediately reported to the Lead and Manager for reconciliation.
• Enter required information into the LRMS including but not limited to submitting party and name and address where documents should be returned to.
• Information must be completed in compliance with state statute and office policy.
• Entry into the LRMS must be accurate and efficient to maintain compliance with state statute regarding search criteria and timely access to records.
• Identify, document and forward discrepancies between document images and indexes to the Lead or Manager for correction in a timely manner.
• Completes Index entries and verification of index entries in a timely and accurate manner while maintaining acceptable productivity rates.
• Adhere to all County, State and Federal policies regarding document retention and ensure that any documents purged through the retention process are accurately noted on the Master Destruction Log.
• Performs research using the Land Records Management System (LRMS), the County content management system, microfilm, microfiche, historical books, state statutes, office policies and other available resources to satisfy inquiries and requests.
• May assist other Clerks, Technicians, Lead or Manager as required.
• Performs other duties as assigned.

SUPERVISION RECEIVED: Clerk works within defined policies and procedures and escalates complex situations to management.

SUPERVISORY RESPONSIBILITIES: This position has no direct supervisory responsibility.

INDEPENDENT JUDGEMENT:

• Works under the general guidance of a supervisor.
• The Clerk must be able to accurately determine, on their own or with the assistance of available resources, the eligibility of document for entry into the official public records.
• Determine if documents are to be archived as official permanent record or handled according to the retention policy.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• GED or High School Diploma.
• Minimum of one year experience in a customer service field with data entry experience preferred.
• Prior experience with land records, cash handling, document imaging is preferred.
• Experience with LRMS and Imaging software is a plus.

KNOWLEDGE, SKILLS AND ABILITIES:

• Must stay informed of changes to state statutes and implement changes to all processes and policies due to any new legislation.
• Computer proficiency and technological literacy are required to perform this position appropriately. Proficiency with Microsoft Office Software is required.
• The Clerk must be able to multi-task while maintaining accuracy and focus, and work in a fast-paced environment.
• Ability to communicate verbally and in writing in a clear, concise, and easily understandable manner.
• Qualified applicant should be proficient in computer applications.
• Ability to provide excellent customer service during difficult circumstances is essential.
• This requires attention to detail and familiarity with indexing standards and statutes.
• The Clerk must possess good listening skills and the ability to respond in a calm and professional manner to co-workers, managers, customers, and staff from other divisions.

WORK ENVIRONMENT:

Physical Demands: Clerk will be required to sit and stand for long periods of time and will use repetitive motion consistently. Requires close supervision for computer use.

General Work Environment: This position has close, frequent in-person contact with coworkers and the public. Upon completion of in-person Index/Verify training, work will typically be performed remotely with required check ins with Supervisor. To ensure continuity of business operations, there are times when work will be required to be performed in the office.

Material and Equipment Directly Used: Desktop or laptop computer, phone, scanner, copier, and similar office equipment.

ADDITIONAL INFORMATION:

Closing Date: 9/21/2021 5:59PM MST

The job details outlined in this posting represent a modified summary of the full job description. A full copy of the job description may be requested by emailing [email protected].

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.