This position is responsible for a variety of complex records management requirements and processing and customer service duties in accordance with federal, state, and local statutes in the administration of recorded documents. The incumbent will serve as a resource for all members of the recording team to answer questions and ensure that policies and procedures are followed. The Recording Department records documents for the public record for Larimer County where they become permanent record that is essential to the county's commerce. Receives direct supervision from the Recording Supervisor and Manager.
The environment is fast paced, the workload is heavy, and the core philosophy is employee and customer centric. The environment requires the staff to operate as a team in order to complete the required duties according to statutes, a high degree of professionalism, and a understanding of records management (indexing, quality control, accounting, etc.).
The ideal candidate's core competencies are:
- Analytical thinking (ability to solve problems and to get the job done)
- Forward thinking (ability to anticipate consequences of situations or implications of certain actions, and then to respond appropriately)
- Conflict Resolution (ability to to resolve all sorts of differences in order to create a good working environment and relationships)
- Excellent Communication (using language effectively in order to gather information and facilitate exchange of ideas that would yield results)
- Flexibility (ability to adapt to whatever changes that happen without losing focus on your goals. This also includes your ability to apply your knowledge to your new circumstances.)
- Writing Skills (ability to write clearly, concisely, logically and free of grammar errors)
Essential Job duties:
- Receives immediate supervision from the Recording Supervisor and Recording Manager.
- Receives indirect supervision from the Recording Operations Coordinator.
- Exercises no supervision.
- Records, indexes and verifies appropriate data using departmental software to process each transaction; processes Civil Union and Marriage Licenses, collect fees and charges from the public and performs other applicable cashiering duties.
- Operates cash tendering system, maintains cash drawers, enters check, cash, credit, and Automated Clearing House (ACH) payments accurately to ensure end of day balancing; balances and prepares deposit of individual cash drawer.
- Performs functions related to Liquor Licensing, County Board of Equalization, and Special Event Applications with minimal supervision.
- Utilizes reports to validate accounting for end of month totals.
- Provides training to Recording Technicians; works directly with staff; responds to questions as necessary and appropriate for all departmental functions.
- Performs statutorily required Clerk to the Board of County Commissioners duties including but not limited to meeting attendance, creating written minutes, and attestation of signatures.
- Exercises judgement and decision making when analyzing recording problems and resolving discrepancies
- Makes appropriate corrections to completed transactions.
- Creates, reviews and provides input on office policies and procedures.
- Assists in the planning and coordination of the flow of work in the Recording Department.
- Effectively communicates with customers and resolves conflicts.
- Performs Notary Public functions as required.
- Acts as a passport acceptance agent.
- Assists customers in person, over the phone, and in written correspondence.
- Three years of experience in a recording or records processing field or in the performance of similar duties and responsibilities.
- Required equivalent to the completion of the twelfth grade.
- Meet requirements to become a Notary Public and a U.S. Passport Acceptance Agent.
- Possession of, or ability to obtain, a valid Driver's License.
- Work is performed primarily in an office environment. Work atmosphere may be noisy and hectic due to contact with general public in person on the telephone.
- Exert up to 20 lbs of force occasionally, and/or up to 10 lbs of force frequently, and/or negligible amount of force constantly to move objects. Physical demands are in excess of those of sedentary work. Light work usually requires walking or standing to a significant degree.
- Occasionally. Crouching, bending body downward or forward by bending legs and spine. Reaching, extending hand(s) and arm(s) in any direction. Handling, Seizing, holding, grasping, turning, or otherwise working with hand(s).
- Expressing or exchanging ideas by means of the spoken work. Talking is important for those activities in which workers must impart oral information to clients or the public, and in those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
- Perceiving the nature of sounds, used for those activities which require ability to receive detailed information through oral communication.
- General office equipment utilization, such as computers, copiers, projectors, fax machines etc.
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All application components must be submitted by 10:00 PM MT on the closing date listed.