Deputy Recording Clerk or Deputy Recording Clerk Trainee
Expired Job Description :THIS RECRUITMENT IS FOR BOTH DEPUTY RECORDING CLERK AND DEPUTY RECORDING CLERK TRAINEE.THE POSITION AND SALARY WILL BE DETERIMINED BASED ON APPLICANTS QUALIFICATIONS, IF SELECTED.
Under basic supervision, receives and reviews various official documents to determine appropriate actions based upon knowledge of statutory and regulatory requirements. Maintains the County Voter Registration of active and inactive voter listings. Processes and maintains record of official documents, voter registration forms and early ballots. Provide customer service, and perform historical research of various public records in the County Recorder’s Office (CRO).
Under close supervision, receives and reviews various official documents to determine appropriate actions based upon knowledge of statutory and regulatory requirements. Maintains the County Voter Registration of active and inactive voter listings. Processes and maintains record of official documents, voter registration forms and early ballots. Provide customer service, and perform historical research of various public records in the County Recorder’s Office (CRO). This is an entry level, trainee position. Upon successful completion of the probationary period and after the one-year training period, individuals in this classification are eligible for a non-competitive promotion to the Deputy Recording Clerk position.
The hiring salary for this position is dependent upon experience, qualifications and position funding starting salaries above the first quartile require additional approval.
TYPICAL CLASSIFICATION ESSENTIAL DUTIES – DEPUTY RECORDING CLERK:
- Review, process, and research technical and official documents for the County Recorder’s Office (CRO) and determine appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.
- Review documents for validity and accuracy of information and record, file, sort, and distribute official documents and voter registration cards.
- Prepares early ballot distribution for all elections.
- Verifies signatures on early ballot affidavits, candidate petitions and provisional/conditional ballots within specified time frames as required by Arizona Revised Statutes.
- Enter information into computer system programs to initiate actions based on documents received and apply proper codes and indexing information resulting from review of the documents.
- Perform document scanning and processing, scan document image in accordance with CRO quality standards.
- Maintain, research, update, and sort statistical databases utilizing specialized computer software applications.
- Maintain accounting and transaction records and filing systems, enter cashiering data into computer systems, invoice for and receive payments, process transactions, update accounts, and balance receipts.
- Conduct special research and analysis projects, summarize data, and generate reports.
- Provide customer services, respond to requests for information, update, retrieve, and release information according to procedures, and refer matters requiring policy interpretation to supervisor for resolution.
- To promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
- Maintain absolute confidentiality of work-related issues, customer records, and restricted County information.
- Perform other related duties as required.
TYPICAL CLASSIFICATION ESSENTIAL DUTIES – DEPUTY RECORDING CLERK TRAINEE:
- Review, process, and research technical and official documents for the County Recorder’s Office (CRO) and determine appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.
- Review documents for validity and accuracy of information and record, file, sort, and distribute official documents and voter registration cards.
- Prepares early ballot distribution for all elections.
- Verifies signatures on early ballot affidavits, candidate petitions and provisional/conditional ballots within specified time frames as required by Arizona Revised Statutes.
- Enter information into computer system programs to initiate actions based on documents received and apply proper codes and indexing information resulting from review of the documents.
- Perform document scanning and processing, scan document image in accordance with CRO quality standards.
- Maintain, research, update, and sort statistical databases utilizing specialized computer software applications.
- Maintain accounting and transaction records and filing systems, enter cashiering data into computer systems, invoice for and receive payments, process transactions, update accounts, and balance receipts.
- Conduct special research and analysis projects, summarize data, and generate reports.
- Provide customer services, respond to requests for information, update, retrieve, and release information according to procedures, and refer matters requiring policy interpretation to supervisor for resolution.
- To promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
- Maintain absolute confidentiality of work-related issues, customer records, and restricted County information.
- Perform other related duties as required.
MINIMUM REQUIREMENTS TO PERFORM WORK – DEPUTY RECORDING CLERK:
- High school diploma or GED equivalent.
- Two (2) years of customer service and computer experience
- One (1) year as a Deputy Clerk Trainee or one (1) year experience in Recorder’s Office and/or voter registration, motor vehicle title registration, real estate title reporting, or Court Clerk operations.
- Valid Driver’s License with Arizona Driver’s License within 30 days of hire.
- Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements.
Special Requirements:
- Arizona Secretary of State Election Certification and re-certification every two (2) years
- Employees who do not hold this certification must attend the AZ Secretary of State Election Certification training and pass the certification examination at the first scheduled training session available.
- Signature verification training
- Employees must attend one signature verification class along with refresh classes as necessary.
MINIMUM REQUIREMENTS TO PERFORM WORK – DEPUTY RECORDING CLERK TRAINEE:
- High school diploma or GED equivalent.
- Two (2) years of customer service and computer experience.
- Valid Driver’s License with Arizona Driver’s License within 30 days of hire.
- Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements.
Special Requirements:
- Arizona Secretary of State Election Certification and re-certification every two (2) years
- Employees who do not hold this certification must attend the AZ Secretary of State Election Certification training and pass the certification examination at the first scheduled training session available.
- Signature verification training
- Employees must attend one signature verification class along with refresh classes as necessary.
Knowledge, Skills and Abilities:
- Knowledge of applicable Federal regulations, Arizona Revised Statutes, and Election Laws, including ARS Title 16, and the National Voter Registration Act of 1993.
- Knowledge of recorder’s office policies, procedures and regulations, and the Arizona Secretary of State Elections Procedures Manual.
- Knowledge of accounting and bookkeeping principles and methods.
- Knowledge of imaging production equipment, techniques, and quality standards.
- Knowledge of basic record keeping practices and customer service standards and protocols.
- Skill in properly processing a variety of CRO official documents.
- Skill in safely and competently operating and maintaining a variety of imaging and media equipment.
- Skill in performing mathematical calculations with accuracy, maintaining electronic records and files, and identifying and reconciling errors.
- Ability to assess and prioritize multiple tasks, projects, and demands, and plan and coordinate the work of others.
- Ability to operate computer systems and basic software applications.
- Ability to provide effective customer service and deal tactfully and courteously with the public.
- Ability to promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
PHYSICAL DEMANDS:
The work requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The work also requires the ability to crouch, finger, grasp, handle, reach, perform repetitive motion, kneel, lift, pull, push, hear, speak, walk, operate motor vehicles, and demonstrate mental and visual acuity.
WORK ENVIRONMENT:
Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.
