Clerk & Recorder Generalist

Montrose County•Montrose, CO

7d•$25 - $30•Onsite

About The Position

The Clerk and Recorder Generalist is responsible for performing a variety of complex, technical and specialized clerical duties requiring thorough knowledge of departmental operations and a considerable degree of discretion and independent judgment. Performs assigned administrative duties in all areas of the Clerk and Recorder’s office, which include Vehicle Titling and Registration, Recording and Elections based on the business and seasonal needs of the office. This position serves as the Clerk to the Board of County Commissioners (BOCC), which includes creating, coordinating, and maintaining a permanent record of Board meetings including historical and current official records; researching, interpreting and analyzing various reports and activities; and helping ensure proper protocol is followed in the BOCC meetings. Takes the lead in the preparation of minutes and document processing related to all Commissioners’ public hearing for approval by the BOCC and Clerk and Recorder.

Requirements

Education: A high school graduate or equivalent. Two year associates degree desirable or equivalent work experience.
Experience: A minimum of three (3) years of experience in administrative support work in a complex public or private organization. Experience working with executives in a professional support capacity as a lead employee is preferred.
Required Knowledge: Knowledge of the procedures, responsibilities and operation of the Board of County Commissioners. Knowledge of state open meeting and public records laws with the ability to recognize those that must be kept confidential.
Ability to be self-motivated and able to find activities to occupy time that will improve skills and job knowledge.
Ability to thoroughly learn, understand and accurately interpret technical terminology, guidelines, policies, procedures, rules, regulations and materials used in the department within a designated time frame, i.e. Colorado Revised Statutes, County Policies and Procedures, etc.
Skill in coordinating in person and electronic meetings.
Ability to assemble complex documents and to establish and maintain a variety of moderately complex files.
Ability to exercise initiative and independent judgment in the application of standards to a variety of work situations and to organize and plan work to meet deadlines in a variety of situations.
Ability to assert oneself in a professional manner to ensure proper protocol is followed in the BOCC meetings.
Ability to proof and verify accuracy of various documents, notices, and related materials.
Ability to operate a variety of specialized and proprietary software, utilize and maintain multiple specialized databases related to essential and complex duties of the Clerk and Recorder office.
Ability to effectively navigate numerous websites (i.e. Clerk’s Corner, Granicus, CivicsPlus, SOS, DOR, DRIVES Intranet, CCCA, etc.) in order to search and collect information.
Language Skills: Must have the ability to communicate effectively both verbally and in writing and the skill to organize materials and present information clearly and concisely in verbal and written form. Must be able to read, understand, and interpret complex documents. Must understand and follow verbal and written instructions. Must have proficient knowledge of the English language, proper grammar, punctuation and spelling in other oral and written communication and have understanding of current technical report and business correspondence writing techniques and methods. Must be able to read, comprehend and apply laws, rules, regulations, policies and standard operating procedures required for this position, as well as, technical reports, procedure documents and manuals.
Interpersonal Skills: Be a team player, willing to jump in and help wherever needed. Work effectively to ensure a successful team environment is maintained at all times. Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Must have a strong customer service orientation and the ability to work collaboratively within a team environment. Must be able to interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Must possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customers/clients and the general public.
Mathematical Skills: Must have the ability to work with basic mathematical concepts such as addition, subtraction, multiplication and division and apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Must be able to analyze technical data and apply it to practical situations. Must have working knowledge of basic financial transactions, such as payment / receipt transactions, balancing a cash drawer, making change, and finding transaction errors.
Reasoning Skills: Must be able to apply principles of logic and reasoning or scientific thinking to a wide range of intellectual and practical problems and work independently with minimal supervision. Must have strong organizational skills and the ability to prioritize work and simultaneously manage multiple responsibilities including being under pressure of tight deadlines and emotional situations. Must be able to analyze problems, identify alternative solutions, project consequences of proposed actions, and recommend or implement best options in support of strategic goals and objectives. Must have the skills to solve problems involving concrete and abstract variables in a variety of situations within established guidelines.
Office Technology/Computer Skills: Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, and copiers with scanning and faxing capabilities. Must be proficient in word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources with a high degree of accuracy. Must be able to learn ta variety of software and programs related to the position and the County. Skill in transcription.
Physical Requirements: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit; use hands and fingers, handle or feel; and reach with hands or arms. The employee is frequently required to stand for long periods of time; walk; climb or balance; twist; stoop, kneel, crouch or crawl, and smell. Must be able to respond to the customers’ needs and perform tasks requiring extensive hand and eye coordination. Must have dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Must have the ability to work in stressful situations.
Special requirements: Able to work evenings, weekends and extended hours. Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record and have the ability to drive a county vehicle. Must receive certification as a Notary Pubilc in Colorado within six (6) months of hire.

Responsibilities

Performs complex duties as required in the management of public meetings set by the Board of County Commissioners and the Clerk and Recorder, working to resolve complex transactions utilizing negotiation and problem resolution skills.
Officially responsible for the County Seal and retention of official records including minutes, ordinance books, resolutions etc., in accordance with Colorado State Statutes.
Attends all Board of County Commissioner meetings, and operates audio, visual and computer equipment required for the proper recording and documenting of Board meetings on and off location.
Records and prepares official minutes for all public hearings, Board meetings and other meetings as scheduled and/or requested.
Maintains election calendar ensuring all required deadlines are met. Ensures website and social media pages have current accurate information. Assists in tracking, balancing and billing for all Election expenses during each election cycle.
Uses judgement to prepare, accept or reject legal documentation based on determination of compliance as dictated by state statutes and administrative directives; confers with or advises customers on requirements associated with compliance, making recommendations as warranted.
Assists the public in person, on the telephone and email by providing technical information requiring some interpretation of policies, procedures, regulations, and referring individuals to other resources as appropriate.
Develops, implements and maintains efficient record-keeping and filing systems, including confidential records. Prepares official copies of documents including ordinances, resolutions, and meeting minutes as adopted by the BOCC.
Collaborates with multiple agencies, including, but not limited to the Colorado Department of Revenue, the Colorado Secretary of State, the City, as well as with other County departments.
Develops solutions under statutory guidelines to a variety of problems requiring use and applications of Granicus, CivicsPlus, DRIVES, SCORE, Landmark, and other proprietary software, within established practices and techniques.
Cross-trains in all areas of the Clerk and Recorder’s office to include the main functions in Elections, Vehicle and Titling and Registration and Recording and acts as the primary back-up in the administration of each office.
Ensures and verifies accuracy of data input, clerk documents, notices and related materials for required documentation and signatures; reconciles reports, and checks for accuracy and completion.
Examines and analyzes legal documentation submitted ensuring accuracy and enforcing compliance with appropriate statutory regulations as applied in the areas within the Clerk & Recorder office.
Coordinates with the Elections Clerk regarding the election judge scheduling and adjusts schedules based on work flow. Assists the Supervisor with coordinating receiving and processing of ballots, ensuring each process is balanced.
Works directly with Election Judges to ensure tasks are conducted according to protocol and maintains a clean, neat and organized working area for the election judges.
Participates in training events, telephone calls, online training, Zoom meetings (i.e. Conduct of Elections, County Support calls, DRIVES Flipped Classrooms, etc.) and travel for office training to include CCCA Conference & Regionals, etc.
Assists the Supervisor in determining the most appropriate procedure for carrying out compliance and assignments and assist in analysis and implementation of procedures for issues as they arise.
Participates in the development and implementation of short and long-term organizational vision and departmental goals.
Participates in special projects as assigned; identifies required resources and develops plan for completing assigned project in a timely manner, conferring with management when necessary.
Verify accuracy of own transactions and reconcile to daily and monthly reports for accuracy. Perform transactions and assignments with little or no supervision. Perform other work as required in the Office of the County Clerk and Recorder.
Regular, timely and predictable attendance is required.