Deputy Clerk/Records

County of Elmore•Mountain Home, ID

7d•Onsite

About The Position

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.

Requirements

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

Responsibilities

Assists the public and title companies in the office, through the mail and on the telephone.
Processes requests related to recording of all legal documents; 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.
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.