Management Assistant - Recording

Bannock County•Pocatello, ID

4d•Onsite

About The Position

This Management Assistant uses excellent customer service and clerical skills in the management of administrative, technical, and analytic duties of the Clerk and Recorder office. This position follows current Federal and State laws pertaining to the proper recordation of required documents, land transfers, the issuance of marriage licenses, U.S. passports and the proper fees attached to such records. This position locates, researches, and provides documents for public requests. The position may oversee the work of others or provide general direction or training to other administrative assistants on work tasks and responsibilities. Assists as a backup to personnel in any of the Clerks offices and departments as assigned by the Clerk or Chief Deputy Clerk, including Indigent, Jury, Elections, Courts, and Auditing. The principal duties are performed in a general office environment. Essential Duties and Responsibilities (may vary by assignment) The position assumes responsibility and performs tasks in the following areas: Greets walk-in customers and answers incoming phone calls to assist external and internal customer inquiries, conducts document research as requested and provides referrals to other departments or staff as needed, Receives, records, copies, scans, indexes, archives, verifies, proofs, and maintains a variety of jury, marriage licenses, residency, real estate and other required documents in State jury management system and County recording system, digital and hard copy files as required, Collects required fees associated with documents received, passport execution and copy fees, Processes daily balancing and deposits, and balances month end financials with Treasurer's office, Acts as office manager in absence of Chief Deputy Clerk, and performs training of new hires within the Clerk's office as assigned, May provide backup as needed to Indigent, Jury, Elections, Courts, and Auditing departments, Assists the Jury Commissioner as needed, and oversees the jury office in the absence of the Jury Commissioner whether he/she is absent or in court, Provides general information, to the public and Bannock County staff, answers public questions and inquiries to jurors and the public, referrals to other departments or staff as needed Performs opening and closing office procedures, Provides Notary Public service to external and internal customers, Receives, opens, and processes mail and jury summons, Accepts, processes, and executes passport applications according to policies/procedures and resolves customer concerns, Issues marriage licenses, Receives and processes certificate of residency applications, Receives and processes appeals to the Idaho Board of Tax Appeals, and collects all documentation as required, May appear in Court under oath if the judge chooses to clarify potential accusations, discrepancies or questions regarding records or other paperwork, Attends annual recordation training, annual passport training or other required or online training courses, Recommends process and procedure improvements to supervisors, Performs all work duties and activities in accordance with County policies, procedures, and safety practices, and Performs o ther assigned tasks or responsibilities necessary to meet department objectives. Competency Requirements: This position obtains, possesses, and deploys the following knowledge, skills, and abilities to effectively perform their responsibilities: Knowledge Of: Applicable Federal Homeland Security and other applicable laws, Idaho statues and codes, County ordinances, and department and public record rules, guidelines, policies, procedures, processes, practices, and systems paired with the ability to explain such detailed procedures, functions, and requirements to customers, Proficient and effective verbal communication in English to answer and address public inquiries and concerns, and appropriate grammar, spelling, punctuation, composition necessary to draft clear and concise correspondence, reports, or other needed written communication, Basic cash handling and bookkeeping procedures and practices, and Current fee schedule for recorded documents, searches, and copies, Skills To: Provide courteous and exceptional customer service to address the needs of customers, and professionally diffuse difficult interpersonal situations and calmly de-escalate and resolve the concerns of customers, Multi-task and prioritize and schedule daily and project assignments, adjusting to interruptions, with accuracy and speed under the pressure of time-sensitive deadlines, Operate standard office equipment including phones, copier/scanner/fax machine, ten key calculator, computer workstation and associated bookkeeping, document, spreadsheet, and other software applications used by the department, and Compute basic mathematical calculations, count money, prepare deposits. Ability To: Establish and maintain effective working relationships with the public, patrons, customers, legal professionals, multiple supervisors, office personnel, state and local elected and appointed officials, and other County employees under occasionally stressful conditions, Quickly learn and be cross trained in a variety of department functions, along with being able to switch between assignments to meet customer and department needs, Be organized, detail-oriented and maintain important records accurately and efficiently, and Follow written and oral instruction under supervision, work as part of a team, or work independently to analyze needs, arrive at creative solutions, and make sound judgement in administrative responsibilities that arrived at desired results.

Requirements

Applicable Federal Homeland Security and other applicable laws, Idaho statues and codes, County ordinances, and department and public record rules, guidelines, policies, procedures, processes, practices, and systems paired with the ability to explain such detailed procedures, functions, and requirements to customers
Proficient and effective verbal communication in English to answer and address public inquiries and concerns, and appropriate grammar, spelling, punctuation, composition necessary to draft clear and concise correspondence, reports, or other needed written communication
Basic cash handling and bookkeeping procedures and practices, and Current fee schedule for recorded documents, searches, and copies
Provide courteous and exceptional customer service to address the needs of customers, and professionally diffuse difficult interpersonal situations and calmly de-escalate and resolve the concerns of customers
Multi-task and prioritize and schedule daily and project assignments, adjusting to interruptions, with accuracy and speed under the pressure of time-sensitive deadlines
Operate standard office equipment including phones, copier/scanner/fax machine, ten key calculator, computer workstation and associated bookkeeping, document, spreadsheet, and other software applications used by the department
Compute basic mathematical calculations, count money, prepare deposits
Establish and maintain effective working relationships with the public, patrons, customers, legal professionals, multiple supervisors, office personnel, state and local elected and appointed officials, and other County employees under occasionally stressful conditions
Quickly learn and be cross trained in a variety of department functions, along with being able to switch between assignments to meet customer and department needs
Be organized, detail-oriented and maintain important records accurately and efficiently
Follow written and oral instruction under supervision, work as part of a team, or work independently to analyze needs, arrive at creative solutions, and make sound judgement in administrative responsibilities that arrived at desired results
Federal Passport Agent certification within 1 month of hire and maintained thereafter
Idaho Notary of Public within 1 month of hire and maintained thereafter
High school diploma or GED equivalent, with coursework in office skills required
Two (2) years of administrative experience in a Recorders Office or professional office environment is required, OR, Any equivalent combination of the required experience and training which provides the knowledge and abilities necessary to perform the work

Nice To Haves

Technical certificate or associate's degree in office administration, business, bookkeeping, accounting or a related field is preferred

Responsibilities

Greets walk-in customers and answers incoming phone calls to assist external and internal customer inquiries, conducts document research as requested and provides referrals to other departments or staff as needed
Receives, records, copies, scans, indexes, archives, verifies, proofs, and maintains a variety of jury, marriage licenses, residency, real estate and other required documents in State jury management system and County recording system, digital and hard copy files as required
Collects required fees associated with documents received, passport execution and copy fees
Processes daily balancing and deposits, and balances month end financials with Treasurer's office
Acts as office manager in absence of Chief Deputy Clerk, and performs training of new hires within the Clerk's office as assigned
May provide backup as needed to Indigent, Jury, Elections, Courts, and Auditing departments
Assists the Jury Commissioner as needed, and oversees the jury office in the absence of the Jury Commissioner whether he/she is absent or in court
Provides general information, to the public and Bannock County staff, answers public questions and inquiries to jurors and the public, referrals to other departments or staff as needed
Performs opening and closing office procedures
Provides Notary Public service to external and internal customers
Receives, opens, and processes mail and jury summons
Accepts, processes, and executes passport applications according to policies/procedures and resolves customer concerns
Issues marriage licenses
Receives and processes certificate of residency applications
Receives and processes appeals to the Idaho Board of Tax Appeals, and collects all documentation as required
May appear in Court under oath if the judge chooses to clarify potential accusations, discrepancies or questions regarding records or other paperwork
Attends annual recordation training, annual passport training or other required or online training courses
Recommends process and procedure improvements to supervisors
Performs all work duties and activities in accordance with County policies, procedures, and safety practices
Performs o ther assigned tasks or responsibilities necessary to meet department objectives