Program Supervisor, Clerk Functions (Division of Assessment, Recording & Taxation)

Multnomah County • Portland, OR

8d • Onsite

About The Position

The Department of County Management (DCM) is essential to the operation of Multnomah County. The Division of Assessment, Recording, and Taxation (DART) provides local governments with the revenues necessary to fund essential services, striving for stability and quality of life in the community. DART emphasizes reliable, responsive, and personal service, acting as good stewards of public resources in a safe and inclusive environment. DART staff are expected to carry out their functions in a friendly, respectful, resourceful, and willing manner to foster safety, trust, and belonging. The Division of Assessment, Recording, and Taxation (DART) is seeking a Program Supervisor for its Clerk Functions team. This role requires a people-first supervisor dedicated to training, mentoring, and monitoring a team of ten direct reports while fostering a collaborative and supportive workplace culture. The ideal candidate is a compliance expert adept at interpreting legislative updates, meeting mandatory legal deadlines, and managing state-level reporting. They should also be a forward-thinking leader devoted to delivering excellent service and increasing workplace efficiencies, and a public service champion dedicated to resolving complex customer escalations, managing public-facing operations, and maintaining a positive community image. This front-line supervisor role is within the Customer Relations Unit, which includes the Property Tax, Ownership & Parcel Management, and Clerk Functions teams. The unit has two supervisors and 21 employees. This position collaborates with the other supervisor to manage daily operations across both functional teams. The Clerk Functions Supervisor trains, supervises, and monitors 10 direct reports: 3 A&T Tech 2 leads and 7 A&T Tech 1s. Essential functions for the Clerks team include performing in-person and electronic recording of land-related and other legal documents, issuing marriage licenses and domestic partnerships, providing administrative support for the Property Value Appeals Board process, providing certified copies of marriages and recorded documents, assisting the public in the Digital Research Room, and providing service to the public through in-person lobby transactions, mailed correspondence, online communications, and telephone support. The Program Supervisor for the Clerks team needs flexibility to work with various job functions to provide excellent customer service, both internal and external. This position oversees an integral area of customer service for the organization, responsible for resolving customer and employee-related issues and complaints, and maintaining a positive government service image. The role performs a variety of technical and supervisory tasks for the Clerks team, ensuring mandatory deadlines and quality standards are met. The supervisor reviews legislative updates and potential changes in law to inform necessary changes to the Multnomah County process. This individual serves as the county subject matter expert for recording documents and the marriage application process. They are the named clerk for the Property Values Appeals Board and are responsible for submitting timely appeal information to the State of Oregon on behalf of the county. This position provides direct customer service to the public in person and by phone, supplying information on services, assessment, taxation, and appraisal records. The supervisor helps manage escalated customer concerns and assists in solving complex questions from team members and the public. This position assists in developing and implementing quality improvement projects to positively impact the operational needs of the Clerk Functions Unit. Additionally, this position assists with the budget process, maintains and produces budget reports, and forecasts staffing needs in their functional areas.

Requirements

• Bachelor’s degree, experience may substitute for a degree
• Three (3) years of demonstrated experience in staff supervision, team leadership, or employee development
• Three (3) years of customer service experience that demonstrates the ability to perform the duties of the position
• Experience interpreting and applying complex laws, regulations, and policies to daily operations
• The ability to pass a criminal records check

Nice To Haves

• Experience working with deeds, title transfers, and other property actions
• Understanding of the property tax appeal process through the Property Value Appeals Board
• Experience working with Title Companies, agents or other Real Estate professionals
• Experience working with any of the Oregon Revised Statutes pertaining to marriage, recording documents and Property Value Appeal duties of the County Clerk (Chapters 106, 205 and 309)
• Experience supervising in a union environment

Responsibilities

• Performs in-person and electronic recording of land related and other legal documents
• Issues marriage licenses and domestic partnerships
• Provides administrative support for the Property Value Appeals Board process
• Provides certified copies of marriages and recorded documents
• Assists the public in the Digital Research Room
• Provides service to the public through in person lobby transactions, mailed in correspondence, online communications, and telephone support
• Trains, supervises, and monitors the work of 10 direct reports
• Reviews legislative updates and potential changes in law to inform necessary changes to the Multnomah County process
• Serves as the county subject matter expert for recording documents and the marriage application process
• Submits timely appeal information to the State of Oregon on behalf of the county
• Provides direct customer service to the public in person and by phone, supplying a wide variety of information pertaining to the above services as well as assessment, taxation, and appraisal records
• Helps to manage escalated customer concerns and assists to solve complex questions presented by team members and the public
• Assists in developing and implementing quality improvement projects that will have a positive impact on the operational needs of the work of the Clerk Functions Unit
• Assists with the budget process, maintains and produces budget reports as well as forecasts staffing needs in their functional areas

Benefits

• Employer-funded retirement savings
• Health and dental insurance at very low cost to full-time employees and their dependents
• Paid parental leave
• Wellness programs
• A focus on work-life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Manager