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

Multnomah County • Portland, OR

6d • Onsite

About The Position

The Department of County Management (DCM), specifically the Division of Assessment, Recording, and Taxation (DART), is seeking a Program Supervisor for its Clerk Functions team. This role is crucial for ensuring the stability and quality of life in the community by providing essential revenue for local governments. DART emphasizes reliable, responsive, and personal service, acting as good stewards of public resources in a safe and inclusive environment. The Clerk Functions Supervisor will lead a team of ten direct reports, focusing on people-first supervision, compliance with legislative updates, efficient service delivery, and managing public-facing operations. This position is part of the Customer Relations Unit, which includes Property Tax, Ownership & Parcel Management, and Clerk Functions teams, and works collaboratively with another supervisor to manage daily operations. The essential functions for the Clerks team involve in-person and electronic recording of legal documents, issuing marriage licenses and domestic partnerships, providing administrative support for the Property Value Appeals Board, issuing certified copies of marriages and recorded documents, assisting the public in the Digital Research Room, and handling in-person lobby transactions, mail, online communications, and telephone support. The supervisor is responsible for resolving customer and employee issues, maintaining a positive government service image, ensuring mandatory deadlines are met, reviewing legislative updates, and serving as the county subject matter expert for recording documents and marriage applications. This role also involves direct customer service, managing escalated concerns, assisting in quality improvement projects, and contributing to budget processes and staffing forecasts.

Requirements

• Bachelor’s degree, experience may substitute for a degree
• Three (3) years of demonstrated experience in staff supervision, team leadership, or employee development, combined with 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
• Oversees an integral area of customer service for the organization
• Resolves customer and employee-related issues and complaints
• Maintains a positive government service image to the public
• Performs a variety of technical and supervisory tasks relative to the Clerks team
• Assures mandatory deadlines set forth in law and quality standards are met
• 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
• Serves as the named clerk for the Property Values Appeals Board and is responsible to submit 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, by 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
• Focus on work-life balance

What This Job Offers

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