Recording Clerk

Santa Fe County•Santa Fe, NM

2d•Onsite

About The Position

Under the direct supervision of the Records Manager, conducts administrative tasks and assists customers with requests. This role involves reviewing documents for completeness, recording and indexing them, scanning images, and entering/verifying data. The Recording Clerk provides customer service by issuing marriage licenses, conducting searches for legal documents, duplicating documents, and answering inquiries. The position requires learning and adhering to New Mexico statutes related to public records, assisting the Probate Judge, and coordinating with procurement staff. Responsibilities also include responding to e-recordings, phone calls, and emails, collecting payments, preparing billing statements, and covering the front kiosk. The role may involve serving as a Notary Public and training in other administrative functions within the County Clerk’s Office, including the Bureau of Elections, Recording, and Records Divisions. Additionally, the clerk will collect ballot boxes and assist poll workers during election seasons.

Requirements

Basic knowledge of office procedures and practices and the functions of public service offices.
Basic knowledge of record-keeping and the preparation of correspondence.
Basic knowledge of basic office equipment.
Basic knowledge of filing systems.
Basic knowledge of English language usage.
Basic knowledge of basic arithmetic.
Ability to learn the New Mexico Election Code and procedures in order to answer voters’ questions and operate properly during elections.
Ability to learn office procedures and equipment including basic office machinery and word processing.
Ability to perform administrative tasks accurately and rapidly.
Ability to communicate effectively, both verbally and in writing.
Ability to follow verbal and written instructions.
Ability to work independently and with others, maintaining a professional attitude with the public, co-workers and County officials.
Ability to meet deadlines and performance metrics.
Ability to understand technical terms, words and phrases.
Ability to self-organize and perform detail oriented job duties.
Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment or ability to learn such skills.
Skilled in providing effective customer service.
High school diploma or equivalent.
Any combination of college education, work experience, or training in an office or retail environment totaling three (3) years.
Must possess and maintain a valid New Mexico Class D Driver’s License.

Nice To Haves

May serve as Notary Public with corresponding responsibilities.

Responsibilities

Reviews documents ensuring that all necessary signatures and information are included.
Records and indexes documents in the appropriate format and in the proper order; scans images; enters and verifies data.
Provides prompt and courteous service for the public, including issuing marriage licenses; conducting informal real estate and legal document searches; duplicating documents; and answering inquiries from the public, abstractors, lawyers, surveyors and banks.
Learns and ensures compliance with the provisions of New Mexico statutes and codes as they relate to recording and management of public records.
Provides assistance to Probate judge as requested.
Coordinates with procurement staff in budget and contracts regarding public records and research.
Promptly responds to e-recordings, telephone calls, written communications, and email; answers the telephone promptly, transfers calls and takes messages.
Collects money for services rendered, provides receipts, and balances on a daily basis; transcribes correspondence and information onto documents; and prepares billing statements for title companies.
Covers the front kiosk informational center and greets and assists visitors.
May serve as Notary Public with corresponding responsibilities.
Trains in comparable duties with other administrative staff and performs administrative functions and tasks throughout the County Clerk’s Office, including the Bureau of Elections, Recording, and Records Divisions.
Collects ballot boxes and assists poll workers during elections; assists as needed during election season.