Recording Specialist

Mesa County•Grand Junction, CO

1d•Onsite

About The Position

As a steward of public trust, this role uses independent discretion and judgment in administrative duties of the Recording Division. Performs work of a moderate to complex level of difficulty involving data entry, recording, imaging, preserving, researching, filing, answering phones and indexing all documents, which establish legal right to property as set by statutory mandate. Provides information to the public regarding filing of records, inquiries, web access, and problem resolution. Compiles information and prepares reports; tracks and processes documents; enters and retrieves information using a computer and other various resources; i.e. manual filing systems, microfilm, microfiche, archival vendors and state governmental agencies including State Archivist. Handles confidential and/or sensitive information requiring use of discretion. Compares, scans and verifies Motor Vehicle security agreements and Letters of Authorization.

Requirements

High school diploma or equivalent
Four (4) years of clerical experience, which involved data entry, professional office procedures and interacting with the public to disseminate information.
Any combination of education, training and experience, which provides the knowledge, skills and abilities, required for the job.
Deputy Clerk Certification (obtained after hire)

Responsibilities

Accurately performs duties related to recording, imaging, indexing, archiving and mailing of documents, archived images and data.
Uses high level and complex communication skills including written and verbal communications when working with citizens, outside agencies, internal department and other Mesa County employees.
Answers the telephone and interacts with the public to respond to inquiries by giving information about policies, guidelines, procedures, fees or the status of departmental activities.
Provides instruction and assists the public on how to perform in-depth researches of records via use of Public Access Terminals, microfiche, microfilm, Grantor/Grantee books and the Mesa County Website.
Establishes and maintains a high standard of customer service. Questions, interviews, confers and provides information and direction to customers to access resources or complete desired transaction.
Provides information for a particular course of action to those failing to comply with required statutes or directs to legal authorities.
Examines and analyzes legal documentation submitted for recording. Processes documents submitted ensuring accuracy and enforcing compliance with appropriate statutory regulations including but not limited to security agreements for vehicles, mineral and water rights, marriage and civil union licenses, liquor licenses, certification, notarizations, and apostilles as appropriate.
Assesses and collects all associated fees as required by law. Works with customers and agency representatives on individual cases where recording fees are in dispute.
Cashiers and balances cash drawer and performs self-audit and reconciliation on a daily basis.
Acquires and maintains working knowledge of relevant laws, regulations, policies, standards and/or procedures.
Participates in discussions regarding recommendations for changes to ensure the effective delivery of service to internal and external customers.
Uses independent judgment and enforcement authority to accept or reject legal documentation based on determination of compliance as dictated by state statutes, legislative mandates and administrative directives.
Coordinates the organization, preparation and batching of records for inactive storage, microfilm or digital imaging in compliance with established policies and procedures.
Operates necessary processing, filming, imaging or quality control equipment.
Verifies accuracy and integrity of records.
Produces multi-media output for distribution and maintains all associated reports.
Accurately compiles and submits annual reports to state agencies.
Requests items from offsite archives as needed.
Accurately enters and retrieves information from a computer using multiple software programs in order to perform research, update records, process transactions or respond to requests and inquiries for documents from internal and external customers.
Reviews submitted documents for recording to assure accuracy.
Calculates and collects appropriate fees according to document type, licenses, survey deposits, applications and certificates.
Accepts and maintains Non-Recorded documents for public inspection, i.e.: Monument Records, Elections Abstracts, Commissioner Records, Special District Notices, Tax Delinquency Publications, Gravel Pit Notices and Public Notices.
Accurately assists individuals and/or companies with online access offering recommendations for troubleshooting.
Follows through on customer communication to ensure completion and/or ticket tracking.
Tracks IRS recording submissions and payments communicating excesses or deficiencies in payment.
Uses existing technology and software to run reports, index, log, track, and maintain document records in the division.
Researches and reports software concerns and follows up on resolution.
Prepares forms, letters, memos, special reports, and other correspondence required by the county or other state agencies.
Accurately collects appropriate fees for licenses, applications, certificates, and permits.
Reviews and checks transactions for accuracy and completeness.
Performs basic accounting accurately and prepares daily closeout/deposit reports and reconciliation of daily receipts.
Issues marriage licenses and civil union licenses under the guidelines of state statutes.
Reconciles monthly marriage/civil union reports and submits exports to the Colorado Health Department.
As a member of the Clerk and Recorder's Division, assists as assigned in other divisions on an as needed basis, including but not limited to participating and actively engaging in providing assistance in cross-training efforts as assigned and/or needed.
Oral and written communications must be clear and effective.
Performs other related duties as assigned.