Records & Licensing Specialist I

Jefferson County•Golden, CO

4d•$23 - $25•Onsite

About The Position

The Jefferson County Clerk and Recorder’s office is the face of public service for our diverse and vibrant county. We serve voters, drivers, property owners, business owners, travelers, couples getting married, and so many other Jeffco residents and non-residents every day, and we take our work very seriously. We hold a clear mission and vision that drive our actions and aspirations: Mission: To make government and the democratic process work for all of Jeffco. From free and fair elections to friendly service and safe record keeping, we're building a Jeffco that welcomes and works for everyone. Vision: An equitable, accessible, trustworthy democracy for the Jeffco of today and tomorrow. Each day, we strive to turn this vision into reality, and we are looking for motivated individuals to join our team and help in this work. The Records & Licensing Specialist I is responsible for recording, scanning, and researching land and marriage/civil union records, while maintaining compliance with statutory mandates and both legal and divisional directives. Is responsible for arranging scheduling and attending hearings. Prepares minutes and resolutions for Board of County Commissioners, Liquor Authority, Cultural Council and Citizen Review Panel. Prepares court ordered transcripts and legal notices. Performs contract maintenance, clerical duties, and liquor licensing. May function as a notary public.

Requirements

1 year work related customer service, data entry and cash handling experience.
High School Diploma, GED or equivalent certificate.
Note an equivalent combination of education and experience is acceptable.

Nice To Haves

Current Notary commission from the Colorado Secretary of State preferred or obtained within 3 months of hire.
Experience with data entry.
Experience with basic accounting/cash handling.
Excellent Customer Service skills.
Spanish language skills.
Ability to provide service with professionalism and inclusivity.

Responsibilities

Issue marriage and civil union licenses to applicants that meet statutory requirements such as age and identification, assuring compliance with statutes, state rules, and procedures.
Perform routine administrative and clerical duties.
Enter data in spreadsheets and file maintenance software programs to record, scan, file, track, store, index, and research documents.
Provides customer service. Identifies needs and concerns, shares information, and resolves issues. Escalates elevated or difficult situations to decision makers.
Assess, apply, and collect fees determined through knowledge of fee and exemption statutes. Perform self-audit and reconciliation daily.
Create database entries and process electronically recorded documents using specialized software. Determining and applying coding and indexing according to set procedures and standards.
Conduct research of current and historical records for land records, marriage, and civil unions following statute requirements and office policies.
Process customer requests for certified and non-certified copies via in-person, phone, e-mail and mail.
Prepare minutes for Board of County Commissioners’ hearings and other boards. Schedule meetings for Liquor Authority and Cultural Council. Attend and record hearings. Prepare, proof, certify, and record resolutions.
Prepare court ordered transcripts, legal notices, and research information for public and county employees.
Review and process liquor license applications and renewals. Accept, check, and organize documents and forward them to other departments as needed for vetting and approval. Send appropriate documents to the Department of Revenue. Prepare licenses for the applicant. Track and update liquor license information.
Issue passports and provide customer information and forms. Accept, check, and organize passport documents according to the rules set out by the U.S. Department of State. Serve as customer liaison with Passport Issuance Agency.
May serve as public notary.
Other duties as assigned.