Deputy Recording Clerk

Posting number: 26-101

Department: Recorder

Job classification: Deputy Recording Clerk

Posting type: Open

Categories: Clerical & Data Entry, Elections

Summary

The purpose of this position is to facilitate the process of receiving and reviewing official documents, while under close supervision, to determine appropriate actions based upon knowledge of Statutory and regulatory requirements. This position maintains the County Voter Registration of active and inactive voter listings and processes and maintains record of official documents, voter registration forms and early ballots.

This position also provides customer service and performs historical research of various public records in the County Recorder’s Office (CRO).

Examples of duties

SUPERVISORY RESPONSIBILITIES

This position does not supervise other employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TIME SPENT

• Conducts special research and analysis projects, summarizes data and generates reports.
• Provides customer service; responds to requests for information; updates, retrieves and releases information according to procedures and refers matters requiring policy interpretation to supervisor for resolution.

20%

• Maintains accounting and transaction records and filing systems; enters cashiering data into computer systems; invoices for and receives payments; processes transactions; updates accounts and balances receipts.

20%

• Enters information into computer system programs to initiate actions based on documents received and applies proper codes and indexing information resulting from review of the documents.
• Performs document scanning and processing; scans document images in accordance with State, Federal and County quality standards.

20%

• Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.
• Reviews documents for validity and accuracy of information and record; files, sorts and distributes official documents and voter registration cards.

20%

• Maintains complex voter registration database.
• Manages all phases of printing and mailing of voter materials. Assists in all phases of mailing and receiving ballots.
• Assists the Chief Registrar of Voters in planning, organizing and preparing for upcoming elections.
• Prepares early ballot distribution for all Elections.

20%

• Performs other duties as assigned.

BUDGET RESPONSIBILITIES

This position has no responsibility over any types of budget.

PROJECT RESPONSIBILITIES

This position does not have project responsibilities.

ORAL COMMUNICATION DUTIES

This position explains County procedures or processes.

WRITTEN COMMUNICATION DUTIES

This position creates or edits documents, internal memos, emails and reports.

INTERACTIONS WITH THE GENERAL PUBLIC

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

INTERACTIONS SPECIFICALLY WITH CUSTOMERS

Always (More than 85% in a year)

Qualifications

MINIMUM QUALIFICATIONS

High School Diploma or GED, and two (2) years’ experience; or any equivalent combination of education, training and experience which demonstrates the ability to perform the essential duties and responsibilities of the job.

PROFESSIONAL CREDENTIALS REQUIRED/PREFERRED

Arizona Secretary of State Election Certification and re-certification every two (2) years; employees who do not hold this certification must attend the Arizona Secretary of State Election Certification training and pass the certification examination at the first scheduled training session available.

Signature verification training: employees must attend one signature verification class along with refresher classes as necessary.

Must possess and maintain a valid Driver’s License.

Supplemental information

KNOWLEDGE REQUIRED

Customer and personal service; excavation; grading; compaction; traffic control procedures; landfill safety operations and handling of hazardous materials.

SKILLS REQUIRED

Skills necessary to perform semi-skilled road construction and maintenance activities and operating heavy equipment, machinery and vehicles. Critical thinking; problem solving; analyzing operations; troubleshooting and time management.

ABILITIES REQUIRED

Perform moderately heavy manual labor; safely operate heavy road construction equipment and vehicles; conduct traffic control activities; provides emergency road services in relation to flooding, fires, rockslides and heavy snow; inspect and maintain construction equipment and vehicles; lead and train other personnel. Read and write minimum High School level; solve problems using inductive reasoning; make sense of multiple information; speak clearly and sensibly and maintain calm demeanor in stressful situations.

PHYSICAL DEMANDS

• Occasionally stands to direct traffic, to complete tasks and to attend to reported incidents.
• Regularly sits to complete reports, routinely sits to operate special equipment.
• May be required to lift work related materials, equipment, and tools of more than 75 lbs. in weight.
• Regularly requires dexterity for special gadgets and special machines.
• Incumbents in this position may be required to routinely walk to and from work sites, occasionally bend, stoop, crawl, kneel and routinely twist.

WORK ENVIRONMENT

Incumbents in this position constantly perform work at external construction areas: new and maintained County roads, easements, water ways and County landfills.

SAFETY RISK EXPOSURE

Incumbents in this position may become exposed to verbal abuse by customers, or citizens; individuals with high level of emotional distress; physical danger, mechanical hazards, chemical hazards; electrical hazards; bloodborne pathogens and communicable diseases; fire hazards; explosives, respiratory hazards; extreme temperature; noise and vibration; and wetness and humidity.

PROTECTIVE GEAR & SAFETY MANUALS

Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department; constantly requires safety foot wear, hearing protection devices, eye protection devices and hard hat.

CONSEQUENCES OF ERROR

Potential errors can result in unfavorable public perceptions and legal ramifications.

SPECIFIC EMPLOYMENT CONDITIONS

Upon successfully reaching four (4) years of competent experience working in the Gila County Recorder’s Office, receiving satisfactory performance evaluations and subject to the Gila County Recorder’s approval, a Deputy Recording Clerk may be promoted to the position of Deputy Recording Clerk Senior.