RECORDING SPECIALIST

$20.62 - $23.20 Responsibilities Accurately performs duties related to recording, imaging, indexing, archiving and mailing of documents, archived images and data. Use 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. Provide instruction and assist 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. Establish and maintain a high standard of customer service. Questions, interviews, confers and provides information and direction to customers to access resources or complete desired transactions. Provides information for a particular course of action to those failing to comply with required statutes or directs to legal authorities. Examine and analyze legal documentation submitted for recording. Process 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. Assess and collect all associated fees as required by law. Work with customers and agency representatives on individual cases where recording fees are in dispute. Cashier and balance cash drawer and perform self-audit and reconciliation on a daily basis. Acquire and maintain working knowledge of relevant laws, regulations, policies, standards and/or procedures. Participate in discussions regarding recommendations for changes to ensure the effective delivery of service to internal and external customers. Use 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. Coordinate the organization, preparation, and batching of records for inactive storage, microfilm or digital imaging in compliance with established policies and procedures. Operate necessary processing, filming, imaging or quality control equipment. Verify accuracy and integrity of records. Produce multi-media output for distribution and maintain all associated reports. Accurately compile and submit annual reports to state agencies. Request items from offsite archives as needed. Accurately enter and retrieve 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. Review submitted documents for recording to assure accuracy. Calculate and collect appropriate fees according to document type, licenses, survey deposits, applications and certificates. Accept and maintain 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 assist individuals and/or companies with online access offering recommendations for troubleshooting. Follow through on customer communication to ensure completion and/or ticket tracking. Track IRS recording submissions and payments communicating excesses or deficiencies in payment. Use existing technology and software to run reports, index, log, track, and maintain document records in the division. Research and report software concerns and follow up on resolution. Prepare forms, letters, memos, special reports, and other correspondence required by the county or other state agencies. Accurately collect appropriate fees for licenses, applications, certificates, and permits. Review and check transactions for accuracy and completeness. Perform basic accounting accurately and prepare daily closeout/deposit reports and reconciliation of daily receipts. Issuance of marriage licenses and civil union licenses under the guidelines of state statutes, reconciliation of monthly marriage/civil union reports and submission of exports to the Colorado Health Department. As a member of the Clerk and Recorder’s Division, assist 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. Perform other related duties as assigned. Minimum Requirements Education and Experience: High school diploma or equivalent and 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. Licenses and Certifications: Deputy Clerk Certification (obtained after hire) Physical Requirements and Working Environment This position requires standing, stooping, sitting, bending, twisting, and lifting up to 50 pounds. Work is generally confined to a standard office environment. However, employee may occasionally be exposed to dirt, smoke, fumes, extreme heat and cold, outside atmospheric conditions, and dust. Equal Opportunity Employer Statement In compliance with the Equal Pay for Equal Work Act the following items can be used as a determining factor in the starting and ongoing wage of an employee working in this position: - A seniority system that rewards employees based on length of employment. - A merit system that rewards employees for exceptional job performance. - Education, training, or experience to the extent that they are reasonably related to the work in question. - Another factor related to job performance or business operations, such as paying a shift differential to workers on less popular shifts. - Travel, if the travel is a regular and necessary condition of the work performed. Benefits Medical Dental Vision Retirement Paid Sick and Vacation Leave Life insurance Long term disability #J-18808-Ljbffr