Administrative Clerk/Assistant to Commission

Position Overview

This position is located in the Clerk and Recorder's Recording Office and is responsible for maintaining accurate documentation of County Commission meetings, providing assistance to the public, receiving and recording various documents, and performing various other duties as assigned. The position reports to the Recording Supervisor and does not supervise staff.

• Prepares and compiles meeting materials for County Commission weekly public meetings. Locates and compiles necessary paperwork, prepares and ensures the availability of required meeting supplies, and provides materials to meeting participants as needed.
• Participates in Commission meetings by attending meetings, operating recording equipment and software, preparing a record of actions taken and speaker's comments for the permanent record.
• Documents, processes, and maintains records related to Commission decisions and actions as noted in the meeting minutes. Verifies and distributes final written minutes for approval by Commission. Maintains records of all public meeting materials for record retention and accessibility on all applicable public portals.
• Maintains files and indexes of Commission transactions, and provides assistance to individuals (private sector professionals, staff of other county departments, etc.) in locating specific transaction information from the files. Contacts the appropriate party to correct problem(s), return paperwork or refers complex problems to the Recording Supervisor.
• Archives audio recording and approves written minutes of Commission meetings for permanent record. Directs the public to accessible public meeting recording and duplicates Commission proceedings onto CDs for individuals upon request.
• Processes resolutions, contracts, ordinances, RID resolutions, and other legal documents by reviewing documents for compliance with applicable requirements, assigning tracking numbers, distributing documents to affected parties, and filing processed documents.
• Evaluates contract entry in MUNIS for completeness, and aids various county staff with contract entries, procedures, retention, and execution. Follows applicable policies and procedures for contracts approvals, as well as electronically approves fully executed contracts on behalf of the Commission.
• Completes notification procedures of various public hearings in accordance with state statues and county policies.
• Receives various incoming documents for recording, verifies compliance with recording laws and regulations, and collects appropriate fees prior to accepting. Contacts the appropriate party to correct problem(s), returns paperwork, or refers complex problems to the Supervisor.
• Indexes documents into the record management software by identifying and entering document information including buyer, seller, legal description of property, and other information.
• Verifies indexing by reviewing and checking data entered into the record management software in comparison to applicable documentation to ensure accuracy and completeness. Identifies errors and makes corrections as needed based on office policy and uniformity practices.
• Scans and processes various documents, into the permanent public record, in accordance with quality control standards for record retention purposes. Coordinates scanning processes, reviews and proofs scanned documents for quality, and ensures appropriate recording of documents in computer, by operating specialized equipment.
• Accurately conducts platting activities to ensure proper correlation between documents and plat books.
• Processes electronically submitted documents with attention to recording laws and regulations, software specifics, image quality, receipting procedures, and other applicable office policies. Clearly communicates through the electronic portal when rejecting an electronically submitted document to assist customers in resolving identified problems.
• Records and files information to ensure accuracy of records retrieval and compliance with document recording procedures, rules and laws.
• Mails original documents to customers once they have been recorded.
• Creates certified copies of birth and death records and other documents upon request according to established rules, regulations, and procedures. Verifies identification of requestors in accordance with administrative rules and certification requirements, collects applicable fees, and issues documents and receipts.
• Provides assistance to telephone callers and walk-in customers by responding to a wide variety of general and specific inquiries, interpreting information needs, locating applicable resources, or connecting them with the appropriate staff member or offices. Conducts research, thinks critically and problem solves as needed to effectively respond to inquiries (e.g., birth and death records, title research, various land records, etc.).
• Receives fees and monies for various services provided. Determines appropriate fee amounts based on type of service, collects money, enters fee amounts in computer, and issues receipts to customers. Reports and deposits receipted fees with the Gallatin County Treasurer.
• Performs daily balancing of cash stations, including generating and storing financial reports related to the receipt of customer payments. Identifies and resolves receipting errors and reports complex errors to Supervisor.
• Prepares duplicate document images and data extracts for title companies.

Other Duties as Assigned

• Performs a variety of other duties as assigned by supervisor. This includes participating in special projects, occasionally filling in for other employees, participating in ongoing training, assisting with ongoing elections, and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

Qualifications

This work requires knowledge of state and county laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively verbally and in writing. This position must also have the knowledge and ability to handle sensitive and confidential information on a daily basis.

Education & Experience

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one (1) year job-related work experience.

Supplemental Information

As a condition of hire, the final candidate will be required to successfully pass a criminal background check. For application consideration, the following documents are required to be attached upon application packet submission:

• Cover Letter
• Resume
• Typing Test (45 wpm, Certified by local Job Services)

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.