Recording Assistant

Job Summary

Under close supervision, assist with clerical duties including recording, indexing and scanning instruments into the system; receive and review various legal documents to determine appropriate categories of action; issues marriage licenses; answer the phone and sort mail; assist the general public in defining requests and searching for documents; register voters and assist during elections.

Education and Experience Requirements

High School Diploma or general education degree (GED) required and a combination of post-secondary education and/or experience and education totaling two (2) years that meet the knowledge and skill level required of this position. o One (1) year of office experience should come from real estate, legal, accounting, banking, or a County Clerk's office. Must take the Clerk oath and must be bondable. Ability to speak a second language is preferred but not required. Valid State of New Mexico Driver's License or able to obtain within six (6) months of employment.

Environmental Factors and Conditions/Physical Requirements

Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports. Noise level is generally moderate. Periodically required to work irregular hours, overtime, evenings, holidays, and weekends, as well as extended regular hours. Observe black out absence periods, and/or attend irregular job-related meetings or trainings. Occasionally to frequently push, pull or carry containers weighing at minimum twenty-five (25) pounds and up to a maximum of fifty (50) pounds. Work schedule for this position may include working on religious holidays. Utilize, process, and navigate the County's electronic ERP system as necessary and appropriate based on the needs and requirements of this position. This position may be eligible for an alternative worksite arrangement, in accordance with County policy and at the discretion of the Department Head.

Essential Job Functions

The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Receive legal documents and records from the public.
• Review and verify a variety of legal documents and records; determine appropriate action to be initiated based upon the content of the documents and applicable laws and regulations.
• Prepares correspondence to answer questions regarding documents and actions taken based on information contained in the document and the request received.
• Greet the public in person and on the phone in a professional manner; assist the public in defining their needs and in searching for documents.
• Enter computer data from all instruments recorded to create a grantor/grantee index; create permanent record of documents by scanning and indexing into a specialized computer software application program.
• Scan all recorded instruments, such as real property documents, marriage licenses, commission meetings, plats, and related documents; ensures accuracy of scanned documents and makes sure they have seals and are in sequence.
• Answer and sort the mail; process customer's request for records.
• Re-file microfilm cards.
• Issue marriage, kennel, and liquor licenses.
• Check microfilm permanent roll.
• Enter data into the computer and prints out reports.
• Perform a variety of clerical duties to include utilizing recording, indexing, and scanning instruments to archive documents into the system.
• Assist Elections Division to meet workload and voting period demands.
• Return original documents to customers in a timely manner.
• Perform other related duties as assigned.