Senior Recording Services Clerk

: Summary

Under direct supervision, is responsible for; processing official legal documents and fees; files, cashiers, tags, records, scans and researches real property records, UCC's, DD214's, notice of trustee sales and public notices; image verification of all documents processed and preparing documents for indexing through the Vanguard System; monitoring scanning software and database; providing customer service; collects processing fees; balances daily receipts and monies; preparing certified copies; researching account discrepancies; providing daily administrative and clerical support.

Duties and Responsibilities

• Records legal documents over the counter, offsite, by mail and electronically for the general public, outside organizations and municipalities, Local State and Federal government agencies
• Receives and reviews electronically filed documents to determine proper processing criteria and accepting or rejecting the filings
• Examines Plats to determine whether the legal document has proper approval by the county, municipality or both before filing and recording
• Responsible for filing, preparing, mailing and recording Indemnity Bonds, Indemnity Bond Notices to the claimant
• Assists the public and answers questions in person, by telephone, at offsite locations and email regarding procedures in processing legal documents, account discrepancies and other general information and Answer non-routine complex questions from the public, attorneys, title companies, e-file vendors, trustees, municipalities, administrations within Bexar County and other Counties
• Calculate, balances and collects various filing, recording and document processing fees; is responsible for processing the monetary collection of transactions related to the General Fund, Records Management and Records Archive revenue funds and provides post-scanning quality assurance to ensure batches are complete, accurate, and of high quality
• Scans legal documents for permanent retention, verifies accuracy, resolves discrepancies and prepares documents for further processing and provides administrative and clerical support such as processing section mail, making copies, typing documents, preparing spreadsheets, answering telephones and taking messages
• Involved in Cross-training within all sections in the Recordings Division
• Researches, rectifies records and account discrepancies related to processing official legal documents by mail, in person or electronically recorded
• Performs special projects and related duties as required

Minimum Qualifications

• Graduation from High School or General Education Development (GED) certificate, and two (2) years general office, document processing, bookkeeping or cash handling experience as part of work involving service to the general public; or an equivalent combination of education and experience
• Knowledge of general office procedures; knowledge of the Vanguard System; basic knowledge with Microsoft Outlook, Excel and Word applications
• Skill to type 40 wpm with no more than 7 errors; skill in performing basic mathematical calculations; skill in making change in cash transactions
• Ability to understand and apply various State Codes; ability to maintain document records and filing systems; ability to perform repetitive work with a minimal amount of supervision; ability to provide customer service at offsite locations with mobile satellite work; ability to conduct themselves in a professional manner when performing work at offsite locations; ability to operate mainframe terminal, typewriter, microfilm/microfiche reader, image terminal, 10-key adding machine and basic office equipment; ability to establish and maintain effective working relationships with co-workers, other County employees, outside organizations, other government agencies and the general public
• Acts in the name of the County Clerk and shall perform all official acts as may be lawfully done and performed by such Clerk in person, pursuant to Section 82.005(c) of the Texas Local Government Code
• Must have a valid Texas driver's license, motor vehicle liability insurance, personal injury insurance and a personal vehicle
• May be required to drive to and from off-site satellite locations therefore must have a valid Texas driver's license, motor vehicle liability insurance, personal injury insurance and a personal vehicle
• Must secure and maintain a favorable background investigation by the County Clerk
• Must clear a pre-employment physical
• May be required to work more than 40 hours during the workweek

Working Environment and Physical Demands:

• Constantly working in indoor conditions
• Occasionally moves items weighing up to 40 pounds
• Occasionally moves about the office
• Frequently communicates with others; must be able to exchange accurate information
• Constantly operates a computer and other office productivity machinery
• Positions self to perform essential functions
• Must be able to remain in a stationary position