File Clerk - Clerk II (Part-Time)

Administrative Clerk

We are seeking a detail-oriented, dependable candidate to provide essential administrative and technical support across three vital areas: land records, vital statistics, and voter registration. This position is responsible for providing administrative support in the areas of real property, voter registration, and other areas where documents are filed with the Clerk and Recorder's Office. This includes reviewing, investigating, and approving such documents for accuracy and completeness prior to accepting them for indexing and filing, as well as assisting deputies with scanning and indexing missing images in the recording software. Incumbent is encouraged to question existing practices and research constraints and provide solutions that may lead to more efficient business practices and management. Work is performed under the direction and supervision of the Clerk and Recorder or Chief Deputy, but may be granted leeway to exercise independent judgement and initiative (dependent on task and experience of incumbent). The nature of the work performed requires that an employee in this class establish and maintain cooperative working relationships with other employees, supervisory personnel, and the public. This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

Examples of essential work (illustrative only):

• Receives (in-person or electronically through DocuSign) contracts, agreements, ordinances, resolutions, Council communications and other public documents for indexing and filing. Examines documents for completeness (i.e., all signatures are complete, attachments included, termination dates included, proper redactions made) before uploading to the cloud platform and indexing.
• Researches missing images in DocuPro/iDoc system. Locates missing images in the historical file or other resources) then scans and indexing the file. Converts records as directed by the Clerk & Recorder/Chief Deputy using the appropriate scanner or device.
• Prepares transfers/disposal of records (RM60 or RM80) using the State of Montana Records Schedules (Schedules 1, 2, 3, and 8). Questions are directed to the Clerk & Recorder or Chief Deputy for resolution.
• Reviews voter registration applications for completeness, verifying voting status in the State database, entering new or modified information.
• During an election cycle, participates in processing applications and absentee ballots and other election day activities. The processing activities are fast paced and complicated, requiring focused thought as to the numerous points of accountability and verification and determining intent.
• Activities involve a diverse group of people, so patience, discipline, and humor are required.
• Employee will lead small groups of temporary employees in tasks and procedures related to certain steps in the election process.
• Employee may be expected to work full time during an election cycle and also incur overtime hours.
• Prepares election materials for filing after canvass and close of election under direction of the Clerk & Recorder/Election Administrator.
• Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health and Safety Program; maintains work areas in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.
• Performs all duties and work assignments in compliance with project quality requirements.
• Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
• Performs related work as required.

Required experience, training, knowledge, skills, and abilities:

• Working knowledge and the ability to apply present-day office concepts, practices, and procedures including, but not limited to, paper and digital filing techniques, correspondence writing, editing, proofreading, bookkeeping, and computer use.
• Knowledge of functions, procedures, and organization of local government.
• Working knowledge of standard Microsoft Office products.
• Working knowledge of network vs. standalone computing and database entry and manipulation.
• Ability to prepare, distribute, and maintain paper and digital records along with the ability to problem-solve missing or incorrect records.
• Familiarity with or ability to learn land, real estate, legal, and tax documentation and terminology.
• Ability to understand and evaluate workflow and identify bottlenecks, duplication, and loopholes in processes and to recommend changes to processes.
• Ability to manage time and projects to meet deadlines imposed by local, State, and Federal law.
• Ability to conduct tasks independently and as a team member.
• Ability to understand the importance of personal information and maintain confidentiality.
• Ability to speak with tact when dealing with sensitive issues.
• Ability to speak/work with the public professionally and respectfully face-to-face or by telephone or other means.

Acceptable experience and training:

• One or more years applicable experience demonstrating above-average performance.

Required special qualifications:

• Must possess a current Montana Driver's license or have the ability to obtain one within a reasonable period of time after employment.
• Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance: "2.08.010 Residence during employment. From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow. (Ord. 85 1, 1979)"

Essential physical abilities:

• Clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with other employees, customers, and the general public;
• Sufficient vision, with or without reasonable accommodation, which permits the employee to review and produce a wide variety of documents and related materials and to assist with election-related activities;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to scan and index documents, assist with election-related activities; and
• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to wait on members of the public, participate in election-related activities, and research historical/inactive records.

Additional City-County information:

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status. This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.

ADA Accommodation Notice

The City-County of ButteSilver Bow is committed to providing equal access to employment opportunities. If you require a reasonable accommodation to complete the application process or participate in the hiring process, please contact us.