Document Technician - County Clerk's Office

Job Posting

Provide customer service to the public and Doa Ana County staff. Perform a variety of specialized office administrative document review and handling functions for the County Clerk's office to include but not limited to assisting with elections, cashier functions and other document processing.

Essential duties include:

• Provide front-counter customer service to the public and county employees.
• Greet clients and visitors, and provide accurate information, appropriate services, or direct them to appropriate resources.
• Receive and direct phone calls from the public and county staff.
• Research customer inquiries and provide information.
• Adhere to cashiering policies and procedures to include accept, process, and document payments.
• Perform backup duties as assigned by supervisor.

Data processing and file management includes:

• Create and manage files.
• Data entry in web-based databases of various documents and responsible for maintenance and filing of records.
• Record daily duties in check-in sheets or other Clerk's department activity recording tools.
• Prepare and send out all Clerk's department related correspondence.
• Process documents related to recording, business, liquor, and marriage licensing; prepare monthly billing; and coordinate annual records retention and destruction in accordance with applicable guidelines.
• Index, maintain, verify, and redact records; provide access to title companies and the public; and manage microfilming and archived records.

Receive and distribute department mail includes:

• Open departmental mail and direct it to the correct staff member for processing.
• May retrieve and distribute mail at least two (2) times a day or as frequently as needed.
• Record mail in accordance with Clerk department procedures.

Elections includes:

• Answer questions and provide assistance with various documents specific to the department such as voter registrations, absentee ballots and ballot applications, provisional ballots.
• Assist with public service requests (PSR) including requests for voter registration information and election supplies.
• Assist with coordination of elections to include; candidates, ballots, supplies, and tabulators.
• Set up polling locations and assist with early voting and Election Day as assigned.

Other duties as assigned.

Qualifications include:

High school diploma or equivalent.

Two (2) years of advanced administrative or customer service and cash handling work experience. Bilingual (English/Spanish) preferred.

In accordance with County policy.

Valid driver's license. Must maintain a valid driver's license and an acceptable driving record in accordance with County policy. New Mexico Notary Public Commission preferred.

Must pass pre-employment background check and driving record check. Must pass pre-employment credit check.

Knowledge of general office practices and procedures and use of office equipment.

Laws and changes dealing with Uniform Commercial Code financing statements and real estate and non-real estate documents and records.

Local, state and federal codes and regulations pertinent to department assigned.

Proper methods to maintain accurate records.

Computer and applicable software operation.

Evaluating facts or situations to determine appropriate action.

Handling sensitive and confidential matters professionally and tactfully.

Dealing with a culturally diverse population.

Establishing and maintaining effective and cooperative working relationships with others.

Communicate orally and in writing.

Work independently.

Write reports and business correspondence.

Read and comprehend simple instructions, short correspondence and memos, safety rules, operating and maintenance instructions and procedure manuals.