Clerk & Recorder Technician

Ultipro; United States; On-site; USD 32,000 - 42,000; Full time

Job summary

The Clerk and Recorder's Office is seeking an Office Technician-level staffer to perform routine duties with a focus on accuracy and confidentiality.

You will operate databases, process mail, and interact with state and local agencies while maintaining up-to-date knowledge of relevant statutes and policies.

Strong communication, reliability, and a professional demeanor are essential as you support a team and assist the public in a courteous, efficient manner.

Qualifications

• Education: A high school graduate, GED or equivalent.
• Experience: A minimum of two years in an office technician role or equivalent.
• Must learn statutes, policies and procedures applicable to the Clerk & Recorder Office.

Responsibilities

• Maintain confidentiality and integrity in all duties.
• Operate computers and multiple databases related to Clerk & Recorder work.
• Interact with state and local agencies and respond to inquiries.
• Stay current with Colorado statutes, rules, policies and procedures.
• Verify data input and signatures, reconcile to reports for accuracy.
• Receive, sort and process mail for the Clerk and Recorder office.
• Assist in cross training and back-up tasks as needed.
• Travel for training and participate in online/Zoom trainings.

Skills

Confidentiality and integrity

Customer service

Communication skills

Team collaboration

Attention to detail

Professionalism

Education

High school diploma or GED

Tools

Word processing

Database manipulation

Spreadsheets

Email

Job description

General Statement of Duties :

Performs a variety of routine duties related to the Clerk & Recorder's Office.

Supervision Received :

Works under the direction of the Clerk & Recorder Supervisor.

Supervision Exercised :

This position has no supervisory responsibilities.

Essential Functions :

All of the duties listed are examples of duties that may be required in positions of this class but are not limited to the following:

• Maintain highest level of confidentiality and integrity.
• Operate computers, utilize and maintain multiple specialized databases related to general duties of the Clerk & Recorder Office.
• Work closely with other corresponding agencies at the City, County, or State level including the Secretary of State’s Office and the Department of Revenue.
• Maintain current knowledge of Colorado Revised Statutes, Rules, Regulations, Policies and Procedures, as they may change over time.
• Ability to effectively interact, collaborate and respond to inquiries or complaints with the skill set to investigate and research by utilizing the appropriate resources provided to find the correct answer and get back to the customer in a timely manner.
• Regular, timely and predictable attendance is required.
• Must possess the ability to establish and maintain cooperative working relationships with co-workers, members of the community, and representatives of other agencies and organizations. Interact professionally and diplomatically while managing difficult or emotional customer situations.
• Be a team player, willing to jump in and help wherever needed. Work effectively to ensure a successful team environment is maintained at all times.
• Be willing to travel for training.
• Participate in training events through telephone calls, online training, Zoom meetings, etc.
• Ensure and verify accuracy of data input and required documentation with signatures on all necessary records, reconcile to reports, checking for accuracy and completion.
• Able to effectively navigate various websites (i.e. Clerk’s Corner, SOS, DOR, CDPHE, CCCA, etc.).
• Must be self-motivated and able to find activities to occupy time that will improve skills and job knowledge.
• Receive, sort, distribute and process mail for the Clerk and Recorder office.
• Participate in the development and implementation of short- and long-term organizational vision and departmental goals .
• Perform other work as required in the Office of the County Clerk and Recorder. May include various back up and cross training responsibilities within the Clerk and Recorder Offices. Duties will vary according to job assignment.

MINIMUM QUALIFICATIONS

Required Knowledge, Skills and Abilities:

Education: A high school graduate, GED or equivalent.

Experience: A minimum of two (2) years of increasingly responsible experience as, or in, a position equivalent to Office Technician or equivalent combination of education and experience.

Required Knowledge:

• Ability to learn and maintain technical terminology.
• Must possess demonstrated research skills / knowledge.
• Perform easily and work accurately with high levels of detail.
• Certification under State sponsored training.
• Ability to thoroughly learn and understand the guidelines, policies, procedures and materials used in the department within a designated time frame, i.e. Colorado Revised Statutes, Rules and Policies and Procedures as adopted by the County and the appropriate State Agencies.

Language Skills: Must have the ability to communicate effectively both verbally and in writing and the skill to organize materials and present information clearly and concisely in verbal and written form. Must understand and follow verbal and written instructions. Must have proficient knowledge of the English language, proper grammar, punctuation and spelling in other oral and written communication and have the ability to write routine reports and correspondences. Must be able to read, comprehend and apply laws, rules, regulations, policies and standard operating procedures required for this position, as well as, basic how-to documents and manuals.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Must have a strong customer service orientation and the ability to work collaboratively within a team environment. Must be able to interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Must possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customers/clients and the general public.

Mathematical Skills : Must have the ability to work with moderate to complex mathematical concepts such as addition, subtraction, multiplication and division in all units of measure, using whole numbers, fractions, percentages, decimals, proportional rates and ratios. Must be able to analyze technical data and apply it to practical situations. Must have working knowledge of basic financial transactions, such as payment / receipt transactions, balancing a cash drawer, making change, and finding transaction errors.

Reasoning Skills : Must be able to apply principles of logic and reasoning or scientific thinking to a wide range of intellectual and practical problems and work independently with minimal supervision. Must be able to prioritize work and simultaneously manage multiple responsibilities including being under pressure of tight deadlines and emotional situations. Must have the skills to solve problems involving concrete and abstract variables in a variety of situations within established guidelines.

Office Technology/Computer Skills : Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, and copiers with scanning and faxing capabilities. Must be proficient in word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources with a high degree of accuracy. Must be able to learn the software and programs related to the position and the County.

Physical Requirements: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit; use hands and fingers, handle or feel; and reach with hands or arms. The employee is frequently required to stand for long periods of time; walk; climb or balance; twist; stoop, kneel, crouch or crawl, and smell. Must be able to respond to the customers’ needs and perform tasks requiring extensive hand and eye coordination. Must have dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Must have the ability to work in stressful situations.

Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanning and fax machines. Must have the ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hostile clientele.

Special Requirements: Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record. Must occasionally work under deadlines with the possibility of working beyond regularly scheduled hours.

Other Duties : Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.