Deputy Recording Clerk

Gila County; Payson (AZ); On-site; USD 36,000 - 48,000; Full time

Job summary

Gila County in Payson, AZ seeks a Records Clerk in the County Recorder's Office to facilitate the receipt and review of official documents under supervision, ensuring compliance with state and federal rules. The role focuses on maintaining voter registration records and processing ballots.

The successful candidate provides customer service, performs research of public records, processes transactions, and supports elections planning, including early ballot distribution and mailing of voter

Qualifications

• Customer service experience in public records or government context is a plus.
• Ability to perform research and summarize data for reports.

Responsibilities

• Conducts special research and analysis projects, summarizes data and generates reports.
• Provides customer service; responds to requests for information; updates, retrieves and releases information according to procedures and refers matters requiring policy interpretation to supervisor for resolution.
• Maintains accounting and transaction records and filing systems; enters cashiering data into computer systems; invoices for and receives payments; processes transactions; updates accounts and balances receipts.
• Enters information into computer system programs to initiate actions based on documents received and applies proper codes and indexing information resulting from review of the documents.
• Performs document scanning and processing; scans document images in accordance with State, Federal and County quality standards.
• Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.
• Reviews documents for validity and accuracy of information and record; files, sorts and distributes official documents and voter registration cards.
• Maintains complex voter registration database.
• Manages all phases of printing and mailing of voter materials.
• Assists in all phases of mailing and receiving ballots.
• Assists the Chief Registrar of Voters in planning, organizing and preparing for upcoming elections.
• Prepares early ballot distribution for all Elections.
• Performs other duties as assigned.

Skills

Customer service

Data entry

Research

Job description

The purpose of this position is to facilitate the process of receiving and reviewing official documents, while under close supervision, to determine appropriate actions based upon knowledge of Statutory and regulatory requirements. This position maintains the County Voter Registration of active and inactive voter listings and processes and maintains record of official documents, voter registration forms and early ballots. This position also provides customer service and performs historical research of various public records in the County Recorders Office (CRO).

• Conducts special research and analysis projects, summarizes data and generates reports.
• Provides customer service; responds to requests for information; updates, retrieves and releases information according to procedures and refers matters requiring policy interpretation to supervisor for resolution.
• Maintains accounting and transaction records and filing systems; enters cashiering data into computer systems; invoices for and receives payments; processes transactions; updates accounts and balances receipts.
• Enters information into computer system programs to initiate actions based on documents received and applies proper codes and indexing information resulting from review of the documents.
• Performs document scanning and processing; scans document images in accordance with State, Federal and County quality standards.
• Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.
• Reviews documents for validity and accuracy of information and record; files, sorts and distributes official documents and voter registration cards.
• Maintains complex voter registration database.
• Manages all phases of printing and mailing of voter materials.
• Assists in all phases of mailing and receiving ballots.
• Assists the Chief Registrar of Voters in planning, organizing and preparing for upcoming elections.
• Prepares early ballot distribution for all Elections.
• Performs other duties as assigned.