Deputy Recording Clerk Senior

Gila County Community College; Payson (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

Gila County Recorder’s Office seeks a detail-oriented records technician to receive and review official documents, determine actions under state and federal rules, and maintain the county voter registration database.

The role provides customer service, performs historical research of public records, assists with election materials, and supports the Chief Registrar of Voters in planning upcoming elections, while handling scanning and indexing tasks.

Qualifications

• High School Diploma or GED with additional specialized or technical training courses.
• Four (4) years Recorder’s Office experience or general office work; or equivalent combination of education, training and experience.
• Arizona Secretary of State Election Officer Certification and Handwriting Verification Certification.
• Must possess and maintain a valid Driver’s License.

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.
• Verifies signatures on early ballot affidavits, candidate petitions and provisional/conditional provisional ballots within specified time frames as required by Arizona Revised State Statutes.
• Prepares early ballot distribution for all Elections.
• Performs other duties as assigned.

Skills

Document processing

Imaging equipment

Math skills

Recordkeeping

Error reconciliation

Education

High School Diploma or GED

Tools

Imaging equipment

Job description

Purpose of the Job

The purpose of this position is to receive and review official documents 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 Recorder’s Office (CRO).

Supervisory Responsibilities

Essential Duties and Responsibilities

This position does not supervise other employees.

Essential Duties And Responsibilities

TIME SPENT

• Conducts special research and analysis projects, summarizes data and generates reports.

20%

• 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.

20%

• 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.

20%

• 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.

15%

• 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.

15%

• 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.

15%

• Verifies signatures on early ballot affidavits, candidate petitions and provisional/conditional provisional ballots within specified time frames as required by Arizona Revised State Statutes.
• Prepares early ballot distribution for all Elections.

15%

• Performs other duties as assigned.

Budget Responsibilities

This position has no responsibility over any types of budget.

Project Responsibilities

This position does not have project responsibilities.

ORAL COMMUNICATION DUTIES

This position explains County procedures or processes.

WRITTEN COMMUNICATION DUTIES

This position creates or edits documents, internal memos, emails and reports.

INTERACTIONS WITH THE GENERAL PUBLIC

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

INTERACTIONS SPECIFICALLY WITH CUSTOMERS

Regularly (More than 55% but less than 70% in a year)

Minimum Education/Directly Related Experience Required

MINIMUM EDUCATION REQUIRED

High School Diploma or GED with additional specialized or technical training courses.

Minimum Years Of Directly Related Experience Required

Four (4) years Recorder’s Office experience or general office work; or equivalent combination of education, training and experience.

Professional Credentials Required

Arizona Secretary of State Election Officer Certification and Handwriting Verification Certification.

Must possess and maintain a valid Driver’s License.

Supplemental Information

Knowledge Required

Applicable Federal regulations, Arizona Revised Statutes and Elections Laws, including A.R.S. Title 16, and the National Voter Registration Act of 1993; recorder’s office policies, procedures and regulations and the Arizona Secretary of State Elections Procedures Manual; accounting and bookkeeping principles and methods; imaging production equipment, techniques and quality standards; basic record keeping practices; customer service standards and protocols.

Skills Required

Processing of CRO official documents; safe operation and maintenance of a variety of imaging and media equipment; performing accurate mathematical calculations; maintenance of electronic records and files; identifying and reconciling errors.

Abilities Required

Assess and prioritize multiple tasks, projects and demands; plan and coordinate the work of others; operate computer systems and basic software applications; provide effective customer service; react in a calm and timely manner; maintain calm demeanor in stressful situations; promote and adhere to workplace values of accountability, commitment and teamwork to help enrich lives beyond expectations. Provide back up to select Deputy Recording Supervisor tasks as needed.

PHYSICAL DEMANDS

• Regularly sits to operate computer; regularly stands to attend to reception areas.
• Routinely lifts up to 10 lbs of work related materials, equipment or tools; occasionally lifts up to 50 lbs. of work related materials, equipment or tools.
• Constantly requires dexterity and hand/eye coordination for use of keyboards; routinely requires hand/eye coordination for repetitive motions, reaching and grasping.

WORK ENVIRONMENT

Incumbents in this position generally works in an office environment. Incumbents in this position may occasionally spend in lobby environment, classroom(s), automobile and library.

SAFETY RISK EXPOSURE

Incumbents in this position may become exposed to telephone and in person verbal abuse by customers or citizens.

PROTECTIVE GEAR & SAFETY MANUALS

Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.

CONSEQUENCES OF ERROR

Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.

To learn more details, visit our benefits page.