Document Technician- Clerk's Office

Doña Ana County; United States; Vor Ort; USD 25.000 - 37.000; Vollzeit

Zusammenfassung

Doña Ana County is seeking a qualified administrative professional to provide customer service at the front counter and support the Clerk’s office with a variety of document handling tasks. The role involves cashier functions, data entry, records management, and mail distribution.

Responsibilities include assisting with elections, voter registration documents, and processing licensing records, with a focus on accuracy and confidentiality.

Qualifikationen

• Education: High school diploma or equivalent.
• Two years of advanced administrative or customer service and cash handling experience.
• Bilingual English/Spanish preferred.
• New Mexico Notary Public Commission preferred.

Aufgaben

• Provide front-counter customer service to the public and county employees. Greet clients and visitors, and provide accurate information or direct them to resources. Receive and direct phone calls. Research inquiries and provide information. Adhere to cashiering policies and procedures.
• Data processing and file management: create and manage files; data entry in web-based databases; maintain records; prepare monthly billing; coordinate records retention and destruction; index, verify, and redact records; provide access to title companies and the public; manage microfilming and archives.
• Receive and distribute department mail; open mail and direct it to staff; record mail per procedures.
• Assist with elections: voter registrations, absentee ballots, ballot applications, provisional ballots; coordinate elections, polling locations, early voting and Election Day.

Kenntnisse

Customer service

Data entry

Cash handling

Records management

Bilingual English/Spanish

Ausbildung

High school diploma or equivalent

Notary Public Commission preferred

Tools

Office software

File management systems

Jobbeschreibung

Job Description

Job Description PURPOSE SUMMARY. Provide customer service to the public and Doña 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

• 1. 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 phones 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.
• 2. Data Processing and File Management 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.
• 3. Receive and distribute department mail. 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.
• 4. Elections 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.

Additional Duties

Other duties as assigned.

Qualifications

• A. Education. High school diploma or equivalent.
• B. Experience. Two (2) years of advanced administrative or customer service and cash handling work experience. Bilingual (English/Spanish) preferred.
• C. Education/Experience substitution. In accordance with County policy.
• D. Licenses/Certifications. 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.
• E. Other. (Post offer medical exam, polygraph, background check, driver’s license record, etc.) Must pass pre-employment background check and driving record check. Must pass pre-employment credit check.

Knowledge, Skills and Abilities Required by the Position

• 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. Skill in: 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. Ability to: 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.

Compensation Range

$18.14 - $27.22

Equal Employment Opportunity

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person’s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable BonaFide Occupational Qualification exists. Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.