Recordable Documents Examiner I/II

County of Humboldt; Eureka (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

County of Humboldt seeks a Recordable Documents Examiner I/II to review, classify, index and record diverse legal documents in the County Recorder’s office. You will ensure compliance with legal codes and recording requirements while delivering helpful information to the public.

The role includes handling payments, maintaining accurate records, and coordinating with colleagues to meet deadlines. It combines detailed clerical work with customer service in a government setting.

Qualifications

• Knowledge of legal codes, terminology and recording/ indexing procedures.
• Experience communicating with the public and handling customer inquiries.
• Accurate arithmetic and ability to balance receipts and money.
• Ability to organize work, set priorities and meet deadlines.
• Proficiency with standard office equipment and basic data processing.

Responsibilities

• Receive, examine, index and record a wide variety of legal documents in compliance with laws and county rules.
• Examine documents for sufficiency, jurisdiction and recording appropriateness; return non-recordable items with notes.
• Compute and accept payments, issue receipts, and balance daily receipts.
• Index and record documents using a computer terminal and data entry techniques.
• Provide information to the public over the counter and by phone about recording procedures and requirements.
• Organize work, set priorities and ensure critical deadlines are met.
• Operate standard office equipment and maintain files and records.

Skills

Legal codes & recording procedures

Public interaction

Accurate arithmetic

Time management

Attention to detail

Tools

Word processor

Data entry

Job description

Recordable Documents Examiner I/II

Under general supervision, receives, reviews, classifies, indexes and records a variety of documents in the County Recorder's office; performs responsible office support duties adhering to legal codes and legal recording requirements; performs related work as assigned.

DEFINITION

Under general supervision, receives, reviews, classifies, indexes and records a variety of documents in the County Recorder's office; performs responsible office support duties adhering to legal codes and legal recording requirements; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

Recordable Document Examiner I is the entry level class in this series. Initially under close supervision, incumbents learn office and County policies and procedures, legal terminology and practices and legal recording and indexing requirements. As experience is gained, there is greater independence of action within general guidelines. This class is alternately staffed with Recordable Document Examiner II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class. Recordable Document Examiner II is the journey level class in this series, fully competent to independently perform a full range of difficult, complex and detailed office support and document recording duties, including exercising a knowledge of indexing codes and recording categories. Incumbents at this level are expected to perform day-to-day work with minimum supervision and exercise sound judgment in applying legal codes and adhering to legal recording requirement. This class is distinguished from Assistant County Recorder in that the latter has supervisory responsibility for the day to day activities of the Recorder's office.

• Receives, examines, indexes and records a wide variety of legal documents, including, but not limited to: land-related documents, marriage, birth, death and other vital statistics, liens and releases and abstracts of judgments, while adhering to legal codes and County recording requirements.
• Examines legal documents for sufficiency of information, jurisdiction and appropriateness of recording; returns documents that may not be recorded, noting discrepancies and reasons for rejection, in person or by mail.
• Computes and accepts payments of fees; issues receipts; accounts for monies received on a daily basis by balancing against records of receipts.
• Indexes and records legal documents, using a computer terminal and data entry techniques.
• Provides information to the public over the counter and by telephone regarding document recording procedures and requirements.
• Organizes own work, sets priorities and ensures that critical deadlines are met.
• Operates standard office equipment such as a typewriter, word processor, computer terminal, copy reproduction or facsimile machine, calculator and telephone.
• Organizes and maintains various files; purges files as required; maintains tickler files and follows up as necessary.

NOTE: The level and scope of the knowledges and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of:

• Legal codes, terminology and legal recording and indexing procedures and requirements.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Basic business data processing principles and the use of word processing or computing equipment.
• Business letter writing and the standard format for typed materials.
• Correct English usage, including grammar, spelling and punctuation.
• Business arithmetic.
• Principles and techniques for dealing with the public, under occasionally strained conditions.

Skill in:

• Explaining and applying a variety of legal terminology, concepts, codes and recording requirements related to office support work.
• Prioritizing work and coordinating several activities.
• Making accurate arithmetic calculations.
• Operating standard office equipment, including a word processor and/or a personal or on-line computer.
• Organizing and maintaining accurate files and records.
• Performing detailed office support work accurately.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Understanding and carrying out oral and written instructions

Other Requirements:

Specified positions may require skill in typing accurately at a rate sufficient to produce final documents and enter information into a computer system.

Desirable Education and Experience:

A typical way to obtain the knowledge and skills outlined above is:

Recordable Document Examiner I:

One year of office experience in a legal, court, property assistant, title company or similar office setting.

Recordable Document Examiner II:

In addition to the above, one year of experience receiving, examining, processing and/or recording a variety of legal documents at a level equivalent to the County's class of Recordable Document Examiner I.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

• You should allow 30 – 45 minutes to fill out your application.

Can I change my application after submitting it?

• No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.

How long until I hear back from you and how can I check for updates on my application?

• You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or [e-mail].

Will I be informed if I am not selected for an interview / Oral Exam?

• Yes, you will be informed via email if you are not selected for an interview / Oral Exam.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA+ community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.

If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at [phone] so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.

MEDICAL EXAMINATION

A pre-employment medical examination provided by the County may be required upon offer of employment.

OTHER EXAMINATIONS

Some positions also require psychological evaluation and/or extensive background investigation.

LICENSES

Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.

PROBATIONARY PERIOD

Persons appointed to regular County positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.

EMPLOYMENT ELIGIBILITY

It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.

DISASTER SERVICE WORKERS

All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.