Recorder/Passport Specialist

Canyon-County; Caldwell (ID); On-site; USD 51,577,000 - 80,231,000; Full time

Job summary

Canyon County is seeking a Recorder/Passport Specialist to maintain county records and assist the public with access. You will process license applications (marriage, beer, wine, alcohol) and act as a passport acceptance agent, ensuring proper documentation and fees are collected.

The role requires strong clerical and customer service skills, knowledge of recording regulations, and the ability to manage multiple tasks in a county office setting.

Qualifications

• High School Diploma or GED required; accounting/secretarial coursework preferred.
• 1–3 years general office or customer service experience; land records preferred.
• Bonded or bondable as Notary Public; passport training certificate required.
• Must pass background investigation.

Responsibilities

• Record and copy documents; verify and maintain county records.
• Index documents for easy retrieval and classify records accurately.
• Review and apply accept/reject criteria for recordings; maintain archives.
• Serve as passport acceptance agent; check docs and collect fees.
• Process marriage and alcohol licenses; handle related fees and records.

Skills

Attention to detail

Multitasking

Department knowledge

Professional demeanor

Communication

Education

HS Diploma or GED

Customer Service/Office exp

Job description

Starting Hourly Rate: $18.00

Job Summary

Records and maintains County records and assists the public in accessing these records. Processes license applications such as marriage, beer, wine, and alcohol and acts as an acceptance agent for passport processing. A Recorder/Passport Specialist must possess strong clerical and customer service skills including a working knowledge of State and County recording regulations and department policies and procedures.

Key Responsibilities

• Recorder
  • Record, provide copies or certified copies, as well as verify and maintain a variety of documents such as real estate or other related documents including marriage and alcohol licenses;
  • Distinguish between types of documents being recorded and categorize them appropriately, accurately index documents for easy retrieval in the future;
  • Review Documents and apply appropriate accept or reject criteria, both in manual and/or electronic recording of documents, and maintain all archived and current recorded documents and files;
• Passports
  • Acts as an acceptance agent for the U.S. Department of State processing passport applications, checking documentation, verifying identity, swearing in applicants, and collecting fees;
  • Prepares transmittal documents for passports, applications, and payment for delivery to the U.S. Department of State;
  • Identify fraudulent practices used to illegally obtain a U.S. Passport;
• Licenses
  • Accept and issue marriage licenses;
  • Process alcohol beverage license applications per both state and county regulations;
  • Collects required fees for services rendered and balances funds received daily;
• Customer Service
  • Answers incoming phone calls and greets walk-in customers, conducts document research for customers;
  • Provides general information to the public, answers questions, and provides specific information about recording issues and passport issues;
  • Responds to citizen's requests in a courteous and effective manner, provides notary services to customers;
• Other Duties
  • Performs all work duties and activities following County policies, procedures, and safety practices
  • All other duties as assigned.

Qualifications

Skills and Abilities

• High levels of attention to detail and accuracy for recording documents and accepting passports;
• Perform multiple tasks simultaneously, including handling interruptions, and return to complete tasks in a timely manner;
• Learn department functions thoroughly to provide general information and explain detailed processes and procedures;
• Maintain a professional demeanor during stressful situations;
• Communicate effectively both orally and in writing;

Special Qualifications

• Must be bonded or bondable as a Notary Public and ability to complete, obtain and maintain a passport training certificate;
• Must successfully complete a background investigation;

Education and Experience

• High School Diploma or GED equivalency; preferably supplemented with coursework in accounting or secretarial, or other business applications;
• One (1) to Three (3) years of general office experience in Customer Services, and Land Records preferred

Essential Physical Abilities

• Clear speech and hearing ability, with or without an accommodation, to follow verbal instructions and communicate effectively by phone and in person
• Visual acuity, with or without an accommodation, to read instructions, review and organize documents
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks

Disclaimer

To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.

Equal Opportunity Employer

Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.