Recording Services Clerk

Citrus County Clerk of the Circuit Court and Comptroller; Inverness (FL); On-site; USD 36,000 - 52,000; Full time

Job summary

The Citrus County Clerk of the Circuit Court and Comptroller seeks a Recording Services Clerk to perform technical, financial, and customer service tasks related to recording, indexing, imaging, and maintaining official records and tax deed documents.

You will review documents for compliance, process recording fees and taxes, assist the public, support training, and participate in technology upgrades and workflow improvements.

Qualifications

• High school diploma or GED required.
• At least 1 year of high-volume customer service or administrative experience.

Responsibilities

• Review and process official records for compliance and recording eligibility.
• Index and classify documents with grantor/grantee roles.
• Prepare correspondence for documents not meeting requirements.
• Scan and image records; perform quality-control checks.
• Manage tax deed applications and case information in the system.
• Distribute notices and assist with tax deed sales coordination.
• Handle financial transactions and cash reconciliation across systems.
• Respond to public records requests with proper redaction.
• Provide customer guidance on Clerk resources and services.
• Support training and workflow improvements within the department.

Skills

Customer service

Administrative support

Attention to detail

Education

High school diploma or GED

Tools

Case-management system

Document imaging

Job description

GENERAL DESCRIPTION OF POSITION

The Recording Services Clerk performs a variety of technical, financial, and customer service functions related to the processing, review, recording, indexing, imaging, and maintenance of official records and tax deed documents. Responsibilities include reviewing documents for statutory compliance and recording eligibility; processing recording fees, taxes, and financial transactions; ensuring the accuracy and integrity of electronic and permanent records; and responding to public records requests in accordance with applicable laws and confidentiality requirements. The position assists customers with accessing Clerk & Comptroller services and resources, supports departmental training and workflow improvements, and participates in technology implementations and other operational initiatives as assigned.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• - Process and review official record documents for statutory compliance, recording fees, documentary stamp and intangible taxes, and determine eligibility for recording into Official Records.
• - Classify and index official record documents by verifying grantor and grantee roles, entering legal descriptions, and ensuring accurate indexing for permanent record retention.
• - Prepare and issue formal correspondence regarding documents that do not meet recording requirements.
• - Scan, image, verify, and index official records and tax deed documents, maintaining accurate and organized files while conducting quality-control checks to ensure document legibility, accuracy, completeness, and compliance with established procedures.
• - Review incoming tax deed applications for completeness and accuracy, verifying statutory requirements and required supporting documentation.
• - Enter and maintain tax deed case information in the case-management system, ensuring accuracy, completeness, and compliance with retention requirements.
• - Prepare, process, and mail statutory notices and legal documents related to tax deed proceedings, including notices to property owners, lienholders, and other required parties, as well as certificated, deeds, and affidavits.
• - Assist with scheduling and coordinating tax deed sales, including verifying bidder registration and preparing auction materials.
• - Assist with post-sale processing, including surplus notifications, deed issuance, and distribution of sale proceeds.
• - Process, receipt, and reconcile financial transactions related to recording services and tax deed activities, including application payments, redemption amounts, and sale proceeds, across multiple software applications while adhering to established cash-handling and accounting procedures and maintaining accuracy.
• - Provide customer service and procedural guidance to property owners, bidders, attorneys, and the public regarding recording services, tax deed processes, statutory requirements and applicable procedures.
• - Guide customers in accessing Clerk resources, including Official Records, Tax Deeds, Value Adjustment Board meetings, and court records through the Clerk's website.
• - Respond to public record requests, including reviewing, validating and redacting documents to ensure compliance with confidentiality laws and statutory requirements.
• - Assist with workflow coordination by monitoring queues, identifying backlogs, and helping redistribute tasks during high-volume periods.
• - Assist with training and mentoring new hires, supporting consistent application of departmental procedures and established practices.
• - Support cross-departmental functions as needed, including lien searches, recording, and other property-related processes.
• - Participate in major departmental initiatives, including technology implementations, process redesign, and workflow improvements, as assigned.
• - Maintain confidentiality and safeguard sensitive information while performing assigned responsibilities in accordance with applicable laws, regulations, and departmental policies.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• - Graduation from high school or possession of an accredited equivalency diploma.
• - One (1) year of high-volume customer service, clerical, or administrative experience, preferably in a legal, administrative or government setting, required.

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized to work in the United States. The Clerk is required to comply with E-Verify and Department of Revenue reporting requirements. Deputy clerks are required to complete an I-9 form and produce documents establishing both employment authorization and identity. The list of acceptable documents can be located at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents - https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC/NCIC network and other resources to conduct background checks on applicants selected as potential new hires. Deputy clerks are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of employment. Fingerprints will be submitted to National Rap Back and are retained at FDLE and the Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent modifications to a deputy clerk's criminal history records. Fingerprints are retained for the duration of the deputy clerk's employment. The Clerk will no longer have access to records upon separation of employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal charge against themselves as soon as practically possible. Employability and continued employment of a deputy clerk who has a criminal record is decided on a case-by-case basis. Per the FBI's CJIS Security Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure areas where CJI is handled, processed, or stored. Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace. This policy is established pursuant to the drug-free workplace program under Fla. Stat. §440.101-102. During the course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited. The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury/accident testing, and negative dilute retests.