Senior Recording Clerk

Dallas County; Adel (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

Dallas County is seeking an experienced clerical professional for the County Recorder’s Office to manage vital records, recording, indexing, and auditing of public records. You will serve as the senior resource on vital records and DNR transactions.

Responsibilities include processing vital records requests, ensuring compliance with state requirements, and providing courteous service to attorneys, title companies, and the public. Confidentiality and accuracy are essential.

Qualifications

• High School Diploma or equivalent required.
• 1–3 years of related work experience recommended.
• Familiarity with county office procedures preferred.
• Ability to learn and apply vital records and DNR processes.

Responsibilities

• Serve as primary resource for vital records and assist with certified copies.
• Examine, record, index, and audit official documents per state requirements.
• Process DNR transactions and register/renew vehicles; ensure compliance.
• Answer calls, greet visitors, and provide information and assistance.
• Maintain confidentiality and security of sensitive records.
• Perform related duties as assigned.

Skills

Knowledge of modern office practices

Knowledge of county policies

Knowledge of technology and software

Knowledge of legal descriptions

Multi-tasking and prioritization

Customer service

Files and records maintenance

Oral and written communication

Education

High School Diploma or equivalent

Job description

This position is responsible for performing advanced clerical and administrative duties in the County Recorder’s Office, including but not limited to, the examination, recording, indexing, auditing, and maintenance of official public records. This position serves as a senior-level resource regarding the areas of vital records and DNR transactions.

• Serves as the primary resource for vital records, including birth, marriage, and death records maintained by the office. Processes applications and issues certified and non-certified copies of vital records to individuals and entities legally authorized to receive them. Verifies identification, eligibility, and supporting documentation prior to releasing confidential vital records. Maintains the security, confidentiality, integrity, and physical and electronic preservation of vital records. Serves as the primary point of contact for questions regarding vital records procedures, eligibility requirements, documentation, fees, amendments, corrections, and record requests.

• Reviews documents presented for recording to ensure completeness, accuracy, proper formatting, required information, and compliance with applicable state recording requirements. Provides courteous and professional assistance to the public, attorneys, abstract/title companies, government agencies, and other customers regarding recording procedures, document requirements, fees, and public records.
• Receives, records, indexes, and audits official documents maintained by the Recorder’s Office.
• Conducts searches of recorded documents and provides copies, certifications, and other authorized records in accordance with applicable laws and office procedures.
• Processes Department of Natural Resources transactions; registers and renews ATVs, snowmobiles, off-road vehicles, and boats; ensures compliance with state regulations; calculates and assesses fees. Scans paperwork into the DNR system for each transaction.
• Receives and scans DD 214’s.
• Answers telephone and greets visitors; provides information and assistance.
• Prepares outgoing mail.
• Maintains confidentiality and security of sensitive records and information.
• Performs related duties as assigned.

EDUCATION/EXPERIENCE

• High School Diploma or equivalent.
• One to three years of related work experience and service.

KNOWLEDGE/SKILLS/ABILITIES

• Knowledge of modern office practices and procedures.

• Knowledge of county and departmental policies and procedures.
• Knowledge of technology; computers, scanners, and job-related software programs.
• Knowledge of legal descriptions and ability to learn how to read and decipher.
• Skill in multi-tasking and the ability to prioritize and organize work.
• Skill in the provision of customer service.
• Skill in the maintenance of files and records.
• Skill in oral and written communication.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping.
• The work is typically performed in an office.

The above statements are intended to describe the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this job.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Dallas County is an Equal Opportunity Employer.

Women, minorities and persons with disabilities are encouraged to apply.

Dallas County participates in E-Verify.