Recording Specialist

$21.90 - $27.56 hourly
  • Clackamas County
  • Oregon City, OR, USA
  • Jul 29, 2022
Full time Clerk/Recorder/Public Records

Job Description

Recording Specialist

Job ID: 106566

Location: Oregon City, Oregon

Full/Part Time: Full Time

Regular/Temporary:Regular

CLACKAMAS COUNTY CORE VALUES

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

• Service

• Professionalism

• Integrity

• Respect

• Individual accountability

• Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

https://www.clackamas.us/countyadmin/spirit

CLOSE DATE

This position will remain open until filled. The first application review will be Thursday, August 14, 2022. We reserve the right to close this recruitment at any time on or after that date.

PAY AND BENEFITS

Annual Pay Range: $42,719.05 - $53,760.69

Hourly Pay Range: $21.907203 - $27.569584

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

In addition to competitive wages, Clackamas County offers an attractive benefits package for employees in regular status positions.

This is a full time County position represented by the Employees' Association.

https://dochub.clackamas.us/documents/drupal/1e311321-f9ff-4daa-8753-bbdfb4e8d1b4

http://www.clackamas.us/des/benefits.html

JOB DETAILS AND QUALIFICATIONS

The Clackamas County Clerk's Office seeks a highly motivated, detail-oriented candidate to join our team as a Recording Specialist.

The Recording Specialist performs specialized support duties relating to the recording, custody, and preservation of official documents. Following established guidelines and statutory requirements, the selected candidate will process and maintain various records and documents required by law to be recorded. These records include real estate documents such as plats, partition plats, liens, releases, deeds, mortgages. The office also records or issues marriage licenses, domestic partnership registrations, the Board of County Commissioners' orders and agreements, and contracts generated by county departments.

The ideal candidate for this role will be able to multitask in a busy environment. The Recording Specialist will be friendly, trustworthy, dependable, patient, and a team player. Frequent interactions with the public require the incumbent to have excellent communication skills.

The Recording Division, within the County Clerk's Office, records and preserves, on microfilm or digital image, public records such as deeds, mortgages and other real property-related transactions, marriage licenses and domestic partnership registrations, Oregon Liquor Control Commission (OLCC) applications, and Clackamas County Board Orders.

Note: The recruitment process for Recording Specialist contains required online testing.

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of two (2) years of relevant experience in busy and noisy environment, where you provided the solutions to solving issues and problems.

• A minimum of two (2) years of data entry experience with a minimum of 135 key strokes per minute

• At least 1 year of cash handling experience

• Experience explaining policies and procedures for internal and external customers

• Good oral and written communication skills

• Must pass a criminal history check which may include national or state fingerprint records check

Preferred Special Qualifications/ Transferrable Skills:*

• Intermediate proficiency level on Microsoft Word or related software

• Title insurance experience or other experience working with real property documentation and/or transactions

• Knowledge of Oregon Revised Statutes and Administrative Rules as applied to Recording

*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

TYPICAL TASKS

Duties may include but are not limited to the following:

• Provides customer assistance and information to both internal County and external customers; receives and responds to requests and questions from the general public via in person, by telephone, mail, and on-line; answers questions regarding Recording Division's processes, procedures and regulations according to established guidelines, regulations, instructions and statutes; directs customers to appropriate County department if resources external to Recording Division are needed to resolve customer issues.

• Records documents adhering to State laws, data integrity and quality control metrics; performs detailed review of documents and information; searches computerized records and microfilmed images; applies and explains regulations and statutes that guide the recording process; assists customers in recording various documents to meet statutory guidelines; instructs customers on researching and retrieving official, legal documents and departmental records; directs customers to appropriate County department if unable to resolve property issues.

• Prepares and provides copies of certified and non-certified documents that are filed as official or permanent records of the County; locates document, makes official copy, and if certification is necessary, stamps, seals and signs document; imports and exports images between software applications; uploads images daily to vendor who creates archival microfilm for the County's permanent record.

• Issues marriage licenses and domestic partner registrations; accepts, reviews, and processes marriage license applications; sends marriage licenses and amendments to the State; maintains record of incomplete marriage licenses in the Recording Division.

• Processes OLCC liquor license applications for businesses in unincorporated area of the County, including renewals; verifies information provided by OLCC applicant ensuring information is accurate and complete; ensures all appropriate documents are submitted with the application, if required; forwards application to Sheriff's Office who conducts and coordinates approval process; when review is completed, notifies applicant and OLCC regarding result of application process.

• Determines recording and copy fees, cashiers, and receipts payments; invoices daily accounts; balances daily cash receipts.

• Prepares, records, scans, indexes and files variety of official and permanent records of the County; enters information regarding recorded documents into computerized recording system; reviews recorded and imaged documents for quality; maintains microfilm and scanning equipment.

REQUIRED KNOWLEDGE AND SKILLS

Working Knowledge of: Relevant Oregon Revised Statutes with emphasis on ORS Chapter 205, 93, 86, and 87; public and customer service techniques; office operations and procedures; cash handling, cashiering, and recordkeeping techniques; English spelling, punctuation, grammar and composition; office equipment, including computers, software and scanners; scanning and other official recording techniques; concepts and techniques for organizing work; business math.

Skill to: Organize and carry out work assignments in an independent manner; establish and maintain effective working relationships with co-workers and the public; provide customer assistance and service; effectively meet and interact with the public, co-workers and a wide variety of people from diverse cultures and socioeconomic backgrounds in a courteous, professional manner; maintain accurate records; communicate effectively, both orally and in writing; operate office equipment, including computers, software applications, microfilm and microfiche equipment, and scanners with accuracy; perform routine math calculations, cashiering, and cash handling; follow security procedures and maintain data confidentiality such as social security information reflected on marriage applications/licenses.

WORK SCHEDULE

This position works 37.5 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended. This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.

EXPLORE CLACKAMAS COUNTY

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

• http://www.clackamas.us/

• http://www.clackamas.us/onboarding/

• https://www.mthoodterritory.com/

• http://www.clackamas.us/diversity/

ABOUT THE DEPARTMENT

The Clerk's Office, via its subsidiary departments, is responsible for processing all real property transactions, plats, Commissioner's Journal documents, Board of Property Tax Appeal petitions and orders for Clackamas County. It analyzes, interprets and applies Federal and State statutes, legal opinions and administrative rules. The budget documents for the County, municipal corporations and local governments are public record, and copies must be submitted to the County Clerk.

In addition to processing all records of public transactions, the Clerk's Office must make public records available to the general public, and maintain the microfilm collection providing security and preservation of all records.

As the chief election official of the County, the Clerk's Office must check ballot measures for timeliness and see that the measures are worded to meet legal requirements. The Clerk's Office oversees the planning, coordination and conduction of elections, and ensures that elections are conducted according to statute and other related requirements. It directs the preparation and maintenance of records related to voting activities, precinct designation, mailing, voter and candidate services. The Clerk's Office assures the fair and unbiased application, operation, and interpretation of election laws, providing the public with complete and accurate information.

The Clerk's Office also plans, coordinates and records Board of Property Tax Appeal hearings. Its subsidiary departments issue passports and marriage licenses.

http://www.clackamas.us/clerk/

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

• https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f

• https://www.clackamas.us/jobs#helpwiththeapplication

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

• https://www.clackamas.us/des/jobs.html

• https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

To apply, visit https://apptrkr.com/3294800

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