Clerk & Recorder Specialist
Under direct and indirect supervision, performs clerical and semi-technical functions related to Recording, Motor Vehicle and Elections; and performs other related duties as required within the Clerk and Recorder office.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
- Receives direct supervision from Division Coordinator, Supervisor or Manager.
- Exercises no direct supervision.
- Processes new registrations, updates and cancellations of existing voter registrations in the computer system; issues voter information cards; scans voter registration forms and supporting documentation; contacts voters for verification of registration information; verifies petitions; and maintains voter history files.
- Responsible for front desk duties which includes answering phones, assisting walk-in customers, and processing incoming and outgoing election mail.
- Maintenance, and utilization of the address library/locator files.
- Complies with current statutory requirements and changes as well as Secretary of State rules.
- Processes mail-in ballot applications; issues mail-in ballots and replacement ballots; completes emergency registrations; and assists with research on mail-in voter issues.
- Assists in the recruitment and training of poll-workers; maintains records of workers.
Recording/Citizen Information Center:
- Processes address changes for residents of Larimer County.
- Processes incoming license renewal applications received in mail, or through the on-line renewal program; review documents received for completeness and accuracy which includes enforcement of owner compliance of insurance and emissions requirements; prepare for scanning entry or manual entry.
- Processes registrations involving Gross Vehicle Weight Rating, Special Mobile Machinery, Tractor Vehicle Weight rating, and the added special requirements for these vehicles.
- Effectively writes correspondence to customers explaining fees, reason for rejection, and policies and procedures.
- Responsible for front desk duties which include assisting walk-in customers and completing various assignments.
- Inputs appropriate information into computer system to process each transaction, collect fees and charges from the public.
- Operates cash tendering system, maintains cash drawer, enters check and cash payments accurately to ensure end of day balancing; balances and prepares deposit of individual cash drawer.
- Provides superior customer service to the general public, and internal County departments, by providing information and processing transactions.
- Responsible for Citizen Information duties which includes answering phones, assisting walk-in customers, and processing incoming and outgoing departmental mail.
- Accepts payment for transactions, such as recording of land management documents, issuance of passports, marriage licenses, and liquor licenses.
- Provides daily personal contact with the public on all stated tasks as well as providing education to the public on navigating the Recording system when searching recorded documents.
- Scans documents and perform data entry.
- May perform oversight or backup duties to Board of Equalizations and Liquor Licensing.
- Maintains awareness of changes in applicable Federal, State and County rules and regulations.
- Processes and verifies accuracy of transactions such as deeds, transfer declarations, personal property declarations, legal descriptions and filing.
- Provides Notary Public service for customers.
Knowledge, Skills, & Abilities:
- Work at any Clerk and Recorder department when necessary.
- Perform special studies and projects as assigned and required.
- Serve as back up for other related positions as needed.
- Perform other duties as appropriate or necessary for performance of the job.
- Modern office practices and procedures; operation of standard office equipment including fax machines, copiers and computers.
- Current computer software programs, including but not limited to word processing, spreadsheets, presentation software, and databases. Learn specialized business applications including but not limited to voter registration, election management scheduling, project management, vehicle licensing title and registration system and processes (CSTARS) and the recording system and processes.
- Alpha and chronological filing practices.
- Fundamental principles of bookkeeping, cashiering, record keeping, and cash handling practices.
- Effective professional customer service practices; interact and assist the public with tact and courtesy, and in a helpful manner; uses proper phone etiquette.
- Interpret, enforce, and apply Federal and State of Colorado laws, and Larimer County Clerk & Recorder rules, regulations, policies, procedures and standard operating procedures.
- Learn the department's organizational structure, policies, and procedures.
- Understand the meaning and intent of a wide variety of legal documents.
- Use available references and research materials.
- Communicate clearly and effectively in both oral and written form, using correct business English; follow written and oral instructions.
- Perform mathematical computations and effectively operate a ten-key calculator.
- Maintain confidentiality and security of department records.
- Work within established formats and priorities; perform work in required sequences.
- Perform duties independently without close supervision.
- Must be able to be deputized and become a Notary Public.
- Must be available to work evenings, weekends, and some holidays as needed in all Clerk and Recorder departments.
- Establish and maintain effective working relationships with coworkers, management, other County department employees, representatives of other agencies and organizations, and members of the community.
- One year of general clerical or office assistant experience in a contemporary computerized office environment, which included considerable public contact responsibilities; or
- A combination of training, education and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.
- High School diploma or GED required.
Must be able to:
- Lift ballot boxes and cases weighing up to 32 pounds from floor level to 60 inches above floor level.
- Carry up to 32 pounds from a cart to a vehicle.
- Push and/or pull with up to 25 pounds of force.
- Stand and/or walk for up to eight hours during quality control tasks.