Recording Operations Specialist
Performs the most complex and specialized tasks unique to the recording and customer services work within the Recording Section of the Clerk and Recorder's 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.
Knowledge, Skills, & Abilities:
- Receives direct supervision from the Recording Supervisor or the CIC Coordinator.
- Exercises indirect supervision of Recording Specialists.
- Exercise indirect, first-level supervision of positions, employees, operations, and activities within a main or branch office; may include coordinating staff training, assigning and reviewing work, participating in the interview and selection process, making recommendations impacting pay, status, and disciplinary action, evaluating performance independently or in conjunction with a higher-level supervisor/manager, and approving time off.
- Assist in the supervision of the operations of a main or branch office of the Clerk and Recorder's Recording Department; establish and maintain a high standard of customer service; identify deficiencies and recommend corrective action to ensure the effective delivery of service to the public.
- Recommend policy changes and budget requests.
- Take and transcribe or compose minutes of staff meetings.
- Handle the most complex recording issues and transactions including high-level searches, image exports to the network, quality control of images, the recording process inclusive of full service, QC, index and verify, and electronic recording; resolve issues involving customers, financial institutions, and title companies regarding regulations relating to recordation of documents.
- Identify problems or potential solutions regarding Recording operations in order to assist management in development of policy or new procedures for more efficient operations.
- Assist in the development and updating of procedure manuals and instructions and make recommendations for changes after analyzing situations that appear non-productive.
- Work with agency representatives on individual cases where recording fees are in dispute.
- Perform special projects of complex administrative, technical, or confidential nature as assigned and required.
- Prepare for and organize meetings.
- Represent the department/office in meetings.
- Assign staff to order and maintain overall inventory and supplies.
- Assist with monetary working funds, balancing, and deposits.
- Assist Recording Specialists with problems resulting from the operation of the computer system or transactions with the public.
- Monitor distribution and processing of return mail and drop-off work received.
- Monitor written correspondence to customers explaining fees, reason for rejection, policies, and procedures as directed by the Recording Supervisor or CIC Coordinator.
- Perform work as a Recording Specialist or CIC Specialist, as necessary and required.
- Perform other duties as appropriate or necessary for performance of the job.
- Regulations and procedures relating to the processing of recordings and CIC services/products.
- Modern office practices and procedures.
- Scope and application of laws and regulations pertaining to recordation of documents.
- Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
- State of Colorado Department of Revenue and Colorado Revised Statutes.
- Voter registration and marriage license procedures.
- Operate and maintain a computerized database system.
- Perform mathematical computations and effectively operate a ten-key calculator.
- Provide professional customer service to clients and public.
- Communicate clearly and concisely, both verbally and in writing.
- Perform duties independently without close supervision.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- A minimum of four years of progressive experience, or two year Associate's Degree and two years experience related to, or in the performance of, similar duties, skills, and responsibilities.
- High school diploma or GED required.
- Possession of, or ability to obtain, a valid Colorado Driver's License.