Records Clerk I

SUMMARY

In support of the Charlotte County Clerk of the Circuit Court and County Comptroller’s mission as guardians of public records and assets this position is responsible for providing highly skilled assistance in the areas of recording, processing, verifying, maintenance of public records, traffic fines, case information, court costs, and proceedings as they relate to the Clerk of the Circuit Court operations. Customer service skills include: ability to interact with public in a friendly, positive, courteous and professional manner, providing exceptional service with a smile. Must maintain superior communication and follow-up skills when dealings with the public, support staff and management showing their Dedication to Principled Practice.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greets callers by answering incoming calls to the Official Record’s division by using the standardized Clerk’s Office greeting.
• Greets guests by standing and introducing themselves.
• Assist the public in self-research methods, such as use of computers, for plat maps, recording search engine, and E-Certify.
• Will refer the public to the appropriate office for the handling of other services not provided by the Clerk's office.
• Provides the public with accurate explanations of standardized procedures for recording instruments to assure compliance with the laws and regulations
• Receives, verifies, and processes various documents by mail or in person from the public, attorney’s, title companies, financial institutions; such as deeds, mortgage and liens. Ensures that instruments meet recording requirements prior to recording or scanning, notifies sender if not acceptable.
• Prepares documents for scanning, removing staples and maintains proper sequence of documents. Scans documents and verifies each image for accuracy.
• Accurately calculates recording fees, documentary stamps and intangible tax fees as required with the Florida Statute and the Department of Revenue.
• Processes documents in an accurate and timely manner utilizing written procedures.
• Records documents into the public record by mail, in person or by electronic means.

• Process customer correspondence in a timely manner, providing copies of public records and collecting fees from the requesting party, then forward completed requests to Supervisor/Director.
• Balance daily cash receipts, maintain daily logs, and prepares daily reports.
• Must possess a working knowledge of most job functions in the office.
• Performs general maintenance on equipment, such as cleaning, replacing paper, changing tapes, and clearing paper jams.
• Performs notary services for the public (if notary).
• Must be able to maintain confidentiality and privacy.
• Must be available to travel between office locations for training purposes and/or as needed for office coverage.
• Adheres to Charlotte County Clerk of the Circuit Court and County Comptroller’s polices and office procedures.
• Other duties as assigned.

Marriage and Passport Services:

• Explain the full process for Marriage License to the public, including a 3-day waiting period for Florida residents, officiant information and name change process.
• Issues and records marriage license, performs marriage ceremonies (if services are available).
• Must meet all citizenship qualifications in order to process passport applications on behalf of the U.S. Government.
• Process Passport Applications, administer the oath, and take passport photos (if services are available).

Annex Duties:

• Provides detailed information regarding case charges and fines due.
• Thoroughly explains requirements and compliance information in accordance with Florida Statute.
• Assures that documentation presented by defendant meets requirements.
• Provides information regarding the defendant’s option in satisfying court requirements.
• Processes payments and documentation for Civil Traffic, Criminal Traffic, Probation and Juvenile cases.
• Receives paperwork on behalf of County and Circuit Civil actions and forwards via inter-office mail to the Civil Division.

Confidentiality/Redactions:

Provides correct request forms depending on the circumstances of the request, assuring compliance with Florida Statute. Accepts requests from Protected Individuals for confidentiality of records submitted for recording as well as documents already recorded. Properly completes routing slip and forward requests to the Director for processing.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED) plus a minimum of two years’ experience in a responsible clerical position which demonstrates knowledge and ability to use office automation technology. Must also pass a keyboard skills test of at least 35 wpm.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.