Recording Specialist

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. Clackamas County Core Values

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

This Job Posting closes at 11:59 p.m. (Pacific Time) on Wednesday, May 14, 2025.

Annual Pay Range: $46,471.69 - $58,483.29

Hourly Pay Range: $23.831641 - $29.991434

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.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle. Employee benefits become effective the first of the month following an employee’s date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

• 12 hours of vacation accrued per month
  • Eligible newly hired employees will have the one-time option to frontload their first year of vacation! This means you have access to vacation leave at time of hire.
• 8 hours of sick accrued per month
• 10 paid holidays and 1 personal day per year

Other Benefits:

• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
  • Employer paid 6% PERS retirement contribution (The county currently pays the employee’s share of the retirement contribution.)
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)

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

Employees' Association (EA) Full Time Benefits

Learn More About Benefits

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

Our Recording Specialists are essential to keeping the county running smoothly by ensuring the accuracy and integrity of official documents. As a member of our team, you will be the first point of contact for the public, providing expert guidance on complex procedures, processing vital records, and issuing marriage licenses. You will play a crucial role in preserving and protecting official documents, from property deeds to Board of County Commissioner records, while maintaining the highest standards of confidentiality and professionalism.

In this multifaceted role, you will serve as the face of the County Clerk's Office, delivering exceptional customer service across phone, online, in-person, and mail interactions. You will be responsible for accurately processing, recording, scanning, indexing, and maintaining a range of critical documents in accordance with Oregon's stringent legal standards. This includes handling real estate records, processing OLCC liquor licenses, issuing marriage licenses, and supporting couples with wedding officiations. Additionally, you will manage fee collections, perform precise cash handling, and ensure all financial transactions are correct. Your keen attention to detail will help ensure documents are correctly certified, sealed, and archived for public access and permanent recordkeeping.

If you excel in customer service, thrive in detail-oriented work, and are driven by the desire to make a meaningful contribution to your community, we encourage you to apply!

Note: The recruitment process for this position requires online testing.

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of two (2) years of related experience performing customer service that would provide the required knowledge and skills to perform the responsibilities of this position
• At least one (1) year of experience performing data entry
• At least one (1) year of cash-handling experience
• Strong attention to detail and ability to follow complex procedures and legal requirements
• Good oral and written communication skills
• Ability to maintain confidentiality and handle sensitive information appropriately
• Ability to work independently and as part of a collaborative team

Preferred Special Qualifications/ Transferrable Skills:*

• Experience explaining policies and procedures for internal and external customers
• Prior experience working in a government office, legal office, title company, or other environment that involves official records
• Familiarity with document imaging systems, indexing protocols, or electronic recording systems
• Knowledge of Oregon Revised Statutes and Administrative Rules as applied to Recording
• Intermediate proficiency level with Microsoft Word or related software

Pre-Employment Requirements:

• Must pass a criminal history check which may include national or state fingerprint records check
• For veterans qualified for Veterans' 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.

Duties may include but are not limited to the following:

• Provides outstanding customer service and information to both internal county and external customers via phone, online, in-person, and mail; receives and responds to requests and questions from the general public; answers questions regarding the Recording Division's processes, procedures, and regulations according to established guidelines, rules, instructions, and statutes; directs customers to appropriate County department if resources external to Recording Division are needed to resolve customer issues.
• Prepares and provides copies of certified and non-certified documents that are recorded as official or permanent records of the county; locates documents, makes an official copy, and if certification is necessary, stamps, seals, and signs documents; imports and exports images between software applications; uploads images daily to the 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 a record of incomplete marriage licenses in the Recording Division.
• Assists the County Clerk with performing wedding ceremonies; schedules the appointments, informs the couples about vows, reviews the required identification requirements and fees; issues a marriage license if needed on the day of the ceremony; on the appointment date, verifies the couple's information, and reviews the marriage license if issued in Clackamas County.
• Receives and accepts the correct fee amount for OLCC liquor license applications for businesses in the county's unincorporated areas, including renewals; verifies the information provided by OLCC applicants, ensuring data is accurate and complete.
• Determines recording and copy fees; cashiers and receipts payments; balances individual daily cash drawer.
• If certified, provides direct notary services; obeys State laws and regulations that govern the practice of a notary act; follows the policy and procedures established in the Recording Division under the guidance of State law that guides staff in their functions when a notary act is being performed to prevent conflict of interest between performing a notary act and recording the document.
• Retains the budget records of local Taxing Districts; follows the guidelines set in ORS 294 and ORA 166; accepts the documentation via mail, over the counter, or digitally; uploads the documentation into the digital record program within the correct fiscal year(s); responds to internal and external inquiries.
• Acts as a representative of the Clerk's Office by working collaboratively with coworkers, other division and department staff, other county and state department staff, and stakeholders to maintain an inclusive, positive, and supportive work environment; actively participates in workplace preparedness, safety, and security procedures and planning.

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.

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.

• Explore Clackamas County
• Working for Clackamas County
• Recreation, Arts & Heritage

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.

Learn more about Clackamas County Clerk's Office

Clackamas County only accepts online applications.

Help With Your Application:

• Application Process
• Help with the Application

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or e-mail us. 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

• Request Veterans' Preference
• Learn more about the County's Veterans' Preference

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

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.

James Callahan, Recruiter
JCallahan@clackamas.us