Recording Clerk I

Performs specialized clerical work including general office duties geared toward providing high quality customer service in the following areas: Recording, Cashiering, Indexing, Verifying, Official Records, Marriage License, Passport Acceptance Agent, and Tax Deeds.  Employees undertake a wide range of duties and are expected to be cross trained to learn and fulfill the requirements of more than one job. Work is performed in accordance with established rules, policies, and statutes.   Employees are directed to seek advice on matters not specifically covered, clearly defined, or easily located in instructions, guidelines, operating procedures, etc.  

Essential Job Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.   Other duties may be required and assigned.

• Provide excellent customer service to internal and external customers.  Customer base consists of the public, local and state governmental agencies, attorneys, title companies, and employees of the Clerk’s office.
• Demonstrate ability to become familiar with the Clerk’s website, CollierClerk.com.
• Participate in training sessions designed to improve the skills necessary to empower the public to access information electronically.
• Recording: Assists public and outside agencies at the counter as well as telephone inquiries, explaining fees and methods of recording.  Receives documents such as deeds, mortgages, affidavits, satisfactions, and liens for recording.  Reviews them for accuracy, completeness, and appropriateness prior to scanning.  Follows procedures to input Data from Recorded document images to create a consistent alphabetical look up table for the Official Records.  Records time, date, assigns file numbers, assures documentary stamps are affixed and issues payment receipts. Processes mail for document returns. Transfers liens to security and accepts payments into the Clerk’s Registry.
• Cashiering: Process cash/check receipts and accepts payment for Department related fees. Responsible for balancing receipts, cash till, checks and preparing bank deposit at end of each day.  
• Verify:  Assures the Recorded documents are scanned properly, in correct order, checks for missing pages, makes sure images are as clear as possible and confidential information is redacted. Verifies documents have been recorded and indexed correctly.
• Official Records: Assists Public and outside agencies at the counter, on the telephone and internet inquires for Official Record searches, obtaining copies and Certifying copies.        Perform Official Records searches from computer images and microfilm.  Prepare Clerk’s certificates and correspondence to requests made by the public.  
• Marriage: Process Marriage applications, Issue Marriage Licenses, solemnize Marriage ceremonies, Complete Marriage Certificates, Record and Make Certified copies.  Send originals to the US Department of Vital Statistics monthly in accordance with the Florida Statutes.
• Passports:  Accepts Passport applications for the US Dept of State in accordance with Passport Acceptance Rules and Regulations.  Prepare transmittals and send Originals to the US Dept. of State daily. Take required annual passport training and pass exam for annual certification.
• Home Solicitation Permit: Issue Home Solicitation Permit per Florida Statutes Chapter 501.
• Tax Deeds: Processes Tax Deed Applications, Prepares files, legal notices, mailings, sheriff services, spreadsheets, Tax Deeds, and disbursements requests.  Schedules & conducts public tax deed auctions, collects, and receipts fees and sale proceeds.   Balances monthly spreadsheets to Clerk’s accounting reports.

• Other duties as assigned.
• The Collier Clerk values the team building benefits of regular in-person onsite collaboration.

Job Requirements:

Education and Experience:

• High school diploma or GED equivalent; bilingual ability is desirable.

Knowledge, Skills, and Abilities:

• Florida Statutes, Department of Revenue Rules pertinent to area(s) of assignment.
• Legal documents recorded, recording requirements, and Indexing rules.
• Office procedures, methods, and equipment.
• Cashiering operations, collection documentation and procedures.
• Clerk’s programs, functions, departments, and services to appropriately respond to service requests.
• Clerk record keeping systems, practices, and procedures.
• US Department of State guidelines for Passport Acceptance.