Deputy Director of Clerk-Recorder Services (Open Until Filled)

Applications will be accepted continuously until otherwise noted and the list will be used to fill current vacancies in this classification. 

Under general direction, plans, organizes, and oversees the functions of the County Clerk-Recorder Services Division of the County Clerk-Recorder and Registrar of Voters Office; provides complex and responsible support to Assistant County Clerk-Recorder/Registrar of Voters in areas of expertise; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the County Clerk-Recorder and Assistant County Clerk-Recorder/Registrar of Voters. Exercises direct supervision over management, professional, and administrative support staff.The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed in various divisions/departments. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.

• Plans, manages, oversees, coordinates, and assists with the daily functions, operations, and activities of the County Clerk-Recorder Services Division, including the recording system development/deployment, electronic recording system management and oversight; directs the County’s professional registration system; serves as the Custodian of Records for access to California Department of Justice fingerprint and background check program.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the division; continuously monitors the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
• Participates in the development, administration, and oversight of division budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
• Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with County specifications and service quality.
• Administers, manages, and oversees the use and operation of the Real Property Recording and Vital Record Retention enterprise system, and the Electronic Recording/Department of Justice Portal system; configures and reviews user account and access; maintains security awareness of the systems including management of access controls and audit logs.
• Oversees the operations of the records management program, document imaging system, and records preservation and destruction; sets and ensures legal compliance retention schedules for county records; develops and updates records retention policies and procedures; researches county documents, historical information, and other information as needed; attests, indexes, and files all legislative actions.
• Computes complex fees and taxes for the recording of official records and Clerk filings; examines and records official records and maps ensuring compliance with state statutes.
• Ensures compliance with the Public Records Act, the Freedom of Information Act, and the Brown Act; reviews and monitors legal requests for records.
• Performs and oversees the examination and filing of environmental California Environmental Quality Act (CEQA) filings and notices as mandated by the California Department of Fish and Wildlife.
• Demonstrates sensitivity to and understanding of historically used restricted covenants affecting minority populations and works with industry partners to develop mitigation measures that remediate past practices.
• Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; presents reports to various commissions, committees, and boards.
• Conducts a variety of organizational and operational studies and investigations; recommends modifications to assigned programs, policies, and procedures, as appropriate.
• Serves as a liaison for assigned functions with other County departments, divisions, and outside agencies; provides staff support to commissions, committees, and task forces as necessary.
• Attends and participates in professional group meetings; stays abreast of legislative changes impacting recordation and retention of documents; research emerging products and enhancements and their applicability to County needs.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action.
• Directs the establishment and maintenance of working and official division files.
• May represent the Assistant County Clerk-Recorder/Registrar of Voters in their absence.
• May provide assistance or relief to other divisions within the department as assigned.
• Ensures staff compliance with County and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

Knowledge of:

• Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management.
• Principles and practices of budget development and administration.
• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
• Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned area of responsibility.
• Principles and practices of contract administration and management.
• Recording codes and legal documents commonly submitted for recording.
• Methodology and standards relating to real proper recording.
• Current and anticipated legislation that may impact operations.
• Policies and practices related to administering and issuing vital records.
• Techniques for effectively representing the County in contact with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• County and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, oversee, and assist with the management of the staff and operations of the County Clerk-Recorder Services Division.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards.
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
• Provide administrative, management, and professional leadership for the division.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Comprehend and explain complex laws, regulations, and policies.
• Analyze situations accurately and adopt an effective course of action.
• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Analyze, interpret, summarize, and present technical information and data in an effective manner.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Effectively represent the division and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Direct the establishment and maintenance of a variety of filing, record-keeping, and tracking systems.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to a bachelor’s degree from an accredited college or university with a major in business or public administration, government, or a closely related field and five (5) years of increasingly responsible administrative and/or managerial experience performing professional, supervisory, and/or management work within a California County Clerk/Recorder, and/or Elections department, including experience performing and/or supervising professional level recording and/or elections staff and responsibilities.

Licenses and Certifications:

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS
Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.
 
Only qualified applicants who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Of those passing the initial assessment, only the top 15 will move forward to the appraisal panel. Passing score is 70% out of 100% on each assessment section.  If only one assessment is conducted, the weight for that assessment will be 100%.

THE ASSESSMENT (100%) WILL BE CONDUCTED ON AN AS-NEEDED BASIS.

To move forward in the application process, you must complete an online application through our website https://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-8685. Please attach a copy of your unofficial transcripts (indicating when degree was awarded), licenses, and certificates to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.  
 
For an open recruitment, applicants claiming veteran's preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return. 
 
PLACEMENT ON THE ELIGIBLE LIST:
The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight.  The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.
 
Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.  
 
PRE-EMPLOYMENT MEDICAL REQUIREMENTS:
As a condition of employment with the County of Madera, a candidate must submit to a Tuberculosis (TB) screening, and related follow up testing as necessary. Designated classifications* are also subject to a medical examination, which includes a review of medical history. TB screenings and medical exams are administered by the Madera County Public Health Department and/or health care professional designated by the County. 
 
Designated classifications required to submit to an employment medical examination generally include those that are physical in nature or as may be required by law. If you have any questions about the pre-employment requirements, please contact the Department of Human Resources at (559) 675-7705 or hr@maderacounty.com.
 
ELIGIBILITY FOR EMPLOYMENT:
You will be required to submit verification of your identity and citizenship or legal right to work in the United States at the time of and as a condition of an offer of employment.

As a condition of employment, all prospective employees shall be required to be fingerprinted.

EQUAL EMPLOYMENT OPPORTUNITY

Madera County does not discriminate on the basis of race, color, religion, sex, gender, gender identity, gender expression, transgender status, national origin, age, disability (physical or mental), medical condition, pregnancy, genetic information, ancestry, marital status, sexual orientation, veteran or military status, political affiliation, or any other basis protected by Federal or State law.

Salary : $100,246 - $123,290