Recording and Records Management Specialist

Position Summary
Responsible for managing recording and land use records by operating specialized databases to process, index, and preserve public documents in compliance with Colorado law. Ensures accuracy, interprets recording statutes, reviews legal documents, and issues marriage licenses while submitting required reports to the state.

Job Responsibilities

• Collect, track, and reconcile recording and documentary tax fees per state requirements
• Perform daily/weekly financial reconciliations, including receipt verification
• Manage invoicing, payments, subscriptions, and FTP accounts
• Maintain quality control of indexed records and historical land records (e.g., deeds, liens, plats, marriage licenses)
• Process and review documents for compliance; accept or reject as needed
• Review images for accuracy and ensure proper redaction of sensitive information
• Assist the public and professionals with recording procedures and research tools
• Prepare and distribute required reports to agencies and subscribers
• Support other Clerk and Recorder functions, including elections and interdepartmental collaboration
• Maintain professionalism, confidentiality, and complete additional duties as assigned

Minimum Qualifications, Knowledge, and Skills
Level I

• Up to 1 year of customer service or related experience
• High school diploma or GED required; higher education preferred
• Basic knowledge of land or real estate records helpful
• Valid Colorado driver’s license required

Level II (in addition to Level I)

• 1–3 years of experience in recording or a related field
• Participation in professional development or industry meetings

Level III (in addition to Level II)

• 3 years of experience with ability to manage operations independently
• Training in Public Trustee procedures, liens, title research, closings, and mining claims

Knowledge Of

• County policies and administrative procedures
• State and federal laws related to public records
• Records management and retention standards

Skills

• Applying laws and procedures accurately
• Managing multiple tasks in fast-paced environments
• Communicating effectively with diverse audiences
• Following instructions and maintaining strong working relationships
• Using standard software and specialized databases

Physical Demands / Work Environment

• Primarily office-based work

Interested? Apply today!