What are the responsibilities and job description for the Recording Clerk position at Santa Fe County NM?
Under the direct supervision of the Records Manager, conducts administrative tasks and assists customers with requests
Work is generally performed in an office, or warehouse setting and in the field, in varied weather conditions. Work schedule will include evening, weekend, and irregular hours during peak recording and election cycles. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. Clarity of vision at short distance is required. May be required to lift up to 50 pounds. Occasional interaction with hostile, violent, or offensive individuals. May be subject to CRTs, VDTs and UV rays.
Conditions Of Employment
Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.
- Reviews documents ensuring that all necessary signatures and information are included.
- Records and indexes documents in the appropriate format and in the proper order; scans images; enters and verifies data.
- Provides prompt and courteous service for the public, including issuing marriage licenses; conducting informal real estate and legal document searches; duplicating documents; and answering inquiries from the public, abstractors, lawyers, surveyors and banks.
- Learns and ensures compliance with the provisions of New Mexico statutes and codes as they relate to recording and management of public records.
- Provides assistance to Probate judge as requested.
- Coordinates with procurement staff in budget and contracts regarding public records and research.
- Promptly responds to e-recordings, telephone calls, written communications, and email; answers the telephone promptly, transfers calls and takes messages.
- Collects money for services rendered, provides receipts, and balances on a daily basis; transcribes correspondence and information onto documents; and prepares billing statements for title companies.
- Covers the front kiosk informational center and greets and assists visitors.
- May serve as Notary Public with corresponding responsibilities.
- Trains in comparable duties with other administrative staff and performs administrative functions and tasks throughout the County Clerk’s Office, including the Bureau of Elections, Recording, and Records Divisions.
- Collects ballot boxes and assists poll workers during elections; assists as needed during election season.
- Basic knowledge of office procedures and practices and the functions of public service offices; of record-keeping and the preparation of correspondence; of basic office equipment; of filing systems; of English language usage; and of basic arithmetic.
- Ability to learn the New Mexico Election Code and procedures in order to answer voters’ questions and operate properly during elections.
- Ability to learn office procedures and equipment including basic office machinery and word processing.
- Ability to perform administrative tasks accurately and rapidly.
- Ability to communicate effectively, both verbally and in writing; and the ability to follow verbal and written instructions.
- Ability to work independently and with others, maintaining a professional attitude with the public, co-workers and County officials.
- Ability to meet deadlines and performance metrics.
- Ability to understand technical terms, words and phrases.
- Ability to self-organize and perform detail oriented job duties.
- Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment or ability to learn such skills.
- Skilled in providing effective customer service.
- High school diploma or equivalent and;
- Any combination of college education, work experience, or training in an office or retail environment totaling three (3) years.
Work is generally performed in an office, or warehouse setting and in the field, in varied weather conditions. Work schedule will include evening, weekend, and irregular hours during peak recording and election cycles. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. Clarity of vision at short distance is required. May be required to lift up to 50 pounds. Occasional interaction with hostile, violent, or offensive individuals. May be subject to CRTs, VDTs and UV rays.
Conditions Of Employment
Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties.