Technical Clerk I - Recorders Office

Steele County

Job Description

Job Title: Technical Clerk I

Department: Recorder

Immediate Supervisor: Chief Deputy Recorder

FLSA Status: Non-Exempt

DBM Rating: B22

Union: AFSCME – Courthouse Unit

Job Summary

Under the direction of the Chief Deputy Recorder and the County Recorder, the Technical Clerk I represents a position responsible for learning, applying and implementing various technical support operations, activities and functions within the department. This classification differs from Office Support Specialists in that the Technical Clerk I is responsible for learning, applying and performing office/administrative functions in implementing operations consistent with statutes, rules, guidelines and department operational procedures.  

Essential Duties and Responsibilities

• Learns, applies and performs operational and technical support functions and activities of the department.  Performs, such duties technical as:
  • Learns and applies departmental operations in the processing of vital statistics and records (i.e. birth and death certificates, marriage applications and certificates).  Records, files and indexes ordinations.
  • Processing passport applications; including taking passport photos
  • Learns and executes the recording of real estate documents. Reviews and approves documents for recording; records, images; and indexes documents; proofs Torrens certificates and memorials.  Posts land descriptions in track index books; verifies the entry of Abstract documents into scanning program.
• Issues employee badges via Salamander software program.
• Assists the public, attorneys, title companies and bankers with real estate transactions, vital statistics or other functions within the department.  Provides information, collects fees, copies documents, and addresses inquiries consistent with department operations and procedures.
• Learns and cross trains in other specialized/technical administrative operations, functions and/or activities within the department. 
• Performs general front desk and/or clerical activities within the department:
  • Entering fees into cash register, calculates, reconciles and balances cash daily.
  • Notarizes documents.
  • Answers department phones and performs customer service duties.
  • Performs other duties of a comparable level or type, as required.

Minimum Qualifications

• High School Diploma or GED
• Minimum of 1 year clerical, secretarial and customer service related duties and responsibilities
• Valid Driver’s License
• Additional certifications and trainings may be required after hire.

Essential Knowledge

• General office practices and record keeping procedures.
• Basic grammar, mathematics and business composition.
• Basic and fundamental understanding of land documents and real estate terminology.
• General office equipment, their use and operation;
• General word processing, spreadsheet programs for data entry/file maintenance, and general computer use and operation.
• Business etiquette and customer service practices.

Essential Skills

• Oral and written communications.
• Providing customer service, support, assistance and information to the public in issuing licenses, processing applications, permits, accepting recoding documents, and the processing of fees or other activities that may be associated with departmental functions.
• Reading, learning, understanding and applying statutes, regulations and guidelines pertaining to departmental recording and documenting activities, functions, and job responsibilities.
• Collecting and recording of fees for licensing, recording or for providing certified copies of documents.
• Performing job assignments requiring considerable attention to detail, accuracy and precision.
• Performing duties requiring customer service orientation, public relation skills, and attention to office etiquette in the exchange of accurate information.
• Operating, using and applying business software, applications or specialized programs used within the department of assignment.
• Operating, using and applying business software, applications or specialized programs used within the office.
• Following department instructions, rules and procedural operations.

Physical Job Requirements (Percentage of Time)

Category: Sedentary Work

• Stand: occasionally (1-33%)
• Walk: frequently (34-66%)
• Sit: continuously (66-100%)
• Use of hands: occasionally (1-33%)
• Reach with hands & arms: occasionally (1-33%)
• Stoop, kneel, crouch or crawl: never
• Talk or hear: continuously (66-100%)
• Taste or smell: never
• Lift & carry: up to 10 pounds frequently (34-66%), up to 25 pounds occasionally (1-33%)

Exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 

Working Conditions

Essential duties and responsibilities associated with the classification involve working in typical county offices and surroundings where there are minimal risks and hazards associated with performing the requirements of the work.  Contact with the public occasionally involves dealing with angry, irate or upset citizens.

This description is intended to describe the kinds of tasks and levels of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

EOE