Deputy Clerk – Recording Specialist

Immediate Supervisor: Clerk & Recorder

Supervises: None

Pay Grade: $16.69 - $22.53

Hiring Range: $16.69 - $19.62

Status: Part-Time

Classification: Non-exempt

Primary Place of Work: Old Courthouse – 203 Eureka Street; Central City, Colorado

Primary Responsibility:

• Performs a wide variety of complex and specialized technical and administrative work for the Division of Local Affairs, Colorado Secretary of State and Division of Real-estate. Incumbent analyzes, regulates and enforces statutory requirements for all state and federally mandated title and registration laws.

Main Job Duties: (Persons hired in this position must be able to perform all the essential tasks required by the position. The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. Gilpin County retains the right to modify or change the duties or essential and additional functions of the job at any time. Examples of the duties are intended to be illustrative only and are not intended to be all-inclusive or restrictive.)

• Pertaining to recording of documents as an employee follow Colorado Revised Statutes C.R.S. Title 32 and Title 30 and real estate law.
• Assists citizens in recording of real property documents, marriage licenses, accepting funds for liquor licenses, and helps with complex real property searches.
• Acts as an agent for the Secretary of State, Election Division, and stays within compliance with C.R.S. Title 1.
• Assists with the functions of the election process; ensures compliance with statues and rules. Assists the public with informational inquires as to where the departments are located within the county.
• The incumbent works in partnership with other employees, departments/divisions, external entities, and the public in delivering effective and innovative services. Provide holistic services to internal and external customers by seeking ways to integrate programs or services provided by other departments, divisions, and external entities.

General Job Duties:

• Maintain confidentiality of information consistent with applicable federal, state and local rules and regulations.
• Verify cash transactions; prepare deposit and distribution of funds. Balance office revenues against reports.
• Handles complex recording issues and transactions including high-level searches, image exports to the network, and quality control of images. The recording process includes, receiving, indexing and verifying, electronic recording.
• Relating to recordation of documents resolving issues involving customers, financial institutions, and title companies regarding real estate rules and regulations.
• Assists the public operating equipment in the Clerk’s office such as the microfilm reader, microfiche, plat indices, computers, grantor/grantee books, correction books, marriage records, military discharge records, monument records, etc.
• Assists citizens in recording legal land conveyance, liens, easement, marriage license, releases, death certificates and maps in to the County record system.
• Assists the Deputy Clerk to the Board with recording Commissioner’s Minutes and liquor licenses.
• Works with the County Planner to record any address changes, historical minutes, and Planning Commission and property violations.
• Maintains the County property record library and the cataloging of maps, survey deposit, plat maps, historical map index and monument records.
• Prepares plats affixing assigned labels and book index, scans plats and places the recorded document into the County public computers.
• Copies new monthly images and places information on a disk to send to various venders.
• Complies with the National Voter Registration Act. Provides necessary information and forms to the public that is required for voter registration.
• Assists the public in completing election forms including but not limited to: voter registration, change of address, ballot instructions and voting on the election equipment.
• Follows the Secretary of State rules regarding securing the election database and the approved Security Plan when performing election duties.
• Attends trainings, conferences and webinars as necessary to learn new procedures.
• Serve in a supporting role to other activities in the Clerk & Recorder Department including but not limited to cross training and support in Elections functions and the Motor Vehicle functions.
• Performs other duties as assigned by the Clerk and Recorder and/or Chief Deputy Clerk.

Public Relations/Communications Duties:

• Serve as a representative and maintain compliance between the Department of Revenue, Secretary of State, Department of Real Estate and the County of Gilpin.
• Meet and confer with customers to explain departmental plans, programs, functions, policies and procedures. Assist departmental staff in preparing and coordinating reports as required. Answers letters of inquiry and talks with customers. Maintain liaison with other departments.

Miscellaneous Duties:

• Operate a personal computer utilizing applicable software as well as other types of internal file maintenance programs to create concise and accurate correspondence to dealers, financial institutions, taxpayers, attorney’s, county officials, co-workers and other County personnel as well as to enter, store and retrieve data when necessary. All data, documents and entries must be verified for total accuracy. Summarize data in preparation of required reports.
• Identify and recommend improvements in divisional and departmental operations to ensure support functions are efficient and cost effective. Take proper safety precautions, anticipate unsafe circumstances and act accordingly to prevent accidents. Use all required safety equipment.
• Serve in a supporting role to other activities in the Clerk & Recorder Department including but not limited to Elections functions.

Independence of Action:

• Works under the general direction of the Clerk and Recorder and Chief Deputy. Meets with Clerk and Chief to establish overall goals and objectives. Exercises considerable initiative and judgement in meeting assigned objectives and implementing department/division operations, services and programs. Work is reviewed for compliance with established procedures, conformance with policy and technical accuracy. The Clerk and Chief Deputy are informed of progress and potentially controversial matters and areas of far-reaching implications. Completed work is reviewed from an overall standpoint of meeting department/division goals and in providing acceptable service levels to the County. Inadequate customer service in all areas could result in inconvenience and frustration for citizens, missing or lost documents, non-negotiable Colorado titles and/or registration, inaccurate records, revenue collection, recording errors and distribution errors.

Working Relationships:

• The worker’s primary contacts are with the public, departmental/divisional co-workers and supervisors, Colorado Department of Revenue staff, Secretary of State, Department of Real Estate, dealerships, financial institutions, title companies, private sector businesses and other governmental agencies in giving and receiving factual information or providing assistance in following procedures to provide service.

Personnel Management Responsibility:

• None

Knowledge:

• Advanced knowledge of computers and modern office practices and procedures. Advanced knowledge of vocabulary, grammar, punctuation and spelling. Considerable knowledge of simple accounting, financial recordkeeping and bookkeeping principles and techniques. Advanced knowledge of systems related to Motor Vehicle and Recording office operations. Advanced knowledge of statutes, rules and regulations as they pertain to the registration and titling of vehicles and property records in the State of Colorado.

Skills:

• Skill in understanding and responding to customer needs. Skill in the operation of a personal computer including applicable software, telephone, 10-key calculator by touch, facsimile machine, printer, copier and electronic devices associated with elections. Skill in performing mathematical computations. Skill in typing at least 25 WPM with accuracy. Skill in using both alphabetical and numerical filing systems and retrieving data.

Abilities:

• Ability to handle confidential information; work from broad direction with limited supervision; make complex and varied arithmetic computations and tabulations rapidly and accurately; maintain a variety of financial records and files; work accurately and productively with frequent interruptions and deadlines; work well with culturally diverse people; establish and maintain effective working relationships with other employees, supervisors, other agencies and the public; work well with varied and demanding people; communicate clearly and concisely in English, verbally and in writing; organize activities in order to complete tasks in accordance with priorities, address multiple demands or meet deadlines; organize task and working environment to maximize efficiency; focus attention on task which may be complete routine or repetitive without losing concentration or becoming distracted by external activities; adapt to interruptions, equipment failures, unusual demand or changing priorities; read, understand, and apply technical manuals, complex analytical methods and research reports; employ and enforce safety procedures and policies; handle stressful situations; and understand and follow written and oral instructions and procedures.

Qualification Requirements:

• Education: High School graduate or equivalent; or any equivalent combination of education and training that would provide the required knowledge and skills to perform the job. Some college level coursework in business or public administration is preferred.
• Advanced knowledge of vocabulary, grammar, punctuation and spelling.
• Considerable knowledge of simple accounting, financial recordkeeping and bookkeeping principles and techniques.
• Advanced knowledge of systems related to Motor Vehicle and Recording office operations.
• Advanced knowledge of statutes, rules and regulations as they pertain to the registration and titling of vehicles and property records in the State of Colorado.
• Computer knowledge: Microsoft Office, including Word and Excel with the ability to learn new programs.

Ability to:

• Learn and understand electronic voting systems.
• Able to operate; telephone, 10-key calculator by touch, facsimile machine, printer, copier and electronic devices associated with elections.
• Skill in performing mathematical computations.
• Skill in typing at least 25 WPM with accuracy.
• Skill in using both alphabetical and numerical filing systems and retrieving data.
• Organize work, set priorities, meet critical deadlines and follow up on an assignment.
• Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; listen; deal with people beyond giving and receiving instructions; and speak to people with confidence.
• Establish and maintain courteous and effective working relationships with employees, the public and other agencies.
• Read a variety of correspondence, forms, reports, statutes, etc.
• Use independent judgment and critical thought to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists and to interpret a variety of instructions furnished in written and oral form.
• Develop and modify work procedures, methods and processes to improve efficiency.
• Screen communications and, based on content, handle independently or route to proper source with the ability to exercise independent judgment.
• Understand and follow moderately complex oral and written instructions.
• Must pass background check, including criminal.

Certifications and Training:

Ability to obtain:

• Training by the Secretary of State’s Office concerning the State of Colorado Revised Statutes, Title 1, election laws and other relevant statutory references to the election process; Secretary of State rules and regulations as directed by statute; Federal election laws as applicable including, but not limited to, The Help America Vote Act of 2002 and the National Voting Rights Act of 1993; thorough understanding of election cycle statutes and rule.
• Training on the Dominion voting system which includes but is not limited to the scanning of ballots and the tallying of the ballots on Election Day.
• Colorado Election Official certificate.
• Must possess FEMA ICS 100 and 700 certifications within six (6) months of employment.

Mental/Physical Requirements:

Ability to:

• Reach, grasp, handle, stoop, kneel, and bend in order to place and retrieve stored information such as files, forms, reports and equipment.
• Physically operate a variety of equipment such as computers, typewriters, copiers, facsimile machines, document cameras, microfilm and microfiche readers and printers, etc.
• Exert up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to move objects.
• Concentrate and pay close attention to detail with frequent breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.
• Perform without additional assistance, all physical movements necessary for office administration.

Experience:

• Two years working in the real-estate environment. Two years working in a financial institution

OR

• any equivalent combination of training and experience that provides evidence that the applicant possesses the necessary applicant traits.

The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.

Benefits for Part Time and Temporary Employees:

Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.

Retirement: As a part time or temporary employee you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.

Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.

Job Type: Full-time

Pay: $16.69 - $22.53 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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