Recording and Elections Specialist I

SUMMARY 

Performs specialized, multifaceted, varied duties of complexity involving recording, indexing of legal, and other documents, elections, voter registration, processing of passport applications and processing marriage license applications. Responsibilities include handling a wide range of technical work related to recording and elections requiring specific knowledge of policies, procedures, terminology and governing laws related to recording and elections. An employee in this position will be required to utilize discretion and judgment in the application of departmental guidelines and governing laws and regulations to perform assigned tasks. Work is performed under supervision with little or no instruction as to manner of performance.

(Illustrative Only. Any single position in this classification will not necessarily involve all the listed duties below and other positions will involve duties which are not listed. These duties represent the essential functions needed of persons in this classification.)  

1. Record and process various forms, documents and real property instruments as per statutory requirements for recordation. Review documents for proper requirements for recording. Indexing of daily recordings. Catalog all recorded materials based on document type and sub-type.
2. Process voter registration both online and voter registration cards.
3. Assists with all aspects of elections. Requires working long hours on an election day sometimes under stressful conditions.
4. Utilizes elections and recording software to access and update various files and programs. Perform complex filing and recordkeeping duties.
5. Accept and process passport applications. Review applications for completeness and be knowledgeable in the information required as per passport agency requirements.
6. Process marriage license applications. Issue certified copies as requested.
7. Aids the public via counter, telephone, or electronic means with questions regarding regulations regarding recording, elections, passports and marriage licensing. Requires knowledge of departmental and regulatory policies, procedures, services and statutory requirements for recording, elections and passport acceptance.
8. Assists with Board of Property Tax Appeals.
9. Handles dissatisfied individuals by identifying questions or problems and offering assistance.
10. Develop and maintain effective, harmonious, and reasonable work relationships with co-workers.
11. Maintain regular and predictable work attendance.
12. Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty in a satisfactory manner with minimum errors. The duties are essential functions requiring the critical skills and expertise needed to meet job requirements. The requirements listed are representative of the knowledge, skill, and/or ability required. Considerable knowledge of filing systems including alphabetical, numerical and chronological; business English, spelling and punctuation; general complex office practices and procedures; and recordkeeping is required.  Must possess the ability to analyze documents presented for recording.  Must be knowledgeable in recording law, statutes and practices including document titles and types, and content requirements based on document types. Interprets statues and administrative rules relating to all facets of elections and passport acceptance agency regulations. Excellent public relations skills and ability to remain calm, professional, and friendly in adverse situations is required.

EDUCATION AND EXPERIENCE

High school graduation or equivalency; and two (2) years of experience in real estate, title company, law office, or loan/escrow processing work with preparation of documents to be recorded; elections experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and ability to perform the above-described duties.