Recorder-Clerk

Distinguishing Characteristics

Recorder Clerk I

Under general supervision, examine documents submitted for filing/recording and determine compliance with applicable statutes and regulations; identify appropriate recording codes based on document type and purpose; enter data into an automated recording system; maintain archive of official records; determine and collect appropriate fees; and perform related duties, including Clerk and Election functions and activities as assigned.

This is the entry level position within the classification and will initially work under close supervision; incumbents learn and perform a variety of duties related to the recording and filing of legal documents. As experience is gained, assignments become more complex and are performed under more general supervision. This class is alternately staffed with Recorder Clerk II and incumbents may advance to the II-level after gaining experience, demonstrating proficiency, and meeting the qualifications.

This is the entry level in the recorder clerk series.

This is the journey-level position within the classification and will work under general supervision, independently perform a variety of more complex recordings and filings and is able to explain a variety of complex rules and regulations. This is the journey level in the recorder clerk series.

• Examine various documents for sufficiency, completeness and adherence to federal, state and local statutes and regulations.
• Enter information into an automated system for the official record index.
• Provide information to the public regarding the requirements of recordation of legal documents, fees and taxes.
• Perform cashiering services; reconcile and maintain records of charges, fees and other monies received and refunded; deposit funds received; process and balance expenses.
• Prepare written correspondence.
• Copy, prepare and scan records and documents;
  Create archival images and copies.
• Serve as the initial public contact for the office by assisting with the front counter and answering the telephone; answer routine inquiries regarding law and related procedures.
• Accept, process, issue, file and purge affidavits of registration; enter information into an automated system for voter registration maintenance.
• Issue, receive, review and file nomination papers for public office.
• Deposit filing fees and issue receipts;
• Organize materials for distribution to and collection from precincts; ensure adequacy and proper operation of voting equipment.
• Assist in the distribution, receipt and processing and absentee ballots.
• Assist in canvassing results of election.
• Proof printed audio and electronic materials.
• Search office files and records to obtain information for the public; provide copies of Clerk-Recorder/election related materials as appropriate.
• Issue and register marriage licenses; conduct civil marriage ceremonies; file fictitious business name statements, notary oaths and bonds; issue certified copies of vital records and index vital records; and review and file professional license applications; other clerk filings as necessary.
• Receives, opens, sorts and processes mail. Duties may also include verifying recording, statistical and financial data, maintaining and working with confidential information.
• Ordering supplies and equipment.
• Performing other related work as required.

• Examine more complex documents for sufficiency, completeness and adherence to federal, state and local statutes and regulations and ordinances.
• Explain the application codes, statutes and regulations specifying actions to be taken as a result of information provided.
• Validate official record index accuracy; amend and update databases as required, without supervision.
• Run month-to-date and year-to-date system audits.
• Maintain logs, files and statistical information pertaining to documents processed.
• Assist in training.
• Complete routine fiscal reporting.

Codes, policies and procedures regarding the recordation of legal documents; computer applications related to…