Recording Examiner

The Recording Examiner performs a variety of technical and administrative duties within the Recording Division of the Auditor’s Office, ensuring compliance with Washington State recording laws and federally mandated regulations. This position is responsible for reviewing and processing legal documents for recording accuracy and statutory compliance, assisting the public with recording and filing procedures, and collecting various fees related to recordings, licenses, and passport services.

The Recording Examiner exercises independent judgment in applying established policies, procedures, and legal requirements while delivering professional and efficient customer service. This role collaborates closely with coworkers, county departments, external agencies, and the public to support effective service delivery for Clallam County.

• Perform a broad variety of complex and specialized clerical, technical, and accounting activities for the Recording Division of the Auditor’s Office, maintaining confidentiality of information consistent with applicable federal, state, and county rules and regulations.
• Interact with customers, employees, staff, and the public to record documents, resolve problems, answer questions, and provide information and other services related to the Recording Division.
• Assist the public by researching information needed, solving complex issues, submitting documents for final processing, and determining the elements needed to conduct a rightful transaction of any type.
• Process documents recorded and filed with the Recording Division in accordance with legal requirements and regulations.
• Verify documents received by utilizing appropriate reference manuals and materials to determine legal qualifications and ensure accuracy and completeness.
• Confirm recording and licensing revenues due and to be paid by citizens; assess filing and recording requirements as well as fees needed.
• Accept and process applications and payments for passports, marriage licenses, process server licenses, pawn broker’s licenses, etc.
• As a certified acceptance agent for the Seattle Passport Agency, keep current on all new rules regarding passport issuance.
• Attend and complete all required training to remain certified.
• Operate cash drawer and balance on a daily basis; prepare reports as required.
• Index and scan document images into the online county system, complying with rules and regulations.
• Assist with a variety of off‑counter work, including but not limited to recording documents and responding to correspondence submitted by mail or electronically for processing.
• Establish and/or maintain a variety of records, files, and reports from a variety of materials requiring considerable knowledge of recording practices and procedures; search files and retrieve information.
• Plan and arrange own work sequence, routines, and filing systems.
• As assigned, in the manager’s and lead’s absence, audit daily balances; balance cash, prepare and make deposits, and submit reports; determine priorities as necessary and check completed and in‑process work for accuracy.
• As time and budget permits, attend annual recording conferences, user groups, and trainings.
• As time permits, assist with election and voter registration activities and/or other divisions of the Auditor’s Office during peak periods.
• Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents; uses all required safety equipment.
• Duties as assigned.

Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description.

High school diploma or general education degree (GED), preferably with some coursework in general office procedures such as word processing, simple bookkeeping and filing. To perform this job successfully, an individual must have a great deal of computer knowledge and ability. Ability to become a Certified Acceptance Agent by the U.S. State Department.