Deputy Recording Clerk Senior

Purpose of the Job

The purpose of this position is to receive and review official documents to determine appropriate actions based upon knowledge of Statutory and regulatory requirements. This position maintains the County Voter Registration of active and inactive voter listings and processes and maintains record of official documents, voter registration forms and early ballots.

This position also provides customer service and performs historical research of various public records in the County Recorder’s Office (CRO).

This position does not supervise other employees.

TIME SPENT

20%

• Conducts special research and analysis projects, summarizes data and generates reports.
• Provides customer service; responds to requests for information; updates, retrieves and releases information according to procedures and refers matters requiring policy interpretation to supervisor for resolution.

20%

• Maintains accounting and transaction records and filing systems; enters cashiering data into computer systems; invoices for and receives payments; processes transactions; updates accounts and balances receipts.

15%

• Enters information into computer system programs to initiate actions based on documents received and applies proper codes and indexing information resulting from review of the documents.
• Performs document scanning and processing; scans document images in accordance with State, Federal and County quality standards.

15%

• Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.
• Reviews documents for validity and accuracy of information and record; files, sorts and distributes official documents and voter registration cards.

15%

• Maintains complex voter registration database.
• Manages all phases of printing and mailing of voter materials. Assists in all phases of mailing and receiving ballots.
• Assists the Chief Registrar of Voters in planning, organizing and preparing for upcoming elections.

15%

• Verifies signatures on early ballot affidavits, candidate petitions and provisional/conditional provisional ballots within specified time frames as required by Arizona Revised State Statutes.
• Prepares early ballot distribution for all Elections.

15%

• Performs other duties as assigned.

This position has no responsibility over any types of budget.

This position does not have project responsibilities.

This position explains County procedures or processes.

This position creates or edits documents, internal memos, emails and reports.

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

Regularly (More than 55% but less than 70% in a year)

High School Diploma or GED with additional specialized or technical training courses.

Four (4) years Recorder’s Office experience or general office work; or equivalent combination of education, training and experience.

Arizona Secretary of State Election Officer Certification and Handwriting Verification Certification.

Must possess and maintain a valid Driver’s License.

Applicable Federal regulations, Arizona Revised Statutes and Elections Laws, including A.R.S. Title 16, and the National Voter Registration Act of 1993; recorder’s office policies, procedures and regulations and the Arizona Secretary of State Elections Procedures Manual; accounting and bookkeeping principles and methods; imaging production equipment, techniques and quality standards; basic record keeping practices; customer service standards and protocols.