Deputy Recording Clerk

Purpose of the Job

The purpose of this position is to facilitate the process of receiving and reviewing official documents, while under close supervision, 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.

• Conducts special research and analysis projects, summarizes data and generates reports.

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.

20%

• 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.

20%

• 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.

20%

• 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.
• Prepares early ballot distribution for all Elections.

20%

• 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.

Always (More than 85% in a year)

Minimum Education/Directly Related Experience Required

Arizona Secretary of State Election Certification and re-certification every two (2) years; employees who do not hold this certification must attend the Arizona Secretary of State Election Certification training and pass the certification examination at the first scheduled training session available.

Signature verification training: employees must attend one signature verification class along with refresher classes as necessary.

Must possess and maintain a valid Driver’s License.

Customer and personal service; excavation; grading; compaction; traffic control procedures; landfill safety operations and handling of hazardous materials.

Skills necessary to perform semi-skilled road construction and maintenance activities and operating heavy equipment, machinery and vehicles.…