Butte CountyOroville 95965

Plans, coordinates, and directs the day-to-day operations of assigned clerk-recorder or elections projects/programs; acts as a liaison between assigned projects/programs and related functions within the department and county and with federal, state, local, and community agencies as necessary.

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County Clerk-recorder Specialist

Butte County
155 Nelson Ave, Oroville, CA 95965, United States
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Overview

Under general direction, plans, develops, and implements special projects and/or programs for the Clerk-Recorder or the Elections Division; provides technical support, information, and assistance to assigned division within the Clerk-Recorder’s Office; and performs related duties as assigned. 

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from Manager, Clerk-Recorder or designee. Exercises no direct supervision over staff. 

CLASS CHARACTERISTICS

This is the journey-level classification in the County Clerk-Recorder Specialist series responsible for managing assigned clerk-recorder or elections division projects and/or programmatic areas.  Positions at this level perform the full range of duties as assigned, work independently, and exercise judgment and initiative. This class is distinguished from the Senior County Clerk-Recorder Specialist in that the latter manages the more complex projects/programs assigned to the series and provides technical and functional direction over lower-level staff.

Essential Job Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

  • Plans, coordinates, and directs the day-to-day operations of assigned clerk-recorder or elections projects/programs; acts as a liaison between assigned projects/programs and related functions within the department and county and with federal, state, local, and community agencies as necessary. 
  • Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned projects/programs, service delivery methods, and policies and procedures; assesses and monitors workload and administrative systems; identifies opportunities for improvement and recommends to management for approval.
  • Develops, coordinates, and implements projects/programs related to the review, analysis, and verification a wide variety of legal documents and non-judicial filings and indexing and verification of vital records in compliance legal and recording requirements; provides training and guidance on determining the appropriate action to be initiated based upon content of documents.
  • Develops, coordinates, and implements projects/programs related to elections, such as candidate filings, poll workers, tabulation room, elections results verification and reporting, elections audit, school and special district governing board appointments, voter information guide, elected officials guide, Fair Political Practice Commission (FPPC) campaign disclosure, conflict of interest statements, and the Uniformed and Overseas Civilians Absentee Voting Act (UOCAVA) programs; ensures compliance with federal, state, and local laws, codes, rules, and regulations, as well as reporting requirements and professional practices. 
  • Programs and tests election equipment; designs, reviews, and builds electronic voting program for voters with disabilities; builds reports, exports data, and distributes to appropriate parties; leads logic and accuracy testing before the grand jury.
  • Plans, organizes, and coordinates the department's geographic information system (GIS) and specialized mapping programs; updates and maintains data pertaining to address updates, assignments, redistricting, annexations, and reapportionments.
  • Receives, reviews, and accepts passport applications from United States citizens for submittal to the United States Department of State Passport Services; explains requirements and procedures; coordinates and schedules appointments; processes and reviews applications; takes photos; collects processing fees; assembles and logs completed applications.
  • Researches and reviews legislative proposals and new laws or regulations to determine the impact on policies and procedures on assigned projects/programs; develops recommendations for policy and procedure changes and implements upon approval.
  • Performs research and analysis of information and statistical data; discusses analysis and conclusions with management staff and drafts reports; relieves management staff by following up on projects/programs, transmitting information, and keeping informed of pertinent activities.
  • Coordinates assigned projects and programs with other County departments, government agencies, civic and community organizations, and others as appropriate.
  • Provides customer service to the public, community organizations, and other agencies; receives, processes, and responds to escalated questions, complaints, and requests for information; provides information on processes and procedures; interprets and explains applicable federal, state, and local statutes and regulations; coordinates resolution to problems and issues. 
  • Oversees and participates in the calculation, collection, and acceptance of payments of fees; issues receipts; accounts for monies received daily by balancing against records of receipts; records transactions; generates invoice, attaches appropriate documentation, and submits to Auditor-Controller’s Department. 
  • Attends meetings, conferences, workshops, and training sessions and reviews publications to remain current on principles, practices, and new developments in the field of recording legal documents and election services.
  • Performs related duties as assigned.
Minimum Qualifications

Knowledge of:

  • Organizational practices as applied to the analysis, evaluation, development, and implementation of clerk-recorder and/or elections projects/programs, policies, and procedures. 
  • Principles of project/program planning, implementation, and evaluation and logistics with respect to customer service and service delivery.
  • Principles and techniques of research, data collection and analysis, and report preparation.
  • Business arithmetic and statistical techniques.
  • Applicable federal, state, and county laws, codes, rules, regulations, and standards and County and department policies and procedures related to clerk-recorder and elections projects/programs.
  • Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
  • The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
  • Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers, databases, and software programs relevant to work performed.

Ability To:

  • Develops, coordinates, and implements clerk-recorder and/or elections projects/programs.
  • Analyze, interpret, draw conclusions, summarize, and present information and data in an effective manner.
  • Evaluate and develop improvements in operations, procedures, policies, or methods.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
  • Interpret, summarize, and present administrative and technical documents, information, and data in an effective manner.
  • Prepare clear, concise, and complete reports, correspondence, and other written material.
  • Make accurate arithmetic and statistical calculations.  
  • Direct the establishment and maintenance of a variety of filing, recordkeeping, and tracking systems.
  • Effectively represent the department, division, program, and County in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals. 
  • Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
  • Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be:

High school diploma or equivalent GED certificate; and

Five (5) years of increasingly responsible experience receiving, examining, indexing, processing, and recording a variety of legal documents; and/or experience with the election process.

Certifications and Licenses:

  • Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations.
Environmental Factors and Conditions/Physical Requirements

PHYSICAL DEMANDS

  • Mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various County sites; primarily a sedentary office classification although standing in work areas and walking between work areas is required; bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 25 pounds.
  • Depending on assignment, mobility to work in a warehouse environment; ability to lift, carry, push, and pull materials and objects up to 50 pounds, in all cases with the use of proper equipment and/or assistance from other staff.
  • Vision to read printed materials and a computer screen. 
  • Hearing and speech to communicate in person and over the telephone. 
  • Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. 
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