Recording Clerk Senior

Prineville, OR

Department:     County Clerk’s Office

Reports To:       County Clerk

Classification:   Non-Exempt

Salary:              $18.71 - $19.85 Hourly

Summary 

Under limited guidance of the County Clerk this position is mostly independent without significant direction of the County Clerk and must adhere to all state and federal laws, rules, processes and procedures, as well as all Crook County Codes and County policies and procedures. In January 2017, the Department of Homeland Security has declared the electoral system as “critical infrastructure”.  The election process and infrastructure are now a priority within the National Infrastructure Protection Plan. This reflects the importance and critical nature of the election process. 

There is a high level of customer and public contact. The Recording Clerk Senior must have the ability to form and build good working relationships. This position performs a variety of duties that are complex in nature and is the first responder assisting customers; records, files and archives land, County Court, military, etc. documents; issues Marriage Licenses & Domestic Partnership Certificates; maintains records; passport acceptance agent; performs notarial services; and assists with elections and Board of Property Tax Appeals as needed. An Oath of Office will be taken by the Recording Clerk Senior in order to perform the job duties as a Recording Deputy under the authority of the County Clerk. The Recording Deputy is responsible for creating the permanent records that are kept within the office and off site, as required by Oregon Revised Statutes and Oregon Administrative Rules. The Recording Deputy must adhere to all state and federal laws, rules, process and procedures, all Crook County Codes, and county policy and procedures. Quality and accuracy of work is critical.  An error in the recording process is critical, as there are no audits for recording only edits of data entry. Once recorded, a document cannot be “unrecorded”. This could cause great detriment to the county and community. This position is also responsible for the general operation of the Clerk’s Office, order and maintains general and specialized office supplies and equipment.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.       

  • Provide efficient and friendly service. Process all recording related requests and questions with accuracy and attention to detail. This information can come in a number of formats including photos, film, paper or digital.
  • Assists public, co-workers, other departments, agencies and supervisor via front counter, phone, email and mail in all public records requests, research requests and questions; perform data entry; cashier and collect fees for all recordings, filings and services provided. Direct customers to other appropriate county departments, when necessary.
  • Keeps current with trends and developments related to essential job competencies and duties.
  • Interpret and implement Oregon Revised Statutes and Oregon Administrative Rules governing recording.
  • Accept and process and protect all non-confidential and confidential records on a daily basis. Review and recognize recordable documents and determine if all statutory elements necessary for recordation are present. There are over 850 types of recordable documents that are allowed by Statute.
  • Keep confidential records according to Oregon Revised Statutes and by Federal Passport Regulations. Disclosure of records would greatly impact the county and external customer relationships.
  • Consults with County Clerk and County Counsel regarding statutes and administrative rules affecting division operations along with all new recording related legislation.
  • Develop and implement programs, policies and procedures to meet legal requirements.
  • Ensure all statutory deadlines and timelines are met.
  • Scan into permanent record and index required data into the appropriate computer software indices; Microfilm will be created from these images for archiving purposes. The Recording Deputy is responsible for creating this IMPORTANT and clear record. 
  • Transfer (FTP) recorded documents daily to various customers.
  • Update subdivision, plat and boundary adjustment log books
  • Edit historical data to ensure accuracy and that indexing is complete; ensure great attention to detail, as all documents recorded/scanned are permanent records.
  • Archive all records for permanent retention per statute and administration rule requirements.
  • Passport Acceptance Agent – Federal Appointment.  This responsibility handles highly sensitive and confidential information. Designated to accept and executive passport applications on behalf of the US Department of State. Must obtain, within 6 months of hire date, and maintain Passport Acceptance Agent Certification.  Passport Agent recertification is annually.
  • Process applications, determine eligibility of applicants and issue marriage licenses
  • Administer oaths’ of office for elected/appointed positions, marriage licenses, and passport applicants and witness applicant’s signature
  • Assist with election processes including but not limited to: assist the public with voter registration; assist County Clerk and Election Deputy when needed.
  • Collect and administer fees for other agencies.
  • Develop, revise and maintain databases and procedure manuals for recording and office management purposes.
  • Provide the public with information concerning the Property Tax Appeals process and deadlines.  Accept and file Property Tax Appeals Petitions.
  • Post daily receipts, generate reports, deposit monies (possibly as much as $500 in cash) with Treasurer, reconcile receipting reports with Treasurer’s general ledger reports
  • Monitor recording accounts. Maintain and prepare monthly bookkeeping invoices and monthly billing for our state and local agencies.
  • Notary Public commissioned by the State of Oregon to provide Notarial services to county offices and to the public.  Must obtain Notary commission within 6 months of hire and renew upon expiration every 4 years.
  • Order and maintain office supplies, passport forms and supplies, marriage/domestic partnership forms and information; assembles marriage/domestic partnership packets
  • Ensure office machines receive regular maintenance
  • Evaluate and recommend office equipment purchase or replacement

Competencies

  • Ethical Conduct and Practice
  • Technical Capacity
  • Problem Solving/Analysis
  • Performance Management
  • Business Acumen
  • Communication Proficiency Personal Effectiveness/Credibility

Supervisory Responsibility 

This position has no supervisory responsibilities

Work Environment

This job operates in a professional office environment with storage rooms and vaults. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Occasionally requires walking to and from other County buildings in various weather conditions.

Physical Demands

Must have the ability to remain in a sitting or standing position for extended periods of time. There is some occasional lifting of historical record books, storage boxes or ballot boxes of approximately 30 pounds and some ladder usage.          

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m.           

Travel

Some travel is expected for this position for training or conferences.

Required Education and Experience

  • High School diploma or equivalent.
  • Minimum of 1 year office experience.
  • Notary Public commissioned by the State of Oregon or must be able to obtain within 6 months of hire.
  • Must be able to obtain Passport Acceptance Agent Certification within 6 months of hire.

Preferred Education and Experience

  • Experience involving the recording of legal documents.

Additional Eligibility Requirements

  • Able to complete a thorough employment and/or criminal history check.
  • Able to successfully pass a pre-employment drug test (not required for all positions).
  • Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions).
  • This position is not considered to be a safety sensitive position. 

Safety Sensitive Requirements

  • This position is not considered to be a safety sensitive position. 

AAP/EEO Statement

  • This position is ‘at-will’, and either Crook County or the employee may terminate the relationship at any time with or without cause.
  • Crook County is an equal opportunity employer

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.