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Recording Specialist

Company: Arapahoe County
Location: Littleton
Posted on: November 22, 2021

Job Description:

Description The Recording Specialist is an entry level position responsible for performing the daily tasks of the Recording Group in the Arapahoe County Clerk and Recorder's Office. This position is responsible for providing excellent customer service while recording legal documents, issuing marriage and civil union licenses, and processing new passport applications. The Recording Specialist must be able to complete transactions of basic scope or complexity with limited assistance. The Recording Specialist should have basic knowledge of Colorado's laws and requirements related to document recording, as well as knowledge of the relevant electronic systems. Additionally, the Recording Specialist must be able to obtain all necessary certifications within one year of being hired. The ideal candidate is a positive and effective team player who is able to work independently. Duties DISTINGUISHING FEATURES: The Recording Specialist is distinguished from the Senior Recording Specialist class by performing work of lesser complexity and scope, by the level of experience and knowledge required, and by the initial assistance needed to complete more complex transactions. EXAMPLES OF DUTIES: The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The County reserves the right to modify or change the duties or essential functions of the job at any time. Assist recording customers at the counter, by telephone and mail by providing specific, complete and accurate information. Records, scans and processes documents into an electronic recording system. Issues marriage and civil union licenses. Processes new passport applications in accordance with guidelines and requirements of the U.S. Department of State. Collects fees and issues receipts as needed. Reconciles cash drawer daily. Works with customers in a professional and tactful manner to resolve complaints or concerns. Provides clerical and administrative support for the department as needed. Receives, opens, and routes incoming mail. Keeps up-to-date on state, federal and local statutes, policies and guidelines. Assist with long and short term projects, as assigned by the Manager of Recording, such as eRecording, Indexing, and Verification. Assist customers at the counter with general election questions and voter registration applications. Performs other duties as assigned. Requirements REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Strong computer skills and advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook and PowerPoint). Ability to attain certification by the U.S. Department of State as a Passport Agent. Demonstrated record of success as a customer service representative in a local government agency or similar organization. Demonstrated ability to plan, monitor and complete projects in a timely manner. Flexible, punctual, reliable and willing to work paid overtime if necessary. Effective verbal and written communication skills. Ability to engage with customers and coworkers in a professional, articulate and friendly manner. Ability to establish and maintain effective working relationships with fellow employees, the public, supervisors and other County officials. Ability to exercise tact and discretion in handling confidential information. Ability to apply critical thinking to analyze and evaluate data, policies and procedures. EDUCATION and EXPERIENCE: GED high school required; AND One (1) to Two (2) years of experience in a County Clerk's Office involving recording is preferred. (An equivalent combination of education and work experience that satisfy the requirements of the job may be sufficient.) KEY COMPETENCIES: Building Organizational Relationships: Cultivates an active network of relationships inside and outside the organization; relates well with colleagues (i.e. bosses, peers); stays in touch with employees at all levels. Inspiring Trust: Establishes open, candid, trusting relationships; treats all individuals fairly and with respect; maintains high standards of integrity. Fostering Open Dialogue: Promotes a free flow of information and communication throughout the organization (upward, downward, and across); listens actively; encourages open expression of ideas and opinions. External Awareness: Identifies and understands economic, political, and social trends that affect the organization. Flexibility: Is open to change and new information, adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles, and effectively deals with pressure. Self-Management: Sets well-defined and realistic personal goals, displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner, works with minimal supervision, is motivated to achieve, and demonstrates responsible behavior. Reasoning: Identifies rules, principles, or relationships that explain facts, data, or other information, analyzes information, and makes correct inferences or draws accurate conclusions. Creative Thinking: Uses imagination to develop new insights into situations and applies innovative solutions to problems. Supplemental Information This position requires successful completion of pre-employment background check. SUPERVISION RECEIVED: Receives supervision from the Manager of Records. May receive supervision from the Deputy of Elections and Records, the Chief Deputy and the Clerk and Recorder. SUPERVISION EXERCISED: None. COMPLEXITY/RESPONSIBILITY: Work requires a thorough understanding of the complexities of all the programs and processes within the Clerk & Recorder's Office Records Section, in addition to maintaining quality customer service and leading by example. INTERPERSONAL CONTACTS: Contacts are with managers, peers, elected officials, customers, and/or vendors. Contacts require the ability to exercise a high degree of interpersonal skills to influence persons at all levels. Incumbent is accountable for the results of the contact. WORK ENVIRONMENT: Work is generally confined to a standard office environment. PHYSICAL DEMANDS: The following are some of the physical demands commonly associated with this position. No unusual physical demands are associated with this position. Spends 50% of the time sitting and 50% of the time either standing or walking. Occasionally lifts, carries, pulls or pushes up to 50 lbs. Uses cart, dolly, or other equipment to carry in excess of 25 lbs. Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties. Verbal and auditory capacity enabling interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions. Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment. Visual capacity enabling constant use of computer or other work related equipment. _____ Definitions: Occasionally: Activity exists less than 1/3 of the time. Frequently: Activity exists between 1/3 and 2/3 of the time. Constantly: Activity exists more than 2/3 of the time.

Keywords: Arapahoe County, Littleton , Recording Specialist, Other , Littleton, Colorado

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