Management Assistant - Recording - Bannock County

Purpose of Class

Performs a variety of duties such as clerical and secretarial duties, administrative, and technical support duties related to the programs and functions of the Clerk/Recorders Office. Performs recording of land transfers, manage and expedite recordings, passports, marriage licenses, and locating and providing documents to the general public. Assists and directs Recorder Administrative Assistants involving implementation and training of new procedures created by legislative changes and process/policy changes under the direction of the Chief Deputy Clerk. Provide backup coverage to Jury Commissioner and enure all jury procedures are executed in an effective manner. Assist as backup to personnel in any of the Clerks offices as assigned by the Clerk or Chief Deputy Clerk, including Indigent, Jury, Elections, Courts and Auditing. Provides general office support to the Chief Deputy Clerk.

Primary Function

This position assists management in a variety of administrative and analysis duties; the employee in this class is to know and keep current with the Idaho Codes pertaining to the proper recordation of the various documents that can or cannot be recorded, as well as attaching the proper fees to the documents. An employee in this class must know and keep current with the Idaho Code pertaining to the issuance of a Marriage License and the fees, keep current with the Federal regulations and Homeland Security Laws pertaining to the acceptance and execution of Passports. They must possess strong clerical and customer service skills; they must acquire knowledge of department functions through on-the-job training and experience, and become a department-related specialist with a good working knowledge of department policies and procedures. They may oversee the work of others or provide general direction on work tasks and responsibilities. The work is performed under the supervision of the Chief Deputy Clerk, although some latitude is granted for independent judgment using standard practices to resolve customer issues or correct procedures. The principal duties of this class are performed in a general office environment.

Essential Duties and Responsibilities (will vary by assignment)

• Answers incoming phone calls and greets walk-in customers, provides general information to the public, answers questions and inquiries, provides specific information about office issues, and provides referrals to other departments or staff as needed;
• Act as office manager in absence of Chief Deputy Clerk;
• Perform inner office training of new hires;
• Processes daily balancing and deposits;
• Balance month end financials with Treasurers office;
• Receipt, scan, index, and verify recorded documents in recorder system;
• Provides Notary Public service to customers;
• Receives, opens and processes mail and jury summons;
• Performs opening and closing office procedures;
• Accept, process and execute passport applications according to policies/procedures and resolves customer concerns;
• Issues marriage licenses;
• Collects required fees for documents received;
• Updates and maintains recorder and jury computer files;
• Receives, records, copies, scans, archives, verifies, proofs, and maintains a variety of documents, including marriage licenses, real estate documents and related documents;
• Conducts research of documents for customers;
• Receives and processes certificate of residency applications;
• Receives and processes appeals to the Idaho Board of Tax Appeals, collect all documentation as required;
• Recommends process and procedure improvements to management;
• Assist the Jury Commissioner as needed;
• Oversee the jury office in the absence of the Jury Commissioner whether he/she is absent or in court;
• Performs all work duties and activities in accordance with County policies, procedures and safety practices.

Other Duties and Responsibilities

• Attend annual recordation training;
• Attend annual passport training as well as participate in online training;
• May provide backup as needed to Indigent, Jury, Elections, Courts and Auditing departments;
• May appear in Court under oath if the judge chooses to clear up an accusation made or if there is a discrepancy in the paperwork provided;
• Performs other related duties as required.

Competency Requirements

Knowledge of:

• Maintain knowledge of Idaho Code pertaining to the office;
• Current fee schedule for recorded documents, searches, and copies;
• Operation of standard and specialized office equipment, including a personal computer and job-related software applications;
• Customer service procedures, techniques, and objectives;
• English grammar, spelling, punctuation, and composition;
• Current office practices and procedures;
• Basic cash handling and bookkeeping practices and procedures;
• Public record keeping practices and procedures.

Ability to:

• Evaluate and analyze customer needs to provide exceptional customer service;
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures;
• Explain regulatory compliance issues related to the assigned department's function;
• Maintain records efficiently and accurately;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Perform multiple tasks, including handling interruptions, and return to and complete tasks in a timely manner;
• Perform time management and scheduling functions, meet deadlines, and set project priorities;
• Provide jury duty information to jurors, candidates, political parties and the general public;
• Be diverse and cross train in multiple departments;
• Respond courteously to customer inquiries;
• Follow written and oral instructions;
• Analyze issues, independently make decisions and exercise good judgment in administrative management tasks;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Work well under pressure;
• Operate standard office equipment, and a personal computer including program applications appropriate to assigned duties;
• Maintain effective working relationships with other County employees, supervisory personnel, local elected and appointed officials and the public;
• Communicate effectively both orally and in writing.

Acceptable Experience and Training

• High school diploma or GED equivalency, with course background in office skills is required; and
• One (1) to two (2) years administrative experience, preferably in the Recorders Office or professional office environment is required, or;
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

• Notary Public certification is required;
• Federal Passport Agent.

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents and process them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard office equipment;
• Sufficient personal mobility, agility, flexibility, and balance, ability to lift 25 pounds occasionally, with or without reasonable accommodation, which permits the employee to work in an office environment.

Bannock County is an Equal Opportunity Employer.

Veteran's Preference Given Pursuant to Idaho Code.