Management Assistant - Recording - Bannock County
Pocatello, ID
About the Job
This job was posted by https://idahoworks.gov : For more information,
please see: https://idahoworks.gov/jobs/2274458
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 ca
please see: https://idahoworks.gov/jobs/2274458
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 ca
Source : Bannock County