Introduction
Are you a meticulous professional with a passion for real estate transactions and a keen interest in the democratic process? We are seeking a dedicated Election Land Records Specialist to join our dynamic team at the City/Town Clerk's Office. This role offers a unique blend of responsibilities, from recording crucial legal documents to playing a pivotal role in ensuring a smooth and transparent election process. If you thrive in a fast-paced environment, possess exceptional organizational skills, and are committed to providing top-notch service to the public, we invite you to explore this exciting opportunity with us. Join us in making a positive impact on our community's record systmes and democratic processes.
In The City Clerk's OfficeWe take custody of and processes all public documents, including claims and garnishment suites against the City.
Our office records and processes land records such as mortgages, releases, quit claims, liens, etc. We record all notaries and justices of the peace, as well as process dog licenses, liquor permits and trade name certificates.
The City Clerk complies and maintains the Board of Alders’ legislation and oversee the codification of all legislation enacted to the City’s Code of Ordinances as well as the Zoning Ordinances.
We also prepare and distributes absentee ballots for primaries and elections and file all city contracts, tax liens, sewer liens. Finally, we record the Mayor’s appointments to the City’s Boards and Commissions.

• Internal Candidates Under Consideration***

Primary FunctionsThis is professional and specialized clerical work involving recording of all legal documents pertaining to real estate including mortgages, warranties (transfer of property) foreclosures, dealing with all phases of the election process, and is expected to assist in all other operational functions of the City Town Clerks Office. The work also includes general clerical duties and servicing the public/or other City departments with inquiries related to election processes, land records, or other duties and function of the City/Town Clerk’s Office.
Typical Duties And Responsibilities

• Records all legal documents pertaining to real estate transactions including mortgages, warranties (transfer of property) foreclosures, releases assignments, etc. into computer database Conducts assigned research and administrative studies and prepares reports embodying recommended solutions or courses of action.
• Assist with all functions related to the election process including absentee ballot preparation, distribution and ensuring that the election calendar is adhered to.
• Assists with maintaining campaign finance reports. Assists in preparing all election-related mandated reports to the Secretary of the State per State Statutes. Maybe required to assist with other reports pertinent to the City/Town Clerk’s Office.
• Assists title searchers, attorneys, and the general public in researching records either electronically or manually including but not limited to preparing Trade Name Certificates, researching and certifying military service discharges, interpretation of deeds, researching land records either by computer or manually
• Reads, analyzes, and interprets documents for indexing and validates each day’s indexed documents by checking against indexing of each for permanent record
• Indexes and enters computer database all transactions consisting of various deeds for land records and sales of various State and City licenses.
• Process written requests for property descriptions and volumes and pages of deeds.
• General Office duties which include but not limited to preparation of payroll (data entry and time sheets), opening and distribution of mail, general information inquiry via phone, email, or in person, research of land records and/or certificates, collections, and processing of fees
• Assists in issuing appropriate licenses to applicants and checks for compliance with State requirements.
• Administers oaths of office when necessary, serves as a Notary Public, and processes Justice of the Peace applications and cancellations.
• Assists with and participates in City or department-sponsored community activities, some of which might occur outside of normal business hours. When such or other needs arise (i.e.: elections, etc.), works outside of normal business hours arranged through a flex schedule.
• Performs other related work as required.

Education, Qualifications & ExperienceGraduation from High School; one year of customer service experience dealing with the public in person and over the telephone, and one year of data entry experience.
Knowledge, Experience, Skills & Abilities

• Must be detailed orientated.
• Ability to work within fast-paced environment.
• Ability to organize for and meet deadlines.
• Ability to learn various software programs used in the department.
• Ability to deal effectively and courteously with the public as well as fellow employees.
• Ability to analyze and refer to State Statutes when necessary.
• Ability to learn other functions of the Town Clerks of the office.
• Ability to learn the interpretation of deeds and land records for indexing purposes
• Ability to deal effectively and courteously with the public as well as fellow employees.
• Bilingual ability (Spanish) preferred.

Necessary Special Requirements

• Must obtain a Notary Public license within 6 months of hire.
• Must have ability to work a flexible schedule (outside of standard 9:00 am – 5:00 pm business hours) to support operational needs.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT
This is a "General Fund," tested position.
This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees.Bargaining agreements available to review HERE.
General Funded hires into this class shall not be covered by Social Security but rather the City pension, contributing 9% of salary.
Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.
Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana. Selection Plan
Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.
It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated and scored prior to the posted closing date.Information regarding the employment and selection process can be found HERE.Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.
Conclusion
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