Recording Supervisor

This position is located in the Clerk and Recorder’s Recording Office, and is responsible for administrative duties involving the planning, direction and supervision of the operations and activities of the County’s Recording Department. The work is performed under the general direction of the Clerk and Recorder and supervision is exercised over Administrative Clerks and the GIS Technician within the Department.

ADMINISTRATIVE DUTIES

Reconciles monthly financial reports by reviewing system information in comparison to various documentation and generated auditing reports. Identifies errors, conducts research of system data and records as needed to resolve discrepancies and prepares customer monthly billing statements. Reports findings of financial analysis, as well as compiles financial information for the County Auditor.

Manages accounts payable using the County accounting software and other programs. Prepares purchase orders for office purchases and vendor payments according to established purchasing procedures and requirements.

Monthly revenue reconciliation including monitoring funds in document recording and financial software.

Oversight and troubleshooting of the minute’s software and meeting audio recording equipment.

Managing the County contract routing and approval process.

Plans and sets department goals, projects and deadlines.

Complies with laws, rules, regulations, and deadlines in accordance with state and county guidelines and complies with internal policies.

Analyzes situations and recommends solutions, projects, and office policies to the Clerk and Recorder for meeting, improving, and setting goals, objectives and deadlines.

Communicates routine and non-routine transactions and encounters received by the department to the Clerk and Recorder on a regular basis.

Assists staff with complex questions regarding State laws, County or internal policies, procedures and rules.

Ensures office equipment is working properly. Monitors equipment maintenance and support.

ASSISTS PUBLIC-Oversees the process of the following duties:

Helps customers with record research and complex questions regarding State laws, county or office policy.

Responds to e-mails received by the department.

Deals with complex recording issues with title companies, attorneys, surveyors and other professionals

Answers phone and assists with daily recording or filing duties when needed.

Processes petitions including RID’s, fire district annexations, road abandonments and name changes.

PERSONNEL MANAGEMENT

Supervises the Administrative Clerk positions and the GIS Technician position. This involves assigning and reviewing work, training, providing technical assistance, establishing performance standards and evaluating performance, implementing corrective actions and participating in recruitment and selection.

Creates staff resources, such as information manuals and public handouts, adheres to department standards; increases staff accountability and productivity; and improves customer service, record retention, and public access.

Prepares Staff meeting agendas and minutes for distribution to staff. Leads staff meeting discussions on a monthly basis.

Reviews and verifies timesheets for subordinate staff. Identifies and resolves errors.

OTHER DUTIES AS ASSIGNED

Performs a variety of other duties as assigned by the Clerk and Recorder. This includes participating in special projects, occasionally filling in for other employees, participating in ongoing training, and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

MINIMUM QUALIFICATIONS: This work requires knowledge of federal, state and county laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; supervisory methods and techniques, customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively verbally and in writing. This position is expected to provide assistance to subordinates in the interpretation of laws, so must have fairly extensive knowledge of all applicable rules and regulations governing work processes. This position also must have the knowledge and ability to handle sensitive and confidential information on a daily basis.

EDUCATION AND EXPERIENCE:

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to a bachelor’s degree in a related field and one to two (1-2) years progressively responsible related professional work experience allowing organizational and supervisory capabilities.

PHYSICAL DEMANDS:

The incumbent must have the ability to lift 50 pounds.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

TO APPLY: Go to the “Careers” tab on our Gallatin County Website (https://gallatincomt.virtualtownhall.net/), locate this job and click APPLY. OR copy and paste this link: “https://www.governmentjobs.com/careers/gallatinmt/”

To be considered for this position please be prepared to attach the following required documents:

• Cover Letter
• Resume’
• 3 Work References

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, color, religion, creed, political ideas, sex, sexual orientation, gender identity, age, marital status, national origin, or physical or mental disability.

Job Type: Full-time

Pay: $27.11 - $30.53 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $27 - $31