What are the responsibilities and job description for the Deputy Recording Clerk position at Gila, County of (AZ)?
JOB
The purpose of this position is to facilitate the process of receiving and reviewing official documents, while under close supervision, to determine appropriate actions based upon knowledge of Statutory and regulatory requirements. This position maintains the County Voter Registration of active and inactive voter listings and processes and maintains record of official documents, voter registration forms and early ballots.This position also provides customer service and performs historical research of various public records in the County Recorder’s Office (CRO).
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESThis position does not supervise other employees. ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTConducts special research and analysis projects, summarizes data and generates reports.Provides customer service; responds to requests for information; updates, retrieves and releases information according to procedures and refers matters requiring policy interpretation to supervisor for resolution.20%Maintains accounting and transaction records and filing systems; enters cashiering data into computer systems; invoices for and receives payments; processes transactions; updates accounts and balances receipts.20%Enters information into computer system programs to initiate actions based on documents received and applies proper codes and indexing information resulting from review of the documents.Performs document scanning and processing; scans document images in accordance with State, Federal and County quality standards.20%Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.Reviews documents for validity and accuracy of information and record; files, sorts and distributes official documents and voter registration cards.20%Maintains complex voter registration database.Manages all phases of printing and mailing of voter materials. Assists in all phases of mailing and receiving ballots.Assists the Chief Registrar of Voters in planning, organizing and preparing for upcoming elections. Prepares early ballot distribution for all Elections.20%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESThis position does not have project responsibilities.ORAL COMMUNICATION DUTIESThis position explains County procedures or processes.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails and reports.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.INTERACTIONS SPECIFICALLY WITH CUSTOMERSAlways (More than 85% in a year)
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIREDApplicable Federal regulations, Arizona Revised Statutes and Elections Laws, including A.R.S. Title 16, and the National Voter Registration Act of 1993; recorder’s office policies, procedures and regulations and the Arizona Secretary of State Elections Procedures Manual; accounting and bookkeeping principles and methods; imaging production equipment, techniques and quality standards; basic record keeping practices; customer service standards and protocols.SKILLS REQUIREDProcessing of CRO official documents; safe operation and maintenance of a variety of imaging and media equipment; performing accurate mathematical calculations; maintenance of electronic records and files; identifying and reconciling errors.ABILITIES REQUIREDAssess and prioritize multiple tasks, projects and demands; plan and coordinate the work of others; operate computer systems and basic software applications; provide effective customer service; react in a calm and timely manner; maintain calm demeanor in stressful situations; promote and adhere to workplace values of accountability, commitment and teamwork to help enrich lives beyond expectation. PHYSICAL DEMANDSRegularly sits to operate computer; regularly stands to attend to reception areas. Routinely lifts up to 10 lbs of work related materials, equipment or tools; occasionally lifts up to 50 lbs. of work related materials, equipment or tools.Constantly requires dexterity and hand/eye coordination for use of keyboards; routinely requires hand/eye coordination for repetitive motions, reaching and grasping.WORK ENVIRONMENTIncumbents in this position generally works in an office environment. Incumbents in this position may occasionally spend in lobby environment, classroom(s), automobile and library.SAFETY RISK EXPOSUREIncumbents in this position may become exposed to telephone and in person verbal abuse by customers or citizens.PROTECTIVE GEAR & SAFETY MANUALSIncumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.CONSEQUENCES OF ERRORPotential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible. SPECIFIC EMPLOYMENT CONDITIONSUpon successfully reaching four (4) years of competent experience working in the Gila County Recorder’s Office, receiving satisfactory performance evaluations and subject to the Gila County Recorder’s approval, a Deputy Recording Clerk may be promoted to the position of Deputy Recording Clerk Senior.
The purpose of this position is to facilitate the process of receiving and reviewing official documents, while under close supervision, to determine appropriate actions based upon knowledge of Statutory and regulatory requirements. This position maintains the County Voter Registration of active and inactive voter listings and processes and maintains record of official documents, voter registration forms and early ballots.This position also provides customer service and performs historical research of various public records in the County Recorder’s Office (CRO).
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESThis position does not supervise other employees. ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTConducts special research and analysis projects, summarizes data and generates reports.Provides customer service; responds to requests for information; updates, retrieves and releases information according to procedures and refers matters requiring policy interpretation to supervisor for resolution.20%Maintains accounting and transaction records and filing systems; enters cashiering data into computer systems; invoices for and receives payments; processes transactions; updates accounts and balances receipts.20%Enters information into computer system programs to initiate actions based on documents received and applies proper codes and indexing information resulting from review of the documents.Performs document scanning and processing; scans document images in accordance with State, Federal and County quality standards.20%Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within scope of authority and training, and in compliance with State, Federal and County regulations, policies and quality standards.Reviews documents for validity and accuracy of information and record; files, sorts and distributes official documents and voter registration cards.20%Maintains complex voter registration database.Manages all phases of printing and mailing of voter materials. Assists in all phases of mailing and receiving ballots.Assists the Chief Registrar of Voters in planning, organizing and preparing for upcoming elections. Prepares early ballot distribution for all Elections.20%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESThis position does not have project responsibilities.ORAL COMMUNICATION DUTIESThis position explains County procedures or processes.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails and reports.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.INTERACTIONS SPECIFICALLY WITH CUSTOMERSAlways (More than 85% in a year)
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIREDApplicable Federal regulations, Arizona Revised Statutes and Elections Laws, including A.R.S. Title 16, and the National Voter Registration Act of 1993; recorder’s office policies, procedures and regulations and the Arizona Secretary of State Elections Procedures Manual; accounting and bookkeeping principles and methods; imaging production equipment, techniques and quality standards; basic record keeping practices; customer service standards and protocols.SKILLS REQUIREDProcessing of CRO official documents; safe operation and maintenance of a variety of imaging and media equipment; performing accurate mathematical calculations; maintenance of electronic records and files; identifying and reconciling errors.ABILITIES REQUIREDAssess and prioritize multiple tasks, projects and demands; plan and coordinate the work of others; operate computer systems and basic software applications; provide effective customer service; react in a calm and timely manner; maintain calm demeanor in stressful situations; promote and adhere to workplace values of accountability, commitment and teamwork to help enrich lives beyond expectation. PHYSICAL DEMANDSRegularly sits to operate computer; regularly stands to attend to reception areas. Routinely lifts up to 10 lbs of work related materials, equipment or tools; occasionally lifts up to 50 lbs. of work related materials, equipment or tools.Constantly requires dexterity and hand/eye coordination for use of keyboards; routinely requires hand/eye coordination for repetitive motions, reaching and grasping.WORK ENVIRONMENTIncumbents in this position generally works in an office environment. Incumbents in this position may occasionally spend in lobby environment, classroom(s), automobile and library.SAFETY RISK EXPOSUREIncumbents in this position may become exposed to telephone and in person verbal abuse by customers or citizens.PROTECTIVE GEAR & SAFETY MANUALSIncumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.CONSEQUENCES OF ERRORPotential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible. SPECIFIC EMPLOYMENT CONDITIONSUpon successfully reaching four (4) years of competent experience working in the Gila County Recorder’s Office, receiving satisfactory performance evaluations and subject to the Gila County Recorder’s approval, a Deputy Recording Clerk may be promoted to the position of Deputy Recording Clerk Senior.
