What are the responsibilities and job description for the Deputy Recording Supervisor position at Gila, County of (AZ)?
JOB
The purpose of this position is to represent the Recorder in a positive and friendly manner and reflect an open-door policy to customers, voters/constituents, and employees. This position supervises and directs staff and oversees their work to ensure accuracy and compliance with Federal, State and local laws and regulations. The Supervisor establishes and maintains communication with County Assessor, Treasurer, Community Development, GIS, Elections, Clerk of the Board and Planning and Zoning. This position plans, organizes and supervises the operational, financial and administrative activities of the office of the Gila County Recorder. Ensures that all personnel are well equipped to perform their duties to serve the citizens of Gila County.
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESRegularly assigns work to other employees and supervises related activities.Provides recommendations on hiring employees, evaluating employee performance, employee training and employee coaching.ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTPlans, executes and finalizes all phases of document recording, voter registration and election projects according to strict deadlines.Supervises and schedules the activities of assigned staff in the County Recorders’s Office (CRO) including performance appraisals and preparing work schedules.Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within the scope of authority and training and in compliance with State, Federal and County regulations, policies and quality standards.25%Assures all Statutory and legal requirements are met and perform duties within the scope of authority and training and in compliance with Federal, State and County Statutes, guidelines, policies and quality standards.Develops, proposes and implements policies, regulations and procedures to ensure compliance with Federal, State and local elections Statutes and regulations; provides guidance and technical expertise to staff on procedures for document processing, researches techniques and customer service issues and enforces compliance to County policies and procedures and State quality standards.Attends specialized training sessions to remain current on legislative changes and procedures.Plans, develops and implements staff training programs, including cross-training of other staff members.20%Maintains effective relationships with other departments, agencies and the public; provides customer service to the public by answering general questions on the phone or in person; responds to correspondence and responds to requests for information.Conducts special research and analysis projects, summarizes data and generates reports.20%Provides supervision in the preparation of early ballot distribution for all Elections.20%Promotes and adheres to the workplace values of accountability, commitment and teamwork to help enrich lives beyond expectation.Maintains absolute confidentiality of work-related issues, customer records and restricted County information.15%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position reviews, edits and provides recommendation on project budgets.PROJECT RESPONSIBILITIESProvides project research and clerical support on community service projects.ORAL COMMUNICATION DUTIESThis position trains colleagues.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 CUSTOMERSFrequently (More than 25% but less than 40% 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; 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; operating computer systems and basic software applications.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. 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 result in unfavorable public perceptions and legal ramifications.
The purpose of this position is to represent the Recorder in a positive and friendly manner and reflect an open-door policy to customers, voters/constituents, and employees. This position supervises and directs staff and oversees their work to ensure accuracy and compliance with Federal, State and local laws and regulations. The Supervisor establishes and maintains communication with County Assessor, Treasurer, Community Development, GIS, Elections, Clerk of the Board and Planning and Zoning. This position plans, organizes and supervises the operational, financial and administrative activities of the office of the Gila County Recorder. Ensures that all personnel are well equipped to perform their duties to serve the citizens of Gila County.
EXAMPLE OF DUTIES
SUPERVISORY RESPONSIBILITIESRegularly assigns work to other employees and supervises related activities.Provides recommendations on hiring employees, evaluating employee performance, employee training and employee coaching.ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTPlans, executes and finalizes all phases of document recording, voter registration and election projects according to strict deadlines.Supervises and schedules the activities of assigned staff in the County Recorders’s Office (CRO) including performance appraisals and preparing work schedules.Reviews, processes and researches technical and official documents for the CRO and determines appropriate action to perform duties within the scope of authority and training and in compliance with State, Federal and County regulations, policies and quality standards.25%Assures all Statutory and legal requirements are met and perform duties within the scope of authority and training and in compliance with Federal, State and County Statutes, guidelines, policies and quality standards.Develops, proposes and implements policies, regulations and procedures to ensure compliance with Federal, State and local elections Statutes and regulations; provides guidance and technical expertise to staff on procedures for document processing, researches techniques and customer service issues and enforces compliance to County policies and procedures and State quality standards.Attends specialized training sessions to remain current on legislative changes and procedures.Plans, develops and implements staff training programs, including cross-training of other staff members.20%Maintains effective relationships with other departments, agencies and the public; provides customer service to the public by answering general questions on the phone or in person; responds to correspondence and responds to requests for information.Conducts special research and analysis projects, summarizes data and generates reports.20%Provides supervision in the preparation of early ballot distribution for all Elections.20%Promotes and adheres to the workplace values of accountability, commitment and teamwork to help enrich lives beyond expectation.Maintains absolute confidentiality of work-related issues, customer records and restricted County information.15%Performs other duties as assigned.BUDGET RESPONSIBILITIESThis position reviews, edits and provides recommendation on project budgets.PROJECT RESPONSIBILITIESProvides project research and clerical support on community service projects.ORAL COMMUNICATION DUTIESThis position trains colleagues.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 CUSTOMERSFrequently (More than 25% but less than 40% 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; 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; operating computer systems and basic software applications.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. 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 result in unfavorable public perceptions and legal ramifications.
