Licensing-Recording Deputy - Part Time

The Licensing-Recording Deputy is responsible for processing recorded documents, including indexing the database of recorded documents.  Person in this position is responsible for processing the various aspects of licensing and titling of vehicles, including mobile homes, and vessels in the county and issues marriage licenses, and conducts both Licensing and Recording transactions and other duties as assigned.

Person in this position performs a variety of functions determined by the division of the department to which the task relates. Tasks include, but are not limited to, complex office work requiring considerable knowledge of federal and state laws covering microfilming operations, the recording of documents, computer indexing and preservation of documents, methods for conducting searches of records, issuance of marriage license, vehicle/vessel title transfers, renewal of vehicle/vessel license tabs and vehicle registration. Person must possess considerable technical skill and be able to performs tasks in multiple software programs simultaneously.  Person must be able to acquire considerable knowledge and capabilities in licensing and recording software programs.

Position is approximately 24 hours per week.

• Responsible for indexing and verifying the index of recorded documents to ensure it is kept current and accurate. Reviews and verifies recorded documents have been recorded in compliance with state statute, county standards, and office policy; prepares documents for microfilming, performs technical operations of microfilming. Prepares film to transmit to State Archives as directed by Records Manager and maintains a log of records filmed. Maintains microfilm equipment as needed
• Perform duties as assigned by the Recording Manager; assists in developing effective records management techniques, reviewing and updating procedures as appropriate, processing recording transactions received electronically, via mail and from in-person customers.
• Perform the duties assigned by the Lead Licensing Deputy including transfers of vehicle, boat and trailer ownership, determining appropriate procedures, complete required forms, collection of fees, confirming sale prices, verifying signatures, collecting records and balancing fees.
• Responsible for providing information on a wide variety of routine technical licensing questions to public, law enforcement officers, financial institutions and the general public both by phone and in person.  Will provide information regarding departmental services, fees, policies and procedures. 
• Responsible for directing the public to other departments and agencies for licensing endorsements and approvals as appropriate, provides basic interpretations of new and/or changes in laws and procedures.
• Responsible for conducting monthly inventories of numbers, forms, plates, decals, tabs and permits while also maintaining a working supply of tabs at the workstation. Must perform all DOL and Recording accounting functions with complete accuracy.
• Responsible for balancing cash drawers daily, signing on and off computer terminal daily, and organizing daily DOL work to send to Olympia to be processed.
• Responsible for processing mail and performing other licensing and recording functions, including resolving problems by initiating correspondence related to issues to be corrected.
• Perform licensing and recording duties as assigned with a high level of accuracy.

• Knowledge of state laws and administrative codes related to recording, indexing, vehicle/vessel licensing and transfers, microfilming and issuing marriage licenses.
• Bookkeeping, accounting and cashiering and cash handling; general office practices and procedures.
• Requires substantial computer systems experience; able to operate in menu driven vehicle licensing computer system. Possess WA DOL licensing database experience and/or Tyler Eagle Recorder system experience or ability to learn systems proficiently.
• Familiarity with the variety of information resources available in order to function in the various departments; able to accurately respond to a wide variety of requests generated by internal and external customers.
• Familiarity with programs, equipment and techniques used in performance of position.
• Ability to maintain a high standard for accuracy, completeness and efficiency in the performance and accountability of all assigned duties and in preparation of detailed reports.
• Ability to quickly grasp new techniques; be able to deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a composed, professional manner.  Deal with difficult customers politely and professionally; capable of assessing and diffusing disagreements or issues that could rapidly escalate.
• Effectively communicates with others for purposes of gathering and relating information including maintaining a high level of efficiency and decorum in dealing with the public.
• Independent and self-motivated to accomplish duties within required deadlines while simultaneously completing other tasks as assigned.
• Ability to understand and maintain confidentiality of sensitive information.
• Ability to be covered by a special personal bond, for designated positions.
• Must possess excellent customer service skills and effective communication skills both verbal and written; be able deal with customers in person and via telephone in a highly professional manner under stressful and sometimes difficult situations; be flexible and capable of switching between licensing and recording functions seamlessly; capable of working in a fast-paced office environment and perform tasks accurately and efficiently.  

• Junior College, High school diploma, or combination of education and experience.
• 3-5 years experience of office work and/or experience in same or similar organization, preferably in government recording and licensing.
• Possess or have the ability to successfully complete required training for certifications required for functional skills performance, maintenance and improvement of position AND pass required WA DOL licensing exam within required timeframe.

Island County is an Equal Opportunity Employer.

Salary : $22