Deputy County Clerk-Recorder Ii

This recruitment is for level II.

Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

FLSA: Non-Exempt

DEFINITION

Under immediate or general supervision or direction, performs a wide variety of technical tasks related to the examination, processing, recording, and indexing of legal documents and vital records and/or related to elections administration; provides specialized support within an assigned program area or work unit of the County Clerk-Recorder Department; serves as a resource for information and assistance to customers; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Deputy County Clerk Recorder I) or general (Deputy County Clerk Recorder II) supervision or direction (Deputy County Clerk Recorder III) from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Deputy County Clerk-Recorder I: This is the entry-level classification in the Deputy County Clerk-Recorder series. Initially under close supervision, incumbents learn and perform a variety of routine duties in the examination, processing, and recording of documents and vital records and/or election support duties. As experience is gained, assignments become more varied; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Deputy County Clerk-Recorder II: This is the fully qualified journey-level classification in the Deputy County Clerk-Recorder series. Incumbents are fully trained in clerk-recorder and elections support duties and competent to independently perform the full range of duties assigned. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Deputy County Clerk-Recorder III: This is the advanced journey-level classification in the Deputy County Clerk-Recorder series responsible for performing the most complex work assigned to the series, providing training and guidance to new staff, and reviewing and designing procedures to increase efficiency and accuracy of processes in assigned functional area. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Positions in the Deputy County Clerk-Recorder classification series are flexibly staffed; positions at the II- and III-levels may be filled by advancement from the I- and II-levels, respectively; progression to the next level in the series is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the next level in the class series.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks .Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I-level) positions.

• Organizes and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules.
• Researches, compiles, and summarizes data from various sources; prepares and maintains reports and correspondence according to established procedures and practices; submits reports, upon approval, to state and federal agencies.
• Verifies and reviews reports, forms, records, applications, notices, and mailings for completeness and conformance with established regulations and procedures.
• Receives, reviews, and accepts passport applications from United States citizens for submittal to the United States Department of State Passport Services; explains requirements and procedures; coordinates and schedules appointments; processes and reviews applications; takes photos; collects processing fees; assembles and logs completed applications.
• Provides customer service to the public, community organizations, and other agencies; receives, processes, and responds to questions, complaints, and requests for information; provides information on processes and procedures; explains applicable federal, state, and local statutes and regulations; coordinates resolution to problems and issues.
• Calculates, collects, and accepts payments of fees; issues receipts; accounts for monies received daily by balancing against records of receipts; records transactions; generates invoice, attaches appropriate documentation, and submits to Auditor-Controller's Department.
• Reads and interprets maps, street index, precinct district files, or related technical documents; may update street index using geographic information system (GIS) as needed.
• Performs related duties as assigned.

In addition to the above, when assigned to Clerk-Recorder Division:

• Receives, reviews, analyzes, and verifies a wide variety of legal documents and non-judicial filings, including, but not limited to land use and real property-related documents, plats, maps, and surveys, California Environmental Quality Act (CEQA) filings, instruments of conveyance, contracts and agreements, deeds, liens and releases, fictitious business name statements, abandonment, and withdrawal filings, and notary public and other license applications; determines appropriate action to be initiated based upon content of documents and adherence to legal and recording requirements.
• Analyzes documents to determine Documentary Transfer Tax due or valid exemption applies; provides information on assessment procedures to taxpayers.
• Reviews, verifies, scans, and indexes vital records, including marriage, birth, death, adoption, and related vital records and amendments.
• Receives marriage license applications and reviews for accuracy and completeness; verifies identification documentation; collects and processes payments; prints and issues marriage licenses; performs civil marriage ceremonies.
• Examines forms, applications, and legal documents for completeness of information, jurisdiction, and appropriateness of recording; determines appropriate actions to be initiated based upon the content of the documents and applicable laws and regulations; issues or mails out documents as appropriate; generates rejection letters noting discrepancies and reasons for rejection.
• Maintains a variety of indexes and cross reference files and maps in specialized software application program/database.

In addition to the above, when assigned to Elections Division:

• Maintains and updates voter registration database by processing affidavits, contacting registrants for additional information, verifying petitions, and updating files; processes online voter registration and voter registration cards; updates, cancels, or removes records; verifies accuracy of information and ensures proper voting precinct assignment; processes National Change of Address files.
• Monitors and ensures proper functioning of state centralized voter registration database; synchronizes county and state databases and reconciles discrepancies; generates reports; notifies other counties of new registrants and processes information from other counties to update voter registration database.
• Processes ballots by comparing and validating signatures, tabulating and adjudicating ballots, and duplicating and logging damaged ballots; leads and conducts manual auditing process to verify accuracy of system and the results; generates live reports of elections results and uploads results to election reporting website.
• Trains precinct poll workers and oversees day-to-day operations of assigned area of responsibility; writes and updates procedures.
• Assembles candidate packets and inputs candidate information into the elections system; reviews filing documents and nomination signatures for completeness; ensures location requirements are met.
• Maintains security of ballots during election cycles by logging and sealing official ballot stock and ballots; secures, stores, maintains, and destroys ballots and materials following the election in accordance with applicable laws, codes, and regulations.
• Inventories and secures materials, equipment, and supplies used during elections; participates in packing supply boxes and equipment for polling places; determines election forms and supplies needed by precinct; organizes material for distribution to and collection from precincts; prepares reports and maintains records for maintenance and security purposes.
• Administers United States Department of State Oath of Office.
• Programs, tests, and operates specialized election equipment, which involves adhering to security protocols, inspecting equipment for damage and/or tampering, assisting with logic and accuracy testing for ballot scanners, and adjusting settings in accordance with policies and procedures; coordinates inspections or conducts site surveys of voting locations to ensure compliance with Americans with Disabilities Act requirements.
• Assists in researching, planning, coordinating, and implementing voter outreach programs.

In addition, Deputy County Clerk-Recorder III performs the following:

• Provides training and guidance to new employees and lower-level clerk-recorders; assists with recruitment and appointment of precinct poll workers.
• Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility.
• Reviews, designs, and implements, upon approval, procedures to increase efficiency and accuracy of processes.
• Performs basic research and analysis of information and statistical data; discusses analysis and conclusions with professional and/or management staff and drafts reports; relieves professional staff by following up on projects, transmitting information, and keeping informed of pertinent activities.

Knowledge of:

• Various types of, items of information contained in, and effect of processing recorded/filed documents.
• Records preservation, retention schedules, and procedures for storage, retrieval, and destruction of legal or official documents.
• Specific documents processed and the appropriate actions to be taken based upon the requirements of applicable statutes and regulations.
• Recording, scanning, and indexing procedures and requirements.
• Legal descriptions pertaining to property transfers or descriptions of real property.
• Basic legal terminology.
• Business arithmetic.
• Applicable federal, state, and local laws, codes, rules, regulations, and standards and County and department policies and procedures related to processing and recording legal/filed documents and/or to voter registration and administering federal, state, and local elections.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers, databases, and software programs relevant to work performed.

In addition, Deputy County Clerk-Recorder III:

• Principles and practices of training new staff and assisting with recruitment and appointment of precinct poll workers.
• Basic principles and techniques of research, data collection and analysis, and report preparation.
• Basic statistical techniques.

Ability To:

• Receive, review, analyze, and verify varied documents for recordability, accuracy, completeness, and compliance with codes, policies, and regulations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Reads and interprets maps, st...