Senior Deputy Clerk

Salary: $23.28 - $24.70 Hourly
Location : Lincoln County, OR
Job Type: Full-Time
Job Number: 23-114 (049)
Department: Clerk's Office
Opening Date: 12/19/2023
Closing Date: 1/2/2024 10:00 PM Pacific
Position Summary
Your job in the department is to . . .
Perform very responsible functions within all sections of Clerk's Office by providing fast, efficient and friendly service to the public.
Your job also involves . . .
Participating in the recording and processing of legal documents relating to real and personal property following State Law as required under ORS Chapter 205 as well as performing tasks of considerable variety and complexity in the areas of voter registration and election preparation in conformance with ORS Chapters 246 through 260.
Essential Functions/Major Responsibilities
JOB FUNCTIONS
Provide fast, efficient, and friendly service to the public:

• Participate in the issuing and processing of licenses, including marriage licenses, liquor licenses, business licenses, and passports.
• Maintain liquor and business license registry for county businesses.
• When necessary, computes and processes daily deposit, sorts and distributes departmental mail.

Record and process legal documents relating to real and personal property on same day received as required by ORS 205.180:

• Determine recordability, completeness of documents,document type, and fees.
• Assign document numbers; enters all information onto computer.

• Maintain computer index of all documents recorded. Determines direct and indirect party, consideration amount, makes cross references to other documents, and enters all other required information. Is responsible for the accuracy and completeness of the document data on same day received.
• Participate in the scanning of all documents recorded, including deed records, marriage records, and Commissioners' Journal. Sends images to title companies daily and sends images to vendor to convert to microfilm on a regular basis. Returns documents to owner when process completed.
• Record subdivision, condominium, and partition plats in county Records.

Participate in locating and researching records, operation of microfilm equipment, and the maintenance of the microfilm and the reader/printers:

• Deposit film with State Archives, County Archives, Security Vault and maintains working reels for the public.
• Participate in the recording and indexing of the County Commissioners weekly Court Journal.
• Assign document numbers, posts data and prepares Journal for scanning and microfilming.
• Store original documents for safekeeping

Participate in voter registration procedures, including determination of precinct information, special district placement, and verification of address and other information given by the elector:

• Maintain computer index of master election roll.
• Participate in preparing for General, Primary and Special Elections.

• Participate in processing of vote-by-mail and absentee ballots, including ballot preparation, alphabetical sorting, mailing, maintenance of records mailed/returned, processing, sorting and safekeeping of ballots for counting on election day.

Inform candidates, election districts, news media, and the public of election laws and procedures:

• Provide information regarding State Statutes, Administrative Rules, and Secretary of State Directives.

• Monitor the filing of candidates' certificates of nomination, whether by fee or petition.
• Verify candidates' eligibility for office.
• Monitor the filing of measures.
• Check measures for conformity to established requirements for length.
• Review the validity and filing requirements of initiative, referendum and recall petitions.
• Monitor candidates' financial statements.
• May assist with specialized projects, including redistricting, drafting of maps, research, special polls, and surveys.

Participate in the processing of property tax appeals:

• Provides data processing support to the county Board of Property Tax Appeals.
• Schedule hearings, records minutes, and maintains records of the Board.
• Operate independently with minimal supervision. Work is not checked for errors. Majority or work and decision making is unreviewed. Errors in workflow can result in inaccurate accounts, documents and election information. Such errors would result in invalidation of elections and significant civil liability to the county.

Typical Qualifications
MINIMUM QUALIFICATIONS
Minimum Education Level
High School Diploma / GED
Minimum Experience Level
Four-Five years
Specifics: progressively responsible experience in recordkeeping, office work, and public service.
KNOWLEDGE, SKILLS AND/OR ABILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The required knowledge, skills and/or abilities are listed below:
Knowledge of:

• Recordkeeping principles and practices, office methods and procedures.
• State Statutes governing recordings and licenses.
• Local ordinances, departmental fee policies, interdepartmental procedures and the changes thereto.

Skill or ability to:

• Coordinate diverse activities.
• To do a large volume of work while maintaining accuracy.
• Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the County, using language and a format the audience will best understand.
• Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
• Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the County. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
• Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follows instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.

Job Conditions and Physical Demands
WORKING CONDITIONS
Job Conditions: Typical office environment. Heavy computer use.
Work Location: Lincoln County
Travel:None
PHYSICAL DEMANDS
Physical capability to handle high mobility demands and complex personal interactions.

• Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
• Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds.
• Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

REASONABLE ACCOMMODATIONS
Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Lincoln County offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision which is paid at 90% by the County and 10% by the employee. Other fully paid benefits include life, AD&D, long-term disability insurance. Other optional insurances are available. A 401K retirement plan is also provided. The County's current contribution rate is 11%.
Regular and Trial Service employees working between 20 - 39 hours per week on a regular basis are eligible for pro-rated employee benefits.