Recording Specialist
Job ID: 107693
Location: County Clerk
Full/Part Time: Full Time
Regular/Temporary:Regular
CLACKAMAS COUNTY CORE VALUES
Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:
• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust
By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT. https://www.clackamas.us/countyadmin/spirit
Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.
CLOSE DATE
This position will remain open until filled. The first application review will be on Thursday, November 7, 2024. We reserve the right to close this recruitment at any time on or after that date.
PAY AND BENEFITS
Annual Pay Range: $44,641.40 - $56,179.92
Hourly Pay Range: $22.893027 - $28.810215
Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.
Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular-status employees.
We encourage and support employee health and wellness by offering classes, events, and alternative care benefits so you can customize your wellness needs to fit your lifestyle. Employee benefits become effective the first of the month following an employee's date of hire.
Attractive benefits package and incentives for employees in regular status positions are detailed below.
Generous paid time off package, including:
• 12 hours of vacation accrued per month
• Eligible newly hired employees will have the one-time option to frontload their first year of vacation accruals! This means you have access to vacation time leave at time of hire.
• 8 hours of sick accrued per month
• 10 paid holidays and 1 personal day per year
Other Benefits:
• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
• Employer paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)
This is a full time County position represented by the Employees' Association.
https://dochub.clackamas.us/documents/drupal/1e311321-f9ff-4daa-8753-bbdfb4e8d1b4
http://www.clackamas.us/des/benefits.html
JOB DETAILS AND QUALIFICATIONS
The Clackamas County Clerk's Office seeks two highly motivated, detail-oriented candidates to join our team as Recording Specialists.
These positions are essential to keeping the county running smoothly by ensuring the accuracy and integrity of official documents. As a Recording Specialist, you will be the first point of contact for the public, providing expert guidance on complex procedures, processing vital records, and issuing marriage licenses. You will play a crucial role in preserving and protecting various official documents, from property deeds to Board of County Commissioner documents, while maintaining the highest standards of confidentiality and professionalism.
In this multifaceted role, you will serve as the face of the County Clerk's Office, delivering exceptional customer service across phone, online, in-person, and mail interactions. You will be responsible for accurately processing, recording, scanning, indexing, and maintaining a range of critical documents following Oregon's stringent legal standards. This includes handling real estate records, processing OLCC liquor licenses, issuing marriage licenses, and supporting couples with wedding officiations. Additionally, you will manage fee collections, perform precise cash handling, and ensure all financial transactions are correct. Your meticulous eye for detail will ensure that documents are correctly certified, sealed, and archived for public access and permanent recordkeeping. Bilingual candidates can support voter outreach and community events, making this role an even more integral part of Clackamas County's community service efforts. If you have a knack for customer service, a sharp eye for detail, and a desire to contribute to your community, we want to hear from you!
We are committed to diversity and are seeking to fill one of the open positions as a bilingual English/Spanish Recording Specialist. If you are proficient in both languages, you will play a key role in supporting our diverse community by providing essential services to Spanish-speaking residents. This includes assisting with recording processes, voter outreach, community events, and ensuring everyone's access to public records. We encourage multilingual candidates to apply!
Note: The recruitment process for Recording Specialists requires online testing.
Required Minimum Qualifications/ Transferrable Skills:*
• A minimum of two (2) years of related experience, which must include two (2) years performing customer service where solutions to customer issues and challenges was provided and one (1) year with a significant data entry component that would provide the required knowledge and skills to perform the responsibilities of this position.
• At least one (1) year of cash-handling experience
• Good oral and written communication skills
Preferred Special Qualifications/ Transferrable Skills:*
• Bilingual Language (writing, speaking, reading) skills in Spanish and English and demonstrated Cultural Competency
• Experience explaining policies and procedures for internal and external customers
• Title insurance experience or other experience working with real property documentation or transactions
• Knowledge of Oregon Revised Statutes and Administrative Rules as applied to Recording
• Intermediate proficiency level with Microsoft Word or related software
Pre-Employment Requirements:
• Must be able to do accurate data entry at a minimum of 8100 keystrokes per hour
• Must pass a criminal history check which may include national or state fingerprint records check
*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position
TYPICAL TASKS
Duties may include but are not limited to the following:
• Provides outstanding customer service and information to both internal county and external customers via phone, online, in-person, and mail; receives and responds to requests and questions from the general public; answers questions regarding the Recording Division's processes, procedures, and regulations according to established guidelines, rules, instructions, and statutes; directs customers to appropriate County department if resources external to Recording Division are needed to resolve customer issues.
• Prepares and provides copies of certified and non-certified documents that are recorded as official or permanent records of the county; locates documents, makes an official copy, and if certification is necessary, stamps, seals, and signs documents; imports and exports images between software applications; uploads images daily to the vendor who creates archival microfilm for the county's permanent record.
• Issues marriage licenses and domestic partner registrations; accepts, reviews, and processes marriage license applications; sends marriage licenses and amendments to the state; maintains a record of incomplete marriage licenses in the Recording Division.
• Assists the County Clerk with performing wedding ceremonies; schedules the appointments, informs the couples about vows, reviews the required identification requirements and fees; issues a marriage license if needed on the day of the ceremony; on the appointment date, verifies the couple's information, and reviews the marriage license if issued in Clackamas County.
• Receives and accepts the correct fee amount for OLCC liquor license applications for businesses in the county's unincorporated areas, including renewals; verifies the information provided by OLCC applicants, ensuring data is accurate and complete.
• Determines recording and copy fees; cashiers and receipts payments; balances individual daily cash drawer.
• If certified, provides direct notary services; obeys State laws and regulations that govern the practice of a notary act; follows the policy and procedures established in the Recording Division under the guidance of State law that guides staff in their functions when a notary act is being performed to prevent conflict of interest between performing a notary act and recording the document.
• Retains the budget records of local Taxing Districts; follows the guidelines set in ORS 294 and ORA 166; accepts the documentation via mail, over the counter, or digitally; uploads the documentation into the digital record program within the correct fiscal year(s); responds to internal and external inquiries.
• Acts as a representative of the Clerk's Office by working collaboratively with coworkers, other division and department staff, other county and state department staff, and stakeholders to maintain an inclusive, positive, and supportive work environment; actively participates in workplace preparedness, safety, and security procedures and planning.
Positions requiring bilingual skills:
• Provides written and verbal services in both English and second language for recording and general services to the public; may be called on to provide written and verbal services in both English and second language to assist other functions within the Clerk's office, including helping the Clerk, voting, elections and public access to government services; participates and provides organizational support for voter outreach activities and community events in English and second language.
REQUIRED KNOWLEDGE AND SKILLS
Working knowledge of: Relevant Oregon Revised Statutes with emphasis on ORS Chapters 205, 93, 86, 87, 194, and 106; Administrative office practices, procedures, and techniques; cash handling, cashiering, recordkeeping, and reporting techniques; customer service excellence techniques and concepts; basic grammar, composition, and spelling; basic math; office equipment and machinery, including computers, software, and scanners; concepts and techniques for organizing work.
Skill to: Organize and carry out work assignments in an independent manner; establish and maintain effective and collaborative working relationships and treat others with dignity and respect; provide excellent customer service by effectively meeting and interacting with members of the public, coworkers, and county staff from other departments in a courteous, professional manner; maintain accurate records; set priorities and meet deadlines; communicate effectively; both orally and in writing; operate office equipment, including computers, software applications, microfilm and microfiche equipment, and scanners with accuracy; perform routine math calculations, cashiering, and cash handling; follow security procedures and maintain data confidentiality such as social security information reflected on marriage applications/licenses.
WORK SCHEDULE
These positions work 37.5 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidates selected for these positions at the time an offer of employment is extended. This position is designated as on-site/in-person. It is expected that the selected candidate will perform duties at the specified on-site work location.
EXPLORE CLACKAMAS COUNTY
Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.
• http://www.clackamas.us/
• http://www.clackamas.us/onboarding/
• https://www.mthoodterritory.com/
ABOUT THE DEPARTMENT
The Office of the Clerk and its major divisions build public trust through good and responsive government. The Office of the Clerk ensures equitable and inclusive access to local government services through conducting accurate and transparent elections, empowering every voice, recording real property transactions, issuing marriage licenses, officiating weddings, and preserving the public record.
The Recording Division processes all real property transactions, plats, Board of County Commissioner's Journal documents, and board orders for Clackamas County. Budget documents for the county, municipal corporations, and local governments are submitted to the County Clerk and retained as public records.
In addition, couples can make an appointment to get a marriage license or register a Domestic Partnership Declaration with the Recording Division. The Oregon Revised Statues also permit the County Clerk to perform weddings. Learn more about the https://www.clackamas.us/recording.
http://www.clackamas.us/clerk/
APPLICATION PROCESS
Clackamas County only accepts online applications.
Help With Your Application:
• https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f
• https://www.clackamas.us/jobs#helpwiththeapplication
If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).
HOW TO CLAIM VETERAN'S PREFERENCE
• https://www.clackamas.us/des/jobs.html
• https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb
VISA SPONSORSHIP
Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.
EQUAL EMPLOYMENT OPPORTUNITY
Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.
RECRUITING QUESTIONS?
James Callahan, Recruiter
mailto:JCallahan@clackamas.us?subject=RECRUITMENT%20QUESTIONS
To apply, visit https://apptrkr.com/5752778
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