Senior Recording Specialist
Job ID: 107745
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 Job Posting closes at 11:59 p.m. (Pacific Time) on Monday, January 6, 2025.
PAY AND BENEFITS
Annual Pay Range: $53,767.31 - $67,749.92
Hourly Pay Range: $27.572979 - $34.743549
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, health and wellness classes and 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 in compliance with https://dochub.clackamas.us/documents/drupal/a51ff5d3-d243-49ba-aa11-15324f4c0bf8! This means you have access to vacation time 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
Are you ready to take your experience in recording real property, customer service, attention to detail, and leadership skills to the next level? The Clackamas County Clerk's Office is seeking a dedicated Senior Recording Specialist to join a team responsible for recording real property, issuing marriage licenses, and maintaining the county's official records. This role is integral to the smooth operation of vital county functions and ensuring access to county records, offering you the opportunity to make a significant impact while leading the work of staff and ensuring compliance with state regulations.
As the Senior Recording Specialist, you will help ensure the seamless operation of the Recording Division. You will lead daily activities, coordinate schedules, and provide staff training while maintaining high accuracy and efficiency standards. Your role includes:
• overseeing the recording and indexing of essential documents,
• handling financial reconciliations, and
• ensuring compliance with Oregon Revised Statutes.
As a Senior Recording Specialist, you will collaborate with various departments to process County Board Orders, manage marriage license records, coordinate wedding officiation, and process OLCC liquor license applications. As a subject matter expert, you will resolve complex issues, recommend procedural improvements, and ensure the integrity of Clackamas County's official records.
The ideal candidate for this role is an experienced leader with a strong background in recording real property documents, issuing marriage licenses, balancing daily funds and preparing financial documents, and understanding of relevant Oregon Revised Statues. . You are detail-oriented, skilled at managing multiple priorities, and excel in guiding and motivating teams. With a natural ability to analyze and solve complex issues, you bring a proactive approach to improving processes and enhancing efficiency. Your strong interpersonal and communication skills enable you to collaborate effectively with staff, other county departments, and members of the public.
At Clackamas County, we value innovation, collaboration, and a commitment to serving our community. In this role, you can help lead a team, make a meaningful impact, and develop your career in a supportive environment. If you are a motivated professional with a passion for leadership and a commitment to excellence in public service, we want to hear from you. Apply today to become vital to the Clackamas County Clerk's Office.
Required Minimum Qualifications/ Transferrable Skills:*
• A minimum of three (3) years of related experience which must include one (1) year of lead worker, team leader, project leader, or supervisory experience that would provide the required knowledge and skills to perform the responsibilities of this position
• Experience explaining policies and procedures for internal and external customers
• In-depth knowledge of Oregon Revised Statutes related to recording and public records
• Strong organizational, analytical, and interpersonal skills
• Good oral and written communication skills
Preferred Special Qualifications/ Transferrable Skills:*
• Intermediate proficiency level with Microsoft Word or related software
• 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
Pre-Employment Requirements:
• Must pass a criminal history check which may include national or state fingerprint records check
Post-Employment Requirements:
• Within six (6) months of hire, possess Notarial Commission through the Oregon Secretary of State.
• Within four (4) years of hire, possess Certification from the Oregon Association of County Clerks (OACC) as a Certified Recording Administrator (CRA) or similar
*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:
• Leads the work of assigned staff; monitors workflow and makes adjustments to workflow; creates staff schedules; provides direction and assistance to resolve difficult office, technical and procedural issues; prioritizes assignments; conducts trainings for staff under direction of the manager; provides input to manager regarding work performance; may participate in hiring process.
• Oversees day-to-day activities performed by staff; provides quality control of recording and indexing of documents; analyzes, explains and reconciles unusual or escalated issues and concerns; monitors workflow and makes adjustments to work schedules while ensuring standards, deadlines and goals are met; ensures quality control metrics are followed for processing, recording, indexing, scanning and maintaining hard copy and electronic images and information; interprets, processes, verifies, and corrects data from recording, marriage, and OLCC records; explains land-related documents submitted for recording without giving legal advice.
• Liaisons with state agencies overseeing marriage licenses, domestic partner registrations, and OLCC liquor licenses; resolves issues regarding confusing or missing information and the transfer of information online; monitors the Recording Division's issuance of marriage licenses and domestic partner registrations.
• Coordinates with the Clerk of the Board, Records Management Division, and other internal County departments with the processing of County Board Orders; reviews all documentation that is received from the Clerk of the Board, verifies if it is to be only filed or filed and recorded; ensures all documentation adheres to state law; using the Helion program assigns a file number and then coordinates final filing with Records Management Division; responds to internal and external inquiries.
• Conducts daily balancing of money received; issues receipts, posts daily receipts, and verifies balanced tills; prepares receipted cash and checks for daily deposit; prepares, maintains and forwards necessary documents to Treasurer's Office; retains bank and office files; makes bank deposits.
• Processes OLCC liquor license applications; ensures all appropriate documents are submitted with the application; forwards application to the Sheriff's Office and Public Health Division's Environmental Health who conducts and coordinates an approval process, and to other relevant County agencies when required; when review is completed, notifies applicant and OLCC regarding result of application process.
• Invoices and bills federal, state and county agencies; responds to questions regarding billings; maintains centralized files; runs daily and month-end reports.
• Evaluates and recommends improvements in operations, policies, procedures and methods; documents and maintains written instructions and procedures; with guidance from manager interprets and explains current laws; monitors legislation for new bills related to recording such as increases in fees collected by the County Clerk.
• Provides direct notary services; obeys State laws and regulation that govern the practice of a notary act; follows the policy and procedures established in the Recording Division under guidance of State law that guides all 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.
• Performs all Records Specialist duties, including reviewing real estate related documents and other documents presented for recording to ensure documents meet statutory requirements; records documents; issues marriage licenses and processes documentation received after ceremony; coordinates wedding officiation; processes OCLCC applications; collects and receipts recording and copy fees.
WORK SCHEDULE
This position works 37.5 hours during a standard workweek of Monday through Friday. Specific hours of work will be discussed with the candidate selected for this position 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.
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/5866584
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