Records Technician III - Bilingual Preferred

Description

THE POSITION

Under general supervision, performs records management support duties for the County Clerk-Recorder & Registrar of Voters. Requires compliance with federal, state, and local laws, codes, statutes, and ordinances. Incumbent may be responsible for coding, storage, security, retrieval, receiving fees, disposition of official records, and assisting with the conducting of elections.

This position performs advanced journey level technical work that is focused on independence of judgement and action; latitude for interpretation in the specialized and complex legal requirements governing public recording and indexing of legal documents; and may serve as a specialist or lead person over lower-level Records Technicians or extra-help staff.

There are currently three (3) regular, full-time positions available within the County Clerk-Recorder & Registrar of Voters Agency:

• Clerk and Recorder Division: This one (1) position will be based out of the County Clerk-Recorder’s East County office located in Thousand Oaks and may require travel throughout Ventura County; requires Spanish bilingual skills.
• Elections Division: Two (2) positions will be based out of the County Clerk-Recorder & Registrar of Voters (Elections Division) office located in Ventura and may require travel throughout Ventura County.

THE IDEAL CANDIDATE

The ideal candidate is a detail oriented professional with strong customer service and excellent organizational, time management, interpersonal and communication skills; computer literate with strong Microsoft Word, Excel, PowerPoint, and Outlook skills; able to multi-task, work effectively with rapidly changing priorities in a timely manner and with a high degree of accuracy; able to perform public speaking; and able to address public inquiries, with courtesy, tact, and diplomacy, under occasional stressful public contact, consistent with department rules, practices, and protocols.

EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

Records Technician III is represented by the Service Employees' International Union (SEIU) and is eligible for overtime compensation

TENTATIVE SCHEDULE

OPENING DATE: Tuesday, May 12, 2026

CLOSING DATE: Continuous and may close at any time; therefore, the schedule for the remainder of the process will depend upon when we receive a sufficient number of qualified applications to meet business needs

REVIEW OF APPLICATIONS: Applications will be reviewed on a weekly basis beginning the week of May 18, 2026.

Examples Of Duties

Duties may include but are not limited to the following:

Clerk and Recorder Division

• Answers questions that require searching for and abstracting technical data and information; provides detailed explanations of laws, policies, and procedures; refers unusual inquiries to the immediate supervisor.
• Receives monies and issues receipts for services according to standard policies.
• Receives and examines legal documents in the mail and over the counter from title companies, attorneys, and the public.
• Examines and indexes legal documents affecting title to real and personal property for conformity to applicable State laws and local ordinances relating to ownership and encumbrances, presence of legally required information and signatures, and proper notarization or acknowledgement.
• Examines and indexes legal documents and reviews for correct form and timelines, administers oaths; affixes seals and stamps to endorse or certify documents.
• Issues marriage licenses and performs wedding ceremonies.
• Cites state laws and local ordinances providing the basis for accepting or rejecting legal documents presented for public filing and recording.
• Responds to questions and complaints (in writing if necessary) from title companies, attorneys, real estate agents and the general public regarding the recording and filing of legal documents in the County Clerk and Recorder's Office.
• Assists the public in researching title to real and personal property, filling out proper forms and explaining fees, rules, and procedures on the phone or over the counter.
• Assists in training staff in department policies and procedures and legal codes governing the operation of a County Clerk and Recorder's Office and the filing and recordation of documents.
• Performs related duties as assigned.

Elections Division

• Performs a variety of administrative, technical, and operational duties in support of election activities, such as data entry, document verification, and customer service.
• Assists the public and representatives from outside agencies in completing forms and explaining rules, regulations and procedures.
• Reviews, processes, and maintains election-related documents and records, ensuring accuracy, completeness, and compliance with applicable laws, regulations, and policies.
• Supports all phases of the election process, including preparation, execution, and post-election activities.
• Assists with developing, updating, and implementing elections procedures, guidelines, and training materials.
• Supports with the recruitment, training, and coordination of temporary and extra-help staff.
• Assists with public outreach, voter education efforts, and public presentations.
• Assist in the resolution of complaints and inquiries with tact, judgement, and discretion.
• Supports the preparation and maintenance of election materials, equipment, and supplies.
• Assists with selecting, setting up, and evaluating voting sites and training locations to ensure accessibility and operational readiness; conducts ADA compliance surveys per federal, state, and local requirements.
• Assists with delivering ballots and voting materials.
• Provides cross-functional support to various departmental sections to ensure continuity of operational services.
• Performs related duties as assigned.

Typical Qualifications

These are entrance requirements to the examination process and assureneither continuance in the process nor placement on an eligibility list.

EDUCATION/EXPERIENCE:

Considerable experience in the examination of official documents/records which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills and abilities can also be obtained by:

One (1) year of experience as a Records Technician II in the area of specialty (i.e., elections records/processes, vital records);

OR

Any combination of education, training or experience equivalent to two (2) years of clerical experience performing journey level technical work examining a variety of materials and/or official documents/records for completeness, accuracy, and identification of subject matter requiring:

• Knowledge of complex codes and statutes and
• Operational procedures governed under different statutory codes.

Successful completion of an accredited records management course in the area of specialty may be substituted for six (6) months of specialized experience.

NECESSARY SPECIAL REQUIREMENTS:

• Must possess and maintain a valid California driver license.
• Must be willing and able to travel throughout Ventura County.
• Must be willing and able to work overtime, evenings, weekends, and holidays as scheduled, or on short notice.
• Must be willing and able to focus for extended periods of time performing repetitive tasks.

DESIRED:

• Intermediate proficiency/skills in Microsoft Word, Excel, PowerPoint and Outlook.
• Strong customer service and organizational skills
• Bilingual skills (English/Spanish)

Supplemental Information: Position will be assigned to multiple department sections and will be routinely rotated based on departmental needs to ensure continuity of operational services.

KNOWLEDGE, SKILLS and ABILITIES
Thorough knowledge of: records management principles, practices and techniques; document types, forms, and recordation requirements; standard nomenclature, indices and classification systems used for recordation; functions, policies and procedures applicable to work assignments; laws, rules and regulations governing the recordability and retention of documents/records; and database management systems.

Skill in: the operation and use of computers and related technology including software applications specific to the work performed such as Microsoft Word, Excel, PowerPoint, and Outlook; preparing and presenting comprehensive reports and recommendations in written and oral form to a variety of individuals and groups; and strong organizational skills.

Ability to: understand, apply and explain laws regarding the release of information and documents; recognize deviations from accepted formats or codes; maintain confidentiality of restricted information; perform simple mathematical calculations; organize work under pressure and meet deadlines; communicate effectively verbally and in writing; deal effectively with the public; strong ability to multitask and maintain attention to detail; and exercise good judgement.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on the closing date.

To apply online, please refer to our website at www.venturacounty.gov/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: Sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire, if applicable, in order to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: An un-proctored, on-line, and internet-based job-related written examination will be conducted to evaluate participating applicants' knowledge of data comparison for accuracy, verifying names and numbers, filing, mathematics, and reading comprehension for successful performance on the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

ELIGIBLE LIST:

Candidates successfully completing the examination process may be placed on an eligible list for up to a period of one (1) year.

The eligible list established from this recruitment may be used to fill future Regular (including Temporary and Fixed term), Intermittent, and Extra Help vacancies for this position or similar positions only.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Melissa Rodriguez by e-mail at Melissa.Rodriguez@venturacounty.gov or by telephone at (805) 654-2556.

Service Employees International Union (LOCAL 721)
(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Code: UPP

Closing Date/Time: Continuous

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• County of Ventura

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