Deputy Clerk- Recorder- Registrar I

  • County Of Colusa
  • 547 Market Street, Suite 104, Colusa, California
  • Jan 01, 2022
Full Time Clerical and Administrative Support
  • Salary: $2,692 USD
  • Salary Top: $4,426
  • Phone: 5304580420
  • Apply By: Oct 08, 2021

Summary

ABOUT THE POSITION

To perform a variety of specialized clerical work within the County Clerk-Recorder Departments including Clerk-Recorder and Elections, and to provide service to customers.

 

Job Description

RESPONSIBILITIES AND DUTIES

Important responsibilities and duties may include, but are not limited to, the following:

Provide customer assistance to members of the public, county departments, and other governmental agencies, in all phases of:  document recording and document retrieval; voter registration and election information; passport processing, marriage license issuance; and notary bond filing and recording, Registered Process Server and Legal Document Assistant.

Issue Marriage Licenses and perform marriage ceremonies, process fictitious business name statement filings and Fish & Game filings.

Review documents for legal sufficiency and accept documents for recording,  perform data entry and quality control of maintenance of index of recordations; scan recorded documents using in-office imaging technology and maintain database of document images. 

Calculate and collect correct amount of Documentary Transfer Tax on recordings when applicable.

Use cash register/computer for work request entries; collect monies for services entering information into accounting program; balance daily cash, prepare deposits, and other related financial reporting functions.

Serve as Local Filing Officer for Form 700’s (Statement of Economic Interests) for Government Code filers and County designated employees.  Send notices to filers,  receive forms, and maintain files. 

Process billings i.e., calculate amount, send invoices and maintain payment records for Internal Revenue Service recordings, Employment Development Department recordings, and Franchise Tax Board. 

Verify and perform quality control of electronic copies of recorded documents; return original documents to customers.

Review Voter Registration forms that are submitted for Help America Vote Act (HAVA) compliance; contacting voter if additional information is needed.

Perform data entry of voter registration for new voters and database maintenance; scan Voter Cards using in-office technology and the Voter Registration, District and Precinct Program Database.

Enter all new voter registrations and changes daily, working with the Office of Secretary of State, who processes the information for the Statewide Database. 

Run various Voter Registration Reports and other election data as needed.  

Check voter signatures on various election petitions to verify voter status for acceptance or rejection of petitions. 

Work with the Office of Secretary of State on all phases of the election process.

Work with Registrar on all phases of county elections, including precinct databases, mapping, polling locations, voting equipment, and poll worker training classes.

Work with Registrar to maintain updated information on Permanent Absentee Voters; prepare ballot mailings for same. 

Work with candidates to receive candidate filings, including verifying qualifications, determining filing fees and other requirements as needed.

Participate in the vote tabulation process on Election Night and in the Canvass. 

Assist in preparing and submitting to various entities election results reports.

Proof read all election related materials produced by the County Registrar’s Office, including Sample Ballot/Voter Information Pamphlets, ballots, legal notices, and training materials. 

Maintain data and files on all past elections.  

Monitor Clerk-Recorder website, update as needed; answer incoming emails and forwarding as needed.

Maintain and secure adequate inventories of specialized supplies and items for elections, clerk and recorder.

Monitor and assure adequate maintenance of specialized equipment, including microfiche readers, printers, computers, scanners, etc. and arrange for servicing as needed.

Receive and register death certificates and other vital documents.

Examine various legal documents, including those related to vital statistics, for sufficiency, completeness and adherence to laws, codes and recording requirements; examines maps and property documents for recording

Make certified copies of vital records, including birth, death, marriage, land records and judgments. 

Answer questions and provide information to the public regarding all recorded, filed, and public records.

Search records to obtain requested information.

Perform general clerical duties as needed including answering the telephone, and preparing correspondence, miscellaneous reports and memoranda.

Perform related duties and responsibilities as required.

 

 

 

Job Requirements

MINIMUM REQUIREMENTS

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

  • Previous general clerical experience with heavy public contact is desirable.
  • Equivalent to the completion of the twelfth grade, supplemented by secretarial, clerical or computer training. Additional related college level courses desirable.

 

Special Instructions

BENEFITS

CalPERS retirement plan, either 3 @ 60 for Classic, or 2 @ 62; deferred compensation plans available with monthly  matching employer contributions; paid holiday, vacation and sick leave; Health Reimbursement Arrangement account; paid health insurance, life insurance, dental insurance and vision insurance for employee. If employee elects not to   enroll in County insurance and can provide proof of other group health insurance coverage, they may be eligible for a $300 monthly cash in-lieu benefit. This position is part of the Colusa County Employees Association (CCEA), Miscellaneous Unit.

THIS POSITION IS OPEN UNTIL FILLED: FIRST REVIEW OCTOBER 8, 2021 AT 5:00 PM.  Resumes are encouraged but may not be a substitute for any part of the official application. Application forms must be filled out completely and show clearly that all minimum requirements are met. Faxed and closing date postmarked applications will not be accepted.  Meeting the announced requirements does not guarantee selection in the examination process.

Note:  The information contained in this flyer is general in nature and does not constitute an expressed or implied contract.  Colusa County does not reimburse applicants for any travel or related expenses incurred in connection with applying for employment. Colusa County participates in E-Verify. To view the Notice of E-Verify Participation and the Right to Work posters, please visit the Employment Opportunities section of the Colusa County website.

Retirees: Colusa County invites all qualified candidates to apply for positions; however, pursuant to Government Code Section 21221 (h) and 21224, hiring restrictions may apply to California Public Sector Pension Plan Retirees.

COLUSA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

 

Additional Information

PHYSICAL DEMANDS

Strength and mobility to lift and/or maneuver up to 50 lbs. Mobility to work in typical office setting and use standard office equipment.  Stamina to remain seated and maintain concentration for an extended period of time.  Vision to read printed materials and a computer screen for prolonged periods of time.  Hearing and speech to communicate in person or over the telephone.

 

 

Job Address

547 Market Street, Suite 104, Colusa, California 95932 United States View Map