Administrative Assistant/Deputy Recorder

4 weeks ago

Beaver, United States Beaver County Full time
Job DescriptionJob DescriptionDescription:

Administrative Assistant/Deputy Recorder

Beaver County has one, full-time opening for a joint position as Deputy Recorder & Administrative Assistant to the Building/Zoning Department. The individual will work simultaneously with both departments and must be able to prioritize responsibilities and balance the workload to meet time sensitive deadlines.

Minimum qualifications include a high school diploma or equivalent, strong background in office management, organizational skills, communication and customer service. Must be able to work independently with a high level of accuracy and attention to detail.

35 hours per week 8-5 M-T & 8-12 on F.


Requirements:

General Duties Include:

Answering phones, taking messages, transferring calls, providing information to patrons, scheduling appointments, coordinating meetings, filing, typing, mail, email, accounts receivable, etc.

Deputy Recorders Duties Include:

Process Legal documents: review/verify recording criteria, validate, scan, copy, index owners, abstract parcel, change ownership (when applicable) and archive.

Update ownership plats, record subdivision plats and file surveys.

Send data/records to requesting parties via hard copy, phone, mail, email, etc.

Assist the pubic in retrieving and viewing documents in the office.

Collect, track, deposit and report fees.

Submit recorded documents to the State Archives.

Once adequate training has been provided the employee will be required to become a Licensed Utah Notary and complete the Cadastral Mapping Course.

Building/Zoning Duties Include:

Schedule inspections & issue permits.

Monthly & quarterly invoices and reports.

Monthly construction reports.

Collect, track, deposit and reporting of fees.

Maintain hardcopy & digital files for all permit types.

Attach supporting documents to existing permits.

Reserve lodging, register for conferences & coordinate trainings.

Acquire & share Zoning information; Districts, Permitted Uses, Conditional Uses, Setbacks, etc.

Provide the public information and assistance when submitting for Permits/Applications; Building, Conditional Use, Encroachment, Home Occupation, Zone Change, Subdivision, etc.

Create & compile Planning & Zoning agenda, public notices, notices of public hearings & landowner letters.

Post all P/Z agendas & notices for public viewing in offices and public websites as required.

Coordinate all P/Z schedules, meetings, packets, etc. with board members via text & email.

Set up and take minutes at the MANDATORY, MONTHLY EVENING P/Z Meeting.

Post P/Z minutes and follow through with all items of business.

Coordinate calendars/responsibilities with other administrative offices as needed.

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