Administrative Clerk/Assistant to the County Commission
1 month ago
Location : Bozeman, MT
Job Type: Full-Time
Job Number: 00643
Department: Clerk & Recorder
Opening Date: 07/16/2024
POSITION OVERVIEW
This position is located in the Clerk and Recorder's Recording Office and is responsible for maintaining accurate documentation of County Commission meetings, providing assistance to the public, receiving and recording various documents, and performing various other duties as assigned. The position reports to the Recording Supervisor, and does not supervise staff.
COMMISSION MEETING PREPARATION AND SUPPORT
- Prepares and compiles meeting materials for County Commission weekly public meetings. Locates and compiles necessary paperwork, prepares and ensures the availability of required meeting supplies, and provides materials to meeting participants as needed.
- Participates in Commission meetings by attending meetings, operating recording equipment and software, preparing a record of actions taken and speaker's comments for the permanent record.
- Documents, processes, and maintains records related to Commission decisions and actions as noted in the meeting minutes. Verifies and distributes final written minutes for approval by Commission. Maintains records of all public meeting materials for record retention and accessibility on all applicable public portals.
- Maintains files and indexes of Commission transactions, and provides assistance to individuals (private sector professionals, staff of other county departments, etc.) in locating specific transaction information from the files. Contacts the appropriate party to correct problem(s), return paperwork or refers complex problems to the Recording Supervisor.
- Archives audio recording and approve written minutes of Commission meetings for permanent record. Directs the public to accessible public meeting recording and duplicates Commission proceedings onto CDs for individuals upon request.
- Processes resolutions, contracts, ordinances, RID resolutions, and other legal documents by reviewing documents for compliance with applicable requirements, assigning tracking numbers, distributing documents to affected parties, and filing processed documents.
- Evaluates contract entry in MUNIS for completeness, and aids various county staff with contract entries, procedures, retention and execution. Follows applicable policies and procedures for contracts approvals, as well as electronically approves fully executed contracts on behalf of the Commission.
- Completes notification procedures of various public hearings in accordance with state statues and county policies.
- Receives various incoming documents for recording, verifies compliance with recording laws and regulations, and collects appropriate fees prior to accepting. Contacts the appropriate party to correct problem(s), returns paperwork, or refers complex problems to the Supervisor.
- Indexes documents into the record management software by identifying and entering document information including buyer, seller, legal description of property, and other information.
- Verifies indexing by reviewing and checking data entered into the record management software in comparison to applicable documentation to ensure accuracy and completeness. Identifies errors and makes corrections as needed based on office policy and uniformity practices.
- Scans and processes various documents, into the permanent public record, in accordance with quality control standards for record retention purposes. Coordinates scanning processes, reviews and proofs scanned documents for quality, and ensures appropriate recording of documents in computer, by operating specialized equipment.
- Accurately conducts platting activities to ensure proper correlation between documents and plat books.
- Processes electronically submitted documents with attention to recording laws and regulations, software specifics, image quality, receipting procedures, and other applicable office policies. Clearly communicates through the electronic portal when rejecting an electronically submitted document to assist customers in resolving identified problems.
- Records and files information to ensure accuracy of records retrieval and compliance with document recording procedures, rules and laws.
- Mails original documents to customers once they have been recorded.
- Creates certified copies of birth and death records and other documents upon request according to established rules, regulations, and procedures. Verifies identification of requestors in accordance with administrative rules and certification requirements, collects applicable fees, and issues documents and receipts.
- Provides assistance to telephone callers and walk-in customers by responding to a wide variety of general and specific inquiries, interpreting information needs, locating applicable resources, or connecting them with the appropriate staff member or offices. Conducts research, thinks critically and problem solves as needed to effectively respond to inquiries (e.g., birth and death records, title research, various land records, etc.).
- Receives fees and monies for various services provided. Determines appropriate fee amounts based on type of service, collects money, enters fee amounts in computer, and issues receipts to customers. Reports and deposits receipted fees with the Gallatin County Treasurer.
- Performs daily balancing of cash stations, including generating and storing financial reports related to the receipt of customer payments. Identifies and resolves receipting errors, and reports complex errors to Supervisor.
- Prepares duplicate document images and data extracts for title companies.
This work requires knowledge of state and county laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively verbally and in writing. This position must also have the knowledge and ability to handle sensitive and confidential information on a daily basis.
EDUCATION & EXPERIENCE
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one (1) year job-related work experience.
SUPPLEMENTAL INFORMATION
VALUES
Commitment to Service. Employees meet the needs of constituents in a positive, engaged, respectful manner. We have a clear understanding of why our jobs are important and how we make a difference for our citizens. We are engaged in our work and focused on doing it to the best of our abilities.
Teamwork. Employees attain collective goals by building, maintaining, and leveraging internal and external collaboration. We strive to create a positive working atmosphere by recognizing the strengths of our coworkers and partners and put aside personal differences for the benefit of the organization and the people we serve.
Mutual Respect. Employees are open-minded and willing to listen respectfully to and incorporate alternative opinions to build dynamic solutions. We listen to understand and value everyone for what they contribute.
Innovative. Employees maintain a solution-focused perspective and think creatively to take advantage of opportunities, overcome constraints, and anticipate and address long-term needs.
Effectiveness. Employees accurately and thoroughly complete work to improve outcomes and produce the intended result.
Responsibility. Employees are accountable and fulfill their obligations in an open and transparent manner. We take our obligations seriously, make good decisions, and can be depended upon
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
To apply please go our job opportunities link on the Gallatin County website, then locate this position and click apply. For application consideration, the following documents are required to be attached upon application packet submission:
- Cover Letter
- Resume
- Typing Test (45 wpm, Certified by local Job Service)
Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.
Medical deductible is $400 for an individual and $1,000 for a family.
Flexible Benefits Plan - Pre-tax out-of-pocket medical expenses and day care expenses.
Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha..
Public Employees Retirement System - Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan.
Sheriffs' Retirement System (SRS) - A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.
Supplemental Retirement Benefits are offered through Nationwide and Empower.
Sick Leave - Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued. The accrual is pro-rated for part-time employees.
Vacation Leave - Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued. The accrual is pro-rated for part-time employees.
Holidays - The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.
Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.
Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.
Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.
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