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Deputy Clerk Recorder I/II/III

2 months ago

Eureka, United States Eureka County, NV Full time
Salary: $25.12 Hourly

Location : Eureka County, NV

Job Type: Full-Time

Job Number: 112023

Department: Clerk/Recorder

Opening Date: 05/08/2024

Description

Deputy Clerk Recorder I, Salary Range E08
Deputy Clerk Recorder II, Range E09Deputy Clerk Recorder III, Range E10

Summary of Job Purpose:Performs difficult, complex technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to Clerk Recorder Office department to which assigned: including, District Court, Elections, Commission and Recorder responsibilities.

Deputy Clerk Recorder I: is expected to perform under the direction of the County Clerk Recorder in a specialized capacity performing essential functions.

Deputy Clerk Recorder II & III: is expected to perform under the direction of the County Clerk Recorder in a specialized capacity performing higher level functions in addition to All Deputy Clerk Recorder I essential functions.
Examples of Duties

Office Duties:
  • Enters, maintains, validates and produces reports on records within various databases. Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures;
  • Performs a variety of administrative support duties as required. Operates standard office equipment;
  • Organizes, maintains and purges various departmental files.
  • Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.
  • Provides information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
  • Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations;
  • Prepares vouchers for department/employee expenses and provides them to supervisor for approval.
  • Processes and balances daily receivables; makes daily/weekly deposit(s) to the Treasurer's Office.
  • Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
District Court Duties:
  • Files and opens new cases under the Court's jurisdiction; organizes documentation and inputs data into the case management system in accordance with court procedure;
  • Takes and transcribes minutes of court proceedings; operates audio and video equipment; administers oaths to witnesses and jury members; Administers and manages digital Hearings.
  • Processes criminal records requests; collects payment, processes receipt.
  • Schedules hearings and court calendars; issues bench warrants as directed by court; requests documents/information from other agencies; ensures that all files, documents, evidence and other materials are available and organized prior to the beginning of court session.
Recording/ Clerk Duties:
  • Record a full range of legal documents including, but not limited to, deeds, trust deeds, contracts of sale, reconveyances; mining documents such as certificate of location and intent to hold, oaths of office, marriage certificates; and review them for originality, accuracy and completeness in accordance with Nevada Revised Statutes and departmental policy prior to recording.
  • Calculate and collect appropriate fees and taxes; enter transaction into computer software; obtain receipt for customer.
  • Index recorded / scanned documents to create a permanent searchable record; verify and ensure that information is entered correctly; create an accurate computer index necessary to interpret document to index correctly.
  • Balance cash drawer and reconcile with the recorded documents to ensure fees have been recorded accurately; complete daily/weekly bank deposit(s) to be delivered to the Treasurer's Office.
  • Respond to inquiries and requests for documents by telephone, in person and by mail; provide information; conduct searches; fulfill requests appropriately.
  • Issue certification of permission to perform marriages,
  • Issue Marriage Licenses; record Marriage Certificates
  • File Fictitious Firm Name (FFNs) and maintain a recorded record; issue renewal notices.
Election Duties:
  • Provide exceptional customer service and support in compliance with federal and state election laws.
  • Perform election functions such as voter registration and voter roll maintenance.
  • Manage education and training of election workers; assist with the development of training materials.
  • Maintains voter database; corresponds with voters to maintain accurate information; utilizes Secretary of State(SOS), Help America Vote Act (HAVA), and Automatic Voter Registration (AVR) reports to improve the accuracy of voter rolls; provides voter registration identification cards; maintains computer files of voting history; Processes HAVA and AVR records.
  • Performs record requests of election database upon request within allotted time outlined in State NRS.
  • Assists in election setup and take down of election equipment at polling sites; maintains and ensures security of all election equipment;
  • Performs election-related tasks and specific duties; provides extended hours of service for voter registration and early voting during the Presidential Preference Primary, Primary and General elections and any special elections. Processes voters as they arrive to vote, including signature verification. Maintains security of all ballots, transports election equipment and ballots to the Counting Board.
Commissioner Clerk Duties:
  • Operates recording system and interactive video equipment located in the Board Room.
  • Understands and adheres to the Nevada Open Meeting Law and the State ethical standards.
  • Files and indexes documents related to the Board of County Commissioners.
  • Composes minutes of the Commissioners' meetings.
Qualifications

Deputy Clerk Recorder I: High School diploma/GED; AND one (1) year of court services or administrative support experience is preferred.

Deputy Clerk Recorder II: High School diploma/GED; AND two (2) years of verifiable court, clerk, recorder, or election services experience; OR one (1) year of experience as a Deputy Clerk Recorder I; OR an Associate's Degree in a related field.

Deputy Clerk Recorder III: High School diploma/GED; AND four (4) years of verifiable court, clerk, recorder, or election services experience; OR two (2) year as a Deputy Clerk Recorder II; OR a Bachelor's Degree in a related field. Equivalent combination of formal education and work experience may be considered. Formal education and work experience for consideration such as a two (2) years Associates Degree in related field or appropriate related experience and two (2) years of professional experience in related field.

Required Certificates, Licenses, and Registrations: Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
  • Valid Nevada Driver's license
  • Notary Public Certificate( Clerk Recorder II and above)


Knowledge, Skills and Abilities

Knowledge of: Policies, procedures, rules and regulations related to the court, elections, recording and open meetings; Legal and court terminology; Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats; Business arithmetic; Accepting monies and making accurate arithmetic calculations; Business letter writing and the standard format for typed materials; Record keeping principles and practices; Correct business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone.

Skills in: Performing clerk, recorder, election and administrative support duties; Organizing court/meeting activities and recording court/meeting proceedings accurately; Interpreting, applying and explaining applicable codes and regulations; Using applicable office terminology, forms, documents and procedures in the course of the work; Maintaining accurate case and office records and files; Composing correspondence independently or from brief instructions. Using initiative and independent judgment within established procedural guidelines; Organizing own work and work space, setting priorities and meeting critical deadlines; Contributing effectively to the accomplishment of team or work unit goals, objectives and activities. Skills to drive a motor vehicle to and from other County locations in order to attend offsite meetings/training/election sites or visit other work sites.

Physical/Mental Demands & Working Environment: The physical/mental requirements described herein are repetitive of those that an employee must meet to perform the essential functions of this position successfully.

Strength, stamina, dexterity, coordination, and vision to use keyboard and video display terminal forlong periods of time. Dexterity and coordination to handle files and single pieces of paper. Strength, stamina, and coordination for occasional lifting and pushing of items weighing up to fifty (50) pounds, printers, equipment, files, stacks of paper,reference and other materials; strength, stamina, and coordination for moving from place to place within the office; occasional reaching for items above and below desk level and standing for long periods of time. Ability to appropriately handle stress and interact with others, including supervisors, coworkers, clients, and customers. Periodic contact with angry and upset individuals. Ability to handle frequent interruptions of planned work activities by telephone calls, office visitors, and response to unplanned events. Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise.

Full-time employees are offered a complete benefits package including health care, dental, vision, life, Nevada PERS retirement, holidays, vacation, and sick leave. In addition, employees can voluntarily enroll in a deferred compensation plan, Health Savings account, and various other supplemental insurance plans offered by the County.

Part-time employees who regularly work 20 hours or more per week will earn annual leave on a pro-rata basis. Part-time employees employed more than half-time (1040 hours or more in a fiscal year) are enrolled in PERS.