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Administrative Clerk

2 months ago

Central City, Colorado, United States Gilpin County Full time
Category
Clerk & Recorder

Overview

Supervised by: Clerk & Recorder

Supervises: N/A

Salary Range: NE6 - $25.87

Hiring Range: $22.50 per hour DOQ

Classification: Non-Exempt

Status: Full Time

Application Period: Open until filled or for a minimum of one week.

Primary Responsibilities: This role encompasses a diverse range of intricate and specialized technical and administrative tasks for the Motor Vehicle Division, Division of Local Affairs, Colorado Secretary of State, and Division of Real Estate. The incumbent will analyze, regulate, and enforce statutory requirements related to state and federally mandated title and registration laws.
  • Provide assistance to citizens in licensing, titling, and filing motor vehicle documents. Collect statutory motor vehicle revenues, including but not limited to all sales and use taxes. As an agent for the Department of Revenue, verify all legal documents for compliance with state and federal laws. Ensure adherence to the Department of Revenue rules and regulations, along with county departmental policies and procedures.
  • Act as an agent for the Colorado Department of Revenue, Division of Motor Vehicles, ensuring compliance with C.R.S.
  • Serve as an agent for the Secretary of State, Election Division, maintaining compliance with C.R.S. Title 1.
  • Follow Colorado Revised Statutes C.R.S. Title 32 and Title 30 regarding the recording of documents.
  • Assist citizens in recording real property documents, marriage licenses, and processing funds for liquor licenses, as well as conducting complex real property searches.
  • Support the election process; ensure compliance with statutes and rules. Provide the public with information regarding departmental locations within the county.
  • Collaborate with other employees, departments/divisions, external entities, and the public to deliver effective and innovative services. Strive to provide comprehensive services to both internal and external customers by integrating programs or services offered by other departments, divisions, and external entities.
Main Job Duties: (Candidates must be able to perform all essential tasks required by the position. The following statements illustrate the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The organization retains the right to modify or change the duties or essential and additional functions of the job at any time. Examples of duties are intended to be illustrative only and are not intended to be all-inclusive or restrictive.)

General Duties:
  • Maintain confidentiality of information in accordance with applicable federal, state, and local regulations.
  • Perform complex and specialized technical and administrative work in support of the Motor Vehicle Division.
  • Assist the public with inquiries, research information, resolve complex issues, submit negotiable documents for processing, and determine the necessary elements for conducting legitimate motor vehicle transactions.
  • Verify title documents using appropriate reference materials to ensure legal qualification and accuracy. Authenticate completeness and compliance with state and federal laws. Confirm title and registration revenues due and establish proper sales and use tax rates.
  • Substantiate legal addresses and ensure compliance with jurisdictional requirements. Perform routine computer processes as directed by the Department of Revenue.
  • Collect fines, fees, and manage the removal of license plates in accordance with laws set by the Department of Revenue.
  • Assist with various off-counter tasks, including processing dealer and financial institution documents, title and registration processing, security agreement filing, and archival work. Serve as a representative of the Department of Revenue and the county.
  • Issue license plates, annual validation tabs, and placards for the Americans with Disabilities Act, ensuring compliance with established criteria.
  • Process and complete complex title transactions, including bonds, special IDs, salvage vehicles, mechanic liens, and vehicle weight classifications.
  • Verify cash transactions, prepare deposits, and balance office revenues against reports.
  • Prepare accurate correspondence to dealers, financial institutions, taxpayers, and county officials. Explain complicated title registration issues with clarity and professionalism.
  • Handle complex recording issues and transactions, including high-level searches and quality control of images.
  • Assist the public in operating equipment in the Clerk's office, such as microfilm readers, computers, and record books.
  • Assist in recording legal land conveyances, liens, easements, marriage licenses, and other documents into the county record system.
  • Support the Deputy Clerk to the Board with recording minutes and licenses.
  • Maintain the county property record library and catalog maps and historical records.
  • Prepare and scan plats, ensuring accurate documentation in the county's public systems.
  • Comply with the National Voter Registration Act by providing necessary information and forms to the public.
  • Assist the public in completing election forms and provide guidance on voting procedures.
  • Attend trainings and conferences to stay updated on new procedures.
  • Perform other duties as assigned by the Clerk and Recorder and/or Chief Deputy Clerk.
  • Public Relations/Communications Duties:
  • Serve as a representative, maintaining compliance between the Department of Revenue, Secretary of State, Department of Real Estate, and the county.
  • Engage with customers to explain departmental functions, policies, and procedures. Assist staff in preparing reports as required.
Miscellaneous Duties:
  • Lift and move boxes of supplies weighing up to 30 lbs. as needed.
  • Operate a personal computer and utilize applicable software for correspondence and data management.
  • Identify and recommend improvements in divisional operations to enhance efficiency.
Independence of Action: Work under the general direction of the Clerk and Recorder and Chief Deputy/Director of Election. Establish overall goals and objectives in collaboration with supervisors. Exercise initiative and judgment in meeting assigned objectives and implementing departmental operations. Work is reviewed for compliance with established procedures and policies.

Working Relationships: The primary contacts are with the public, departmental co-workers, supervisors, and various governmental agencies in providing assistance and information.

Working Conditions: The work environment is generally moderate in noise level, with scheduled hours typically Monday through Friday. Physical demands may include sitting for extended periods and lifting/moving objects weighing up to 30 lbs.

Knowledge: Advanced knowledge of office practices, procedures, and relevant statutes.

Skills: Proficient in customer service, computer operation, and mathematical computations.

Abilities: Ability to handle confidential information, work independently, and communicate effectively.

Qualifications: High school diploma or GED with relevant coursework preferred. Two years of experience in a similar role is desirable.

Special Requirements: Must be at least 18 years of age and possess a valid driver's license. Must pass pre-employment screenings.