Montana Veteran Jobs

POSITION: (FT) Recording Clerk DEPARTMENT: Clerk & Recorder's OfficeACCOUNTABLE TO: Clerk & Recorder and DeputiesSUMMARY OF WORK: Determines recordable status of documents and directs distribution into real estate and other pertinent records. Receives and processes documents in the computer, including indexing and preparing for recording; and filing when necessary. Must also be able to complete the same process without computer use. Wait on customers at the counter when necessary. Be available to assist with legal documents. Review and place Certificates of Survey, Plats & Subdivisions of record. Prepare Special Improvement District (SID) assessments. Required to learn extensive Montana Subdivision and Surveying Laws and Regulations and be able to apply in daily work. Assist with all other office duties when required and as requested.JOB CHARACTERISTICS:Nature of Work: This position performs duties requiring attention to accuracy, detail, and timeliness in processing of documents and maintenance of records; must determine sufficiency and recordable status of documents. Requires the ability to learn and retain substantial laws relative to the subject matter and be able to research the law when necessary. Must work with tract indexing and ownership records. Position must be able to work extremely well with the public and work with frequent interruptions. Requires absolute ability to maintain confidentiality of sensitive information. Breach of confidentiality laws will result in immediate dismissal from the Clerk and Recorder’s office. Will be required to work overtime hours during election cycles and occasionally at other times specified by office workload. Hazards of the position include heavy lifting of boxes, books, equipment, and ladder use.Personal Contacts: Must work daily in very close proximity in a single office area with various other employees. Continuous and harmonious interaction with other office employees is necessary and required. Position requires contact with the public at the counter and in the office. There is frequent interaction with other county departments, law offices, title companies, and financing institutions. Supervision Received: Supervision from the Clerk & Recorder as needed; by office Deputies in daily office process and as needed in specific projects.Essential Functions: Position requires ability to: communicate orally and in writing; read, learn and understand laws, legal descriptions, and regulations pertinent to these and other office matters. Computer, typewriter, and ten-key operation and competency; proper telephone communication skills; bookkeeping, daily office reports, and outside reports when required; legible handwriting; filing, indexing and retrieval materials; research records in computer and old books when required which requires heavy lifting and ladder use; aid in complete voting process, including lifting of heavy materials between 50 to 75 pounds. Process Certificate of Surveys, plats & Subdivisions, etc. from time of receiving until final filing.AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE: Determines if a document is recordable and meets all legal criteria for the specific type of document. Refer to Essential Functions above. Additionally, waits on the counter and assists customers with birth and death certificates, title research, election registration, preparation, voting, using computer and hand methods. Manually processes and indexes, when necessary, as well as computer processing documents. Will be mainly working at the fee and reception desk doing daily entries of all types of documents, filings, copies, birth, death, searches, etc. Receipts cash and checks received for payment of services and is responsible for handling refunds if required. Balances the Reception Book to daily cash and daily counter receipt book. Keeps daily and running totals of all cash and charge amounts listed in the Reception Fee book. Sends out monthly statements where applicable. Handles financing statements under the Uniform Commercial Code law and assists in all office duties when required.JOB REQUIREMENTS: The successful applicant must be able to perform the following job requirements with or without reasonable accommodation.Knowledge: This position typically requires an extensive knowledge of types of legal documents and laws pertaining to sufficiency for reception and recording, Certificates of Survey, plats, subdivisions, privacy. A knowledge of legal land descriptions, basic bookkeeping, computer, typing, ten-key calculator, title and abstract work. Ability to locate, read, interpret, and utilize Montana Code. Learn and apply election process. Present an agreeable, pleasant, and friendly demeanor when working with the public and others. Learn to handle central switchboard and mail room processes. Essential Functions detailed above are incorporated into Job Requirements by this reference. Skills: Use of computer; calculator; typing, copy and microfilm equipment. People oriented. Quick to learn and retain information. Willing to share work load for the benefit of the office. Cooperative and friendly with co-workers. Able to lead and teach when requested.Abilities: This position requires the ability to: interpret legal documents and legal descriptions, determine disposition and processing; read and interpret Montana laws, and follow through legal matters; be flexible and do varied tasks; be highly organized; work with interruptions; calculate; maintain updated accurate records; prepare reports; work well with people; be self-motivated; accurately record information; maintain confidentiality; communicate effectively orally and in writing; follow verbal and written instructions; establish effective working relationships with fellow employees, supervisors, and the public.EDUCATION AND EXPERIENCE:The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:-A High School diploma-Experience with land and title work (Preferred) -Experience with real estate documents-Experience in secretarial practices and office procedures and in use of computers, office machines, and basic bookkeeping. This may be acquired in part through educational courses.-Knowledge and use of Montana Codes Annotated (Preferred)JOB PERFORMANCE STANDARDS:Evaluation of this position will be based primarily upon performance of the preceding requirements and duties. Examples of job performance criteria include, but are not limited to, the following:-Performs assigned duties with minimal supervision.-Accurately processes and indexes documents.-Accurately interprets and applies laws in document determinations.-Maintains accurate and timely records.-Effectively waits on the counter and assists customers.-Deals tactfully and courteously with the public.-Provides accurate information to the public.-Accurately handles and balances reception book.-Competently assists with elections.-Observes work hours and is at work unless scheduled for time off, or absent due to illness.-Demonstrates punctuality.-Establishes and maintains effective working relationships with fellow employees, supervisors, and the public.

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