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Lewis and Clark County Records Division Supervisor in Helena, Montana

Description:
Under the general supervision of the Clerk and Recorder, this position manages the recording, indexing, search and administration of official County records.

Requirements:
The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to a high school diploma and two (2) years’ experience in records management, legal office experience, or similar. Two (2) years of supervisory experience required. Associates degree in paralegal studies or related field preferred. Public sector experience preferred.

Summary

Duties and Responsibilities:
- Manages the recording, indexing, searching and administration of official records;
- Provides supervision and leadership for Records Department staff;
-Conducts performance appraisals, approves time cards and participates in recruitment and termination processes;
- Works with employees to correct deficiencies, including implementing disciplinary decisions;
-Responds to records information requests;
-Conducts record searches;
- Maintains records, billing and accounting system;
-Oversees and performs record preservation duties;
-Assists in the preparation of the budget and monitors the expenditures;
-Assists other entities such as attorneys, funeral homes, title companies, department of revenue, surveyors, and engineer with records requests;
-Assists in the review of certificate of survey/subdivision plats for conformity of county processes;
-Develops and manages policies and procedures related to record management;
-Performs other duties as assigned.

Knowledge, Skills & Abilities
Examples of Knowledge

Montana Code Annotated regarding official records;
Clerk and Recorders office policies and procedures;
Supervisory principles and practices;
Record preservation practices and procedures;
Legal terminology;
Land survey laws and regulations;
Office practices and procedures;
State mandated retention schedules for legal documents;
Filing and records management protocols and procedures;
Lewis and Clark County and department policies and procedures;
Administrative and clerical procedures and systems;
Internal control processes and procedures;
Office management methods, practices and procedures;

Examples of Skills and Abilities

Direct, supervise, train, and evaluate staff;
Interpret and understand laws, regulations, policies;
Communicate effectively orally and in writing;
Use procedures, processes, and equipment in place to prevent workplace injuries to self and others;
Use common office machines;
Operate computer systems and related software, including word processing, spreadsheet and proprietary programs;
Maintain files and records according to prescribed standards;
Follow verbal and written instructions;
Establish effective working relationships with fellow employees, supervisors, and citizens.

Special Requirements:
Must be able to obtain public notary.
Physical Demands:
Duties are generally performed in an office environment where hazards and discomforts are controlled and modifiable. This position requires the ability to stand, bend at the waist, kneel, reach over the head, talk, hear, and see. Must be able to move or lift documents and materials weighing up to 30 pounds. May need to climb ladders to obtain and store documents. Position requires knowledge and use of typical office equipment including telephone, copiers, fax machines and personal computer. Position requires regular contact with employees and frequent contact with citizens.

Lewis and Clark County is an equal opportunity employer.


Closing Date:
December 12, 2021

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