Job Information
SANDERS COUNTY Recording Clerk in THOMPSON FALLS, Montana
Position: Recording Clerk - Full Time -- Permanent Department: Clerk & Recorder Pay Grade Range: Starting rate $17.59, depending on experience Closing Date: Open until filled, with 1st review on Monday, March 17th 2025 - Work Unit Overview: Full-time Position. All county departments must maintain an open and customer service-oriented environment, cooperate with other County departments and governmental entities, and keep accurate and timely records and information. The County Clerk & Recorder Office preserves the county records. - Job Summary: The Recording Clerk assists the Public with filing county documents, indexing and recording documents, providing birth and death certificates, and answering questions. - Essential Functions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs. - Performs routine clerical and administrative work by answering phones, receiving the Public, providing customer assistance, collaborating with team members, and data processing. - Maintains professionalism by exercising tact, diplomacy, and courtesy at all times. - Deals with sensitive information and adheres to standards of strict confidentiality. - Indexes all recorded documents, including Simplifile electronic documents; balances credit cards and cash reports. - Records birth and death certificates, files copy and sends certified copies upon request. Prepares faxed death certificate requests by funeral home. - Assists customers by verifying accuracy of Realty Transfer Certificates. - Receives instruments and enters same into Document Pro Software; sorts documents for either recording or filing; returns incorrect or incomplete documents for corrections. - Accepts instruments and fees for liens filed on personal property. - Assures that instruments are in filing form (signatures, certifications, description of collateral and lien amount). - Accepts lien release instruments and fees. - Checks descriptions for land surveys and records certificates of surveys. - Makes copies of certificates upon request. - Processes monthly billing for customers who charge with the County for recordings. Non-Essential Functions: - Assists other clerks in the County Clerks Office to maintain records and files. - Performs other duties as assigned including but not limited to managing special projects, attending meetings and conferences, participating in training, etc. - Backs up the Election Administrator in election duties as required, ensuring ballot counts are accurate by calibrating the tabulation machine and efficiently processing ballots on election nights. - Works extended hours on election days as required. - Prepares cash deposits. - Backs up County Clerk & Recorder, Plat Clerk and Deputy Clerks as needed. Physical Demands and Working Conditions: The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job. - Intermittent periods of standing, sitting, and walking. - Required to reach with hands or arms, stoop, kneel, crouch, and some light occasional lifting in the file storage area for research purposes. - Occasionally required to climb or balance; occasionally required to lift up to 50 pounds. - Working on a computer and communicating with others. - Subject to frequent interruptions. - Work in an office and court facility environment with a moderate noise level. - Supervision Exercised: List jobs reporting to the subject position and level of supervisory authority. The primary function of this job is not in a supervisory capacity. - Knowledge, Skills, and Abilities: This job requires knowledge of administrative and clerical procedures; business computer applications such as word processing, spreadsheets, databases, records management and retention, form design, and office procedures. - The job requires skill in verbal and written communications, mathe atics, active listening, reading comprehension, monitoring, critical thinking and time management. The job requires the ability to calculate figures; to compute rates, ratios, and percentages; to read and comprehend instructions, correspondence, and memos, and to solve problems involved in working with computer systems. - Education and Experience: The job requires education and experience equivalent to a high school diploma or GED and (2) two years related experience. Equivalencies include an Associates degree in Real Estate, Business Administration or related field, course work in business, real estate, title examination, bookkeeping, and/or record keeping. - Health and Safety Responsibility: The safety and health responsibilities described herein are representative of those an employee will be responsible/accountable for while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. - Carry out work in a manner so as not to create a health and safety hazard to yourself or others; suggest ways to eliminate hazards. - Assist in the reduction and controlling of accidents and illness-producing conditions in the work area by routinely conducting a visual inspection of the work area to identify unsafe work conditions and report time immediately to the department supervisor. - Advise co-workers when he/ she is participating in an unsafe work practice. Report any unsafe work practices immediately to the supervisor. - Report any incidents, near misses, injuries, or illnesses to immediate supervisor. - Develop a personal concern for health and safety -- for yourself and for others, particularly new employees. - Read, understand, and comply with workplace health and safety policy, safe work practices and procedures. - Co-operate with health and safety committee members and representatives. - Should an injury occur during the workday, report to your Supervisor and complete a written Report of First Injury by the end of the work shift on the day the injury occurs. Failure to complete and submit a Report of First Injury that occurs during a work shift may result in progressive discipline being initiated.