Jobs Clerk II - Recorder

Department
Recorder's Office

Salary
$17.24 - $22.05/hour

Status
Full-time

Location
Courthouse: 227 South 6th Street, Council Bluffs

Posted
4/5/2021
Apply Online

Summary

Assist Deputies and when needed fill in for a Deputy on a temporary basis, accurately process, record and index documents.  Responsible for preparing and issuing vital records and registering or titling off road vehicles, boats and jet skis, performing routine clerical tasks and other duties as assigned.  

Essential Functions

Regular and reliable attendance at courthouse work location is essential to this position.

 

Perform all duties and work in the Real Estate area when needed on a temporary basis or to assist Deputies as needed.  Record and index all types of documents including real estate related, such as deeds, mortgages, affidavits, tax liens, Assignments, UCC’s and contracts.  Utilize and operate a scanner to record documents then utilize computer to index, and input documents.   Maintain the accuracy and currency of various departmental books and records including real estate indexes and plat books.

 

Perform all duties and work in the Vital Records area.    Determine if customer has appropriate authorization to have access to vital records. Collect appropriate fees and access computer and / or in house documents and issue marriage, birth and death certificates. 

 

Assist customers with marriage license applications, accurately enter information from the application into the appropriate database, and create license. 

 

Perform all duties and work in the DNR area.   Register or title boats, jet skis, ATV’s, snowmobiles and off road motorcycles.  Renew boat and jet ski registrations.


 Verify accuracy and completeness of all documents including hard copy, as well as, electronically submitted.  Responsible for computing and accepting fees, issuing certificates, preparing sales tax reports, inputting data into appropriate databases and reconciling accounts on a scheduled basis in all areas of department.

 

 Collect and document fees for above transactions, manage money and cash registers.   

 

 Must maintain confidentiality requirements.

 

Maintain a file system of marriage license applications and licenses, death and birth certificates, titles, surveys, registrations and other official documents according to established procedures. 

 

Sort and process both incoming and outgoing departmental mail.

 

Answer telephone calls and assist visitors to the department by answering questions, referring them to appropriate sources for information, making photocopies, explaining the operation of the reader/printer (microfilm machine), accepting real estate recordings or providing requested information.

 

Count money and balance cash drawers, perform basic bookkeeping procedures, post data to fee books and prepare deposits in the absence of the First and/ or Second Deputy.

 

Establish and maintain effective working relationships with the general public, governmental officials, co-workers and Deputies.

 

Prepare and maintain various departmental records, reports, correspondence and other departmental documents.

 

Assists with all other departmental division functions, as needed.

MARGINAL FUNCTIONS:

 

Order all supplies for boat and snowmobile registrations as necessary.

 

Perform scanning duties such as scanning documents into the computer, transferring scanned information onto a CD, etc., according to established procedures.

 

Perform other duties as directed or as the situation dictates.

Essential Knowledge, Experience, and Ability

Knowledge of and the ability to utilize routine office procedures, standard clerical techniques.

 

Working knowledge of Microsoft Office suite and the to operate a computer for the purpose of word processing, data entry, spreadsheets, presentations, scanning, email and internet.  Must have the ability to learn and to adapt to different software applications.

 

Ability to operate common office equipment such as calculators, fax and postage machines, photo copiers, multi-line telephone and scanner.  

 

Ability to accurately perform mathematical calculations and bookkeeping techniques and the ability to perform accurate cash transactions.

 

Ability to multi-task, pay close attention to detail and must be detail oriented while accurately performing duties.

 

Excellent customer service and interpersonal skills including effective verbal and written communications.

 

Ability to apply departmental policies and procedures in the performance of job duties.

 

Ability to establish and maintain effective working relationships with the general public, governmental officials, co-workers and Deputies.

 

Ability to work under limited supervision and organize work to meet fixed deadlines.

 

Ability to maintain confidentiality and security of information as appropriate.

 

Ability to accurately collect data, keep accurate records and prepare reports.

 

Ability to type accurately.

 

Ability to accurately file documents in accordance with departmental procedures.

 

Ability to understand and follow both oral and written instructions.

Essential Education, Certification, and/or Licenses

Must possess a high school diploma or GED equivalent.

     

For me, it is the satisfaction of helping the community, and providing service both here and in Eastern Pottawattamie County at the Avoca Courthouse.

Lea, Treasurer
Treasurer
43 Years with Pottawattamie County