Recording Specialist

The Recording Specialist is an entry level position responsible for performing the daily tasks of the Recording Division in the Arapahoe County Clerk and Recorder's Office. This position is responsible for providing excellent customer service while recording and indexing legal documents, issuing marriage and civil union licenses, issuing certified copies, and processing new passport applications as a Certified Passport Agent on behalf of the U.S. Department of State.

NOTE:

• The hiring range for the Recording Specialist is $19.11 to $28.65 an hour dependent upon qualifications and experience.
• The hiring range for the Senior Recording Specialist is $21.03 to $31.51 an hour dependent upon qualifications and experience.
• The county anticipates hiring this position as a Recording Specialist.
• This position will be located at the Aurora Office, 490 South Chambers Road, Aurora, CO 80017.

• Assists recording customers at the counter, telephone and mail by providing specific, complete and accurate information on recording policies and procedures, marriage requirements, and State Department requirements for passport applications.
• Collects, reviews, and safeguards all legal hardcopy documents presented for recording against loss or destruction.
• Reviews, records, scans and processes documents into an electronic land records management system. Ensures all records conform to indexing standards for public view and research.
• Accepts and examines legal documentation presented for marriage or civil union licenses while verifying identity.
• Appropriately issues and processes marriage and civil union licenses, enforces compliance with Colorado State Statute, legislative mandates, administrative directives and office policy. Collects fees as required by law.
• Processes new passport applications in accordance with guidelines and requirements of the U.S. Department of State, verifying identity, ensuring application is complete and all necessary documentation and fees are included.
• Properly collects fees and issues receipts. Securely processes and handles payment by cash, check, prepay account, and credit card.
• Reconciles cash drawer, researching and resolving discrepancies on a daily basis.
• Resolves customer complaints and/or concerns; escalates to supervisors when needed.
• Provides clerical and administrative support for the department as needed.
• Keeps up to date on State Department regulation changes, legislative updates affecting state statutes, and updates to internal policies and guidelines.
• Assists with projects and other duties as assigned by the Manager of Recording or Recording Lead.

• Strong computer skills and advanced knowledge of Microsoft Office Suite (Word, Excel, Outlook and PowerPoint).
• Ability to attain certification by the U.S. Department of State as a Passport Agent.
• Demonstrated record of success as a customer service representative in a local government agency or similar organization.
• Demonstrated ability to plan, monitor and complete projects in a timely manner.
• Ability to shift focus between different tasks.
• Flexible, punctual, reliable and willing to work paid overtime if necessary.
• Effective verbal and written communication skills.
• Ability to engage with customers and coworkers in a professional, articulate and friendly manner.
• Ability to establish and maintain effective working relationships with fellow employees, the public, supervisors and other County officials.
• Ability to exercise tact and discretion in handling confidential information.
• Ability to apply critical thinking to analyze and evaluate data, policies and procedures.

Behavioral Competencies (these are required for all positions at ACG):

Accountability

Accessibility

Inclusivity

Integrity

Education and Experience:
Recording Specialist

• GED/High School diploma
• Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.

• GED/High School Diploma
• 2+ years experience performing recording duties within a County Clerk's Office

• 1+ years experience in a County Clerk's Office performing recording duties.

• 4+ years experience performing recording duties within a County' Clerk's Office

Pre-Employment Additional Requirements:

• Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.
• Security clearance required: will require fingerprinting and a Colorado Bureau of Investigation (CBI) background check

• Work is generally confined to a standard office environment.

• Spends 90% of the time sitting and 10% of the time either upright or walking.
• Occasionally lifts, carries, pulls or pushes up to 20 lbs.
• Occasionally uses cart, dolly, or other equipment to carry in excess of 20 lbs.
• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
• Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
• Visual capacity enabling constant use of computer or other work-related equipment.

** In accordance with Senate Bill 23-058, applicants understand that Arapahoe County will not request or require the applicant to include their age, date of birth, or date of attendance/graduation date on the initial application. Applicants understand that Arapahoe County can request or require an individual to provide documentation including copies of certification, transcripts, and other materials created by a third party. The applicant understands that the applicant can redact, if they so choose, information that identifies age, date of birth, or dates of attendance/graduation from an educational institution on those requested/required certification, transcripts and other materials created by a third party.

Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (i.e. uploading or attaching documents to your online application), call NEOGOV technical support at 855-524-5627. Helpful hints: if you are having difficulty uploading or attaching documents to your application, first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt uploading (attaching) it.