RECORDING SERVICES SUPERVISOR

Job Specifications

Class Code:	BU8
Analyst:	TC

Date Originated: 2/2020

Dates Revised:

SANTA CRUZ COUNTY

DEFINITION

Under direction, plans, directs and supervises the work of County Recorder clerical staff in the examination, recording, indexing, retrieval, and preservation of legal documents; resolves workflow problems; explains policies and procedures of the Recorder’s Office to the general public; and perform related duties as required.

DISTINGUISHING CHARACTERISTICS

This is a supervisory level position with responsibility for supervising and directing the day to day clerical activities involved in the recording and record searching function. This position spends a substantial amount of work time performing technical and complex duties in the interpretation of statutes, rules and regulations.

The Recording Services Supervisors is distinguished from the Assistant Recorder in that the latter is an assistant department head, exercising broad discretion and judgment in the formulation of procedures and policies affecting the department operations.

TYPICAL TASKS

· Supervises, assigns, reviews, and evaluates the work of assigned support and technical staff to ensure the efficient operations and activities;

· Provides staff with advice, consultation and interpretation of related laws, codes, regulations, and policies;

· Participates in interviewing applicants and makes recommendation in hiring of new employees;

· Monitors work for compliance with recording standards, laws and regulations;

· Supervises the examination, recording, indexing, and retrieval of legal documents

· Provides technical assistance to staff in determining recordability of documents in questionable or difficult cases;

· Provides assistance and information to title companies, attorneys and the public regarding recording laws and departmental policies;

· Administers the automated cashiering, indexing and imaging system;

· Examines complex documents for conformity to applicable federal and state laws, and local ordinances relating to ownership and encumbrances on real and personal property and for presence of legally required information and signatures;

· Perform other related duties as assigned.

EMPLOYMENT STANDARDS

Knowledge:

Thorough knowledge of:

· Principles and techniques of supervision and training;

· Laws, regulations, ordinances and procedures pertaining to legal documents and their formats;

· Methods of recording, researching and compiling information; document preparation, and coping and certifying official records.

Working knowledge of:

• Automated cashiering, indexing and imaging systems;
• Research methods and techniques;
• Principles of general office organization, practices and equipment.

Ability to:

• Supervise, train, plan, assign, and review and evaluate the work of others;
• Process documents according to established procedures;
• Receive and record fees in accordance with established procedures;
• Research, interpret and apply specific laws and ordinances in making decisions as to the legal acceptability of documents presented for filing and to resolve complex customer problems;
• Review documents for correctness of form, sufficiency of information and conformance with legal requirements for filing;
• Establish and maintain effective relationships with those contacted in the course of the work;
• Communicate effectively, both orally and in writing.

Education and Experience

Any combination of education and experience which would provide the required knowledge and abilities is qualifying, unless otherwise specified.

A typical way to obtain the knowledge and abilities would be:

• Three years full time experience working with legal documents in a County Recorder’s Office.

PREVIOUS CLASS TITLES:
Bargaining Unit: 41
EEOC Job Category: 06
Occupational Grouping: 0053
Workers' Comp Code:  06