Job Specifications

Class Code:




Date Originated:


Dates Revised:

6/91, 6/93, 10/97, 7/10 



Under general supervision, examine a wide variety of legal documents and determine their recordability according to statutory requirements; receive and process applications for passports, marriage licenses, and fictitious business names; compute, receive and account for fees and taxes and perform other duties as required.


Positions in this class are located in the County Clerkís Office and the Recorder's Office and independently perform a wide variety of responsible, complex clerical duties related to the processing of legal documents and records, such as applications for passports, marriage licenses, fictitious business names; and examine a wide variety of legal documents to determine their acceptability for public recordation. Incumbents are expected to exercise judgment and independence in applying complex legal codes, policies and procedures while performing the full range of assigned duties.


Accept and examine over 250 different legal documents to determine their recordability according to the codes and statutes relative to each document; review documents for necessary signatures, completeness, acceptability of Santa Cruz County as the legal place of recordation and legally prescribed time limits; cite State and County laws, rules and regulations as the basis for accepting or rejecting documents; research various legal codes and rules; detect and reject fraudulent documents presented for recordation, make efforts to prevent illegal use of vital statistic records by the public and coordinate with law enforcement agencies regarding the presentation of fraudulent documents for recordation; accept documents for recording, compute, receive and account for fees or taxes; issue receipts; operate personal computer with dedicated printer; answer questions from title companies, lending institutions, attorneys, and the general public regarding recording laws, regulations and procedures; assist the public searching for recorded deeds, deeds of trust, and other recorded documents; provide instruction on how to use indexes to locate documents; order copies of legal documents; prepare and type correspondence; enter Marriage, Birth, Death, Map Indexes and Fee Book information into computerized processing system; key and verify vital statistics; determine priorities and organize workload; assist with the selection and training of staff; review and process applications for passports, fictitious business names, abandonment of and dissolution of fictitious business names, marriage licenses, confidential marriage licenses; accept and file notary public appointments; register notary bonds; administer oaths of office; maintain copies of Grand Jury Reports; receive applications for process server, maintain records of expiration dates; maintain roster of public agencies; assist the public at the counter and on the telephone; explain requirements of various processes; provide certified copies of documents on file; prepare and revise forms and informational material to reflect changes in procedures or legal requirements; prepare statistical reports and summaries; may provide vacation and other temporary relief.


Knowledge of:

Working knowledge of:

         Office procedures and practices including preparation of correspondence, reports, and filing systems.

         Business English, spelling, grammar, and punctuation.

         Legal terminology, forms and documents related to examining and recording documents

         Basic arithmetic including addition, subtraction, multiplication and division.

Some knowledge of:

         Laws, rules, regulations, and procedures relating to the processing of legal documents in the County Clerkís Office and the Recorderís Office.

Ability to:

         Perform difficult and responsible legal clerical work requiring accuracy, speed, and attention to detail.

         Understand, interpret, explain, research and apply specific statutes, codes, regulations and procedures.

         Understand and follow complex written and verbal instructions.

         Understand the meaning and intent of a wide variety of legal documents.

         Use independent judgment to solve problems and make appropriate decisions.

         Recognize and reject fraudulent documents presented for recordation.

         Meet the public with composure, understand their inquiries and assist them in getting the help they need.

         Establish and maintain cooperative relationships with those contacted in the course of business.

         Establish priorities and schedule workload to meet deadlines.

         Devise and adapt work procedures and record keeping systems to meet changing needs.

         Organize and maintain a large volume of records and documents.

         Spell correctly.

         Make arithmetic calculations.

         Compose correspondence and prepare routine reports.

         Type at a moderate rate of speed.

         Operate standard office equipment.

         Learn to operate a personal computer to enter and access information.

         Lift, move and carry buckets of documents weighing up to twenty-five pounds.

         Some positions require sitting for extended periods of time.

         Some positions require standing for extended periods of time.

Education and Experience: Any combination of education and experience that would provide the required knowledge and abilities is qualifying, unless otherwise specified. A typical way to obtain these would be:

Two years of responsible clerical experience processing legal documents.

Special Requirements, Conditions: 

Special Working Conditions:  Exposure to individuals who may be hostile and abusive; contact with a diverse population.

PREVIOUS CLASS TITLES: Special Services Clerk, Recording Clerk


Bargaining Unit: 41

EEOC Job Category: 06

Occupational Grouping: 02

Workers' Comp Code: 0053