ASSISTANT RECORDER

Job Specifications

Class Code: DB7

Analyst: OM, TC, EM

Date Originated:	11/80
Dates Revised:	11/97, 7/04, 1/13

COUNTY OF SANTA CRUZ

DEFINITION

Under general direction, plan, organize, coordinate, direct and supervise the operations of the County Recorder's Office, which includes birth, death and marriage certificate issuance and recording documents submitted to the County Recorder and other miscellaneous filing and perform other duties as required.

DISTINGUISHING CHARACTERISTICS

The Assistant Recorder reports to the Assessor Recorder and is responsible for planning and directing the overall operations of the Recorder's Office, including legal documents submitted for recordation, and official records and vital statistics. The incumbent is responsible for staff selection and direction, and budget preparation and administration. A high degree of integrity and judgment is required of the incumbent in dealing with public agencies and the general public concerning the process and procedures of the Recorder's Office.

TYPICAL TASKS

Plan, organize, coordinate, direct, and supervise the work of staff engaged in accepting, indexing, microfilming, computer scanning and recording documents presented for recordation; provide information to the public concerning recording procedures and assist the public and title companies in the use of recorded documents, maps, surveys, vital statistic records and other documents; assist office staff in determining the recordability of unusual documents; review legislation pertaining to public recordation; instruct staff in new procedures necessitated by legislation; select, assign, supervise, train and evaluate personnel; prepare preliminary budget for the Recorder's Office and submit to the County Assessor Recorder for approval; administer budget; confer with Information Services staff and provide systems input concerning the development and modification of computer programs relating to the recording function; run computer backup programs, daily transaction and transferals programs; requisitions supplies and equipment; supervise the maintenance of accounting records on collection and refund of the documentary transfers; examine and file subdivision, record of survey, parcel and assessment maps and maintain indexes; prepare correspondence and statistical reports.

EMPLOYMENT STANDARDS

Knowledge of:

Thorough knowledge of:

• State and County laws governing the official recording of documents in a County Recorder's Office.
• Legal terminology and legal documents used, filed and recorded in a County Recorder's Office.

Working knowledge of:

• Laws pertaining to the recording of real and personal property.
• Office management methods, equipment and procedures.
• Principles and techniques of supervision and training.
• Principles of budgeting, data processing applications, and basic accounting procedures.
• Office management, records management, work simplification and layout.

Some knowledge of:

• Data processing as applied to recording procedures and word processing.

Ability to:

• Plan, organize, assign, supervise and review the work of subordinate staff.
• Interpret, explain and apply laws, rules and regulations governing the recording of documents.
• Develop and administer a departmental budget.
• Write and speak effectively in representing the department to the public and to other agencies.
• Develop and maintain effective working relations with the public, staff and personnel of other agencies.
• Train and evaluate subordinates.
• Maintain detailed records and prepare clear and concise reports.
• Use a personal computer to enter and verify information, and prepare forms.

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 these would be:

Two years of experience in a California County Clerk-Recorder's Office, and one year of supervision, management, or administrative experience which may or may not have been in a Recorder's Office.

OR

Four years of office management, fiscal management or public administration experience.

PREVIOUS CLASS TITLES: Assistant County Clerk Recorder
Bargaining Unit: 11
EEOC Job Category: 02
Occupational Grouping: 09
Workers' Comp Code: 0053