ASSISTANT RECORDER

Job Specifications

Class Code: DB7

Analyst: OM, TC, EM, SC

Date Originated:	11/80
Dates Revised:	11/97, 7/04, 1/13, 3/26

COUNTY OF SANTA CRUZ

DEFINITION

Under general direction, plans, directs, manages, coordinates, and supervises operations of the County Recorder's Office at multiple locations. Incumbents in this position may be designated as an Assistant Department Head and/or be asked to act for the Assessor-Recorder in their absence. Perform other duties as required.

DISTINGUISHING CHARACTERISTICS

This single position classification reports to the Assessor-Recorder and is responsible for managing the day-to-day operations of the Recorder's Office. This includes oversite of complex recorder and vital statistic functions at multiple locations.  Performs highly responsible and difficult tasks requiring authoritative interpretation of complex rules and regulations mandated by state and local government codes.

A high degree of integrity and judgment is required in dealing with public agencies and the general public concerning the process and procedures of the Recorder's Office.

TYPICAL TASKS

• Direct all aspects of the recording process, including accepting, recording, imaging, indexing, data archive, preservation and retrieval of official documents;
• Ensure proper application of legal codes and uniform practices in determination of legal recordability and accuracy of documents;
• Direct all aspects of vital records management including imaging, indexing, data archive, preservation, and retrieval;
• 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;
• Interpret and explain provisions of laws and regulations which apply to departmental procedures; develop, write, and implement operational policies, procedures, and manuals to direct and improve Division operations, and instruct staff in new procedures necessitated by legislation;
• Direct division personnel management functions including selection, assignment, supervision, training, and evaluation of personnel;
• Prepare the annual budget request and estimates for review by others, monitor compliance, and prepare all required fiscal reports;
• Stay informed of current and emerging technology trends, promote technology advancements to improve customer service, and 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;
• 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

Thorough knowledge of:

• Laws, ordinances, and regulation governing real property, personal property, and official recording of documents, and vital records management.
• The principles, practices, legal terminology, and legal documents used, filed and recorded in a County Recorder's Office.
• Principles and techniques of modern office management, personnel supervision, and training.

Working knowledge of:

• Principles of budgeting, data processing applications, and basic accounting procedures.
• Principles, practices and methods of effective records management, retention and reproduction, work simplification and layout.
• Principles and techniques of effective customer service and public relations.
• Principles of diversity, equity, and inclusion.

Ability to:

• Plan, organize, assign, train, 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.
• Exercise initiative, ingenuity, and sound judgment to effectively resolve complex problems.
• 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:

Education: Possession of a bachelor's degree from an accredited college or university with a major in business, public administration, or a closely related field.  

Experience: Four (4) years of increasingly responsible experience in a California County Assessor, Clerk, or Recorder’s Office, escrow office, or title company, including at least two years of administrative, managerial, or supervisory experience.

Substitution: Additional qualifying experience may be substituted for the required education on a year-for-year basis, up to a maximum of four years. 

SPECIAL REQUIREMENTS

Possess and maintain a valid California Class C Driver's License, or provide suitable transportation approved by the appointing authority.

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