County of Alameda

DESCRIPTION

Under general supervision, receives, examines, prepares, processes and maintains a variety of legal documents; assures adherence to legal procedures, collects filing fees; records, indexes, films, distributes and reproduces copies of recordable and fileable documents; issues marriage licenses, fictitious business name statements, birth, death, marriage certificates and other miscellaneous documents; assists the public in person and via the telephone; and performs related work as required.

DISTINGUISHING FEATURES

This is the journey-level specialized clerical classification of the series in which incumbents, under supervision, perform duties requiring the exercise of initiative and judgment beyond that of the entry-level classification of Clerk-Recorder’s Specialist I.

Incumbents are expected to rotate through various units of the Clerk-Recorder’s Division as needed to accommodate employee development, staffing, and training needs of the department. Incumbents must demonstrate proficiency in the Recordable Documents unit and two additional units (Index/Customer Service, Imaging and Vitals/General Business) of the Clerk-Recorder’s Division prior to promoting to the next level.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in these classifications. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed

1. Assists the public (including stressful contacts with irate persons) with a wide range of customer inquires in a professional and courteous manner.

2. Researches various Clerk-Recorder’s applications (official records, vitals, fictitious business names, etc.) and other associated County departments (Assessor’s index and Health Department’s AVSS systems).

3. Explains complex policies, procedures, ordinances and laws in order to respond to more complex or difficult customer inquiries.

4. Researches and resolves difficult customer service problems by applying rules, laws, ordinances, regulations, policies and procedures and appropriate judgment in order to meet customers needs.

5. Dispenses, receives, and records official documents; examines for accuracy and completeness according to specific legal guidelines in order to provide service/ process documents in the Recorder’s Office.

6. Explains and computes charges or preset fees to debtor, plaintiffs, attorneys, and garnishees; explains to the public when they have questions as to filing or recording procedures.

7. Verifies and reviews file information using manual files, computerized system, or logbook in order to check or match files for complete/accurate information or to route to appropriate party for corrections, further investigation, or processing.

8. Performs entire archival protocol using scanning and microfilm technology.

9. Photocopies and microfilms files using computer, photocopier, micro in order to backup copies or produce copies for customers or files.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of full-time experience in the class of Clerk-Recorder’s Specialist I or in an equivalent or higher level clerical class in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts), including proficiency in two units or more (Index/Customer Service, Imaging, Recordable Documents and/or Vitals/General Business) within the Alameda County Clerk-Recorder’s Division,

Or II

The equivalent of two years of full-time clerical experience, including proficiency in two units or more (Index/Customer Service, Imaging, Recordable Documents and/or Vitals/General Business) within a Clerk-Recorder’s Division,

Or III

The equivalent of six months of full-time experience performing duties of a complex and technical nature in applying legal statutes and rules regarding expertise and special knowledge, independent interpretation, problem solving, and research of complex legal documents, in the Recordable Documents Unit.

NOTE: The Civil Service Commission may modify the Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed in the “Examples of Duties” section of this specification.

Knowledge of:

· Modern office practices and procedures, including business correspondence, filing, and standard office equipment operations.
· Techniques and practices for dealing with individuals from various social-economic and ethnic groups, in person, via telephone, and through correspondence (including stressful contacts with irate and hostile individuals).
· Business arithmetic.
· Laws, regulations, and codes governing the recordability of legal documents.
· Legal terminology applicable to recordable documents.

Ability to:

· Work under pressure.
· Establish and maintain effective working relationships with staff, peers, other agencies, and the public (including stressful contacts with irate persons).
· Exercise independent judgment in determining proper work methods and procedures, and assembling and evaluating information.
· Analyze, evaluate, and draw logical conclusions.
· Organize and maintain accurate files and records.
· Perform detailed office support work.
· Prioritize work and coordinate several activities to meet critical deadlines.
· Perform accurate arithmetic calculations.
· Communicate effectively orally and in writing.
· Understand and follow complex oral and written instructions.
· Work independently and carry out assignments with minimal supervision.
· Interpret and apply complex rules, codes, laws, and ordinances.
· Perform detailed and accurate review of legal documents for completeness of information and conformance with recording requirements.

CLASS SPEC HISTORY

Old document: BG:sw
5/4/99; 5/10/99; 5/20/99/1521
New document: Jobspecs/1521-1522-1523
ys/12/00

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.