County of Alameda

DESCRIPTION

Under general direction, in the Clerk-Recorder’s Office of the Auditor-Controller’s Agency, to plan, coordinate, assign, evaluate, and supervise the work and operations of Auditor Associates I/II/III and other clerical personnel. The personnel supervised perform a variety of difficult, technical, and complex work in examining, accepting, and recording of documents and vital records, and perform other general business functions. The Clerk-Recorder’s Supervisors provide training and instruction, make decisions involving procedural or technical problems, and do related work as required.

 

DISTINGUISHING FEATURES

Allocation to the appropriate class in this series depends upon the following principal factors:

• Level of authority, responsibility, and independence exercised.
• Possession of knowledge sufficient to supervise all units in the Clerk-Recorder’s Office.
• Importance and variety of functions and complexity of the unit supervised.

This series differs from the Supervising Clerk class series in that it requires detailed knowledge of the specialized legal and administrative functions of a Clerk-Recorder’s Office and has responsibility for legal and technical duties relating to recordable documents.

Clerk-Recorder’s Supervisor I is the entry-level class in the Clerk-Recorder’s Supervisor series. Incumbents, under general direction, supervise staff performing duties requiring the exercise of initiative and judgment in the Scanning/Indexing, Customer Service, Vitals/General Business, Archive/Preservation or Recording Units. Incumbents must gain an understanding of the work performed by the different units of the Clerk-Recorder’s Office to qualify for promotion to the next higher level in the class series, Clerk Recorder’s Supervisor II.

EXAMPLES OF DUTIES

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

1. Plans, assigns and establishes work priorities, provides direction, gives instructions and makes decisions on difficult clerical problems in connection with the supervision of the Clerk-Recorder’s staff.

2. Reviews and evaluates work performance; ensures accuracy and conformity to established office procedures; prepares manuals of office procedures and instructs subordinates in their use.

3. Interviews and hires staff; trains and cross trains; disciplines staff; participates in resolving personnel problems.

4. Assists in developing policies and procedures to conform to changing laws and to improve work flow; writes and updates procedural manuals as well as legal reference manuals regarding new and existing legislation.

5. Develops, implements, and interprets policies and procedures to ensure compliance with changing laws and conducts a continuing program of orientation and training for new and regular employees to keep them abreast of current procedures.

6. Evaluates and implements revisions of office systems, procedures, and policies.

7. Evaluates the work of Clerk-Recorder’s staff to ensure work standards are met and to determine training needs.

8. Resolves complex problems with public, attorneys, and title companies regarding the recordability of documents or the fees charged for services.

9. Analyzes system problems and modifies or recommends changes; develops controls to ensure the validity and security of data.

10. Prepares or directs the preparation of correspondence explaining problems relating to the rejection of documents for recording or the collection or distribution of fees.

11. Resolves transfer tax issues pertaining to real property transfer documents.

12. Supervises staff and operations at Clerk-Recorder offices throughout the County.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of full-time experience in the class of Auditor Associate III or in an equivalent or higher level clerical supervisory class in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II
Possession of a Bachelor’s degree from an accredited college or university (180 quarter units or 120 semester units) and the equivalent of one year of full-time experience in the class of Auditor Associate I in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or III

The equivalent of one year full-time experience in a lead or supervisory capacity in a County’s Clerk-Recorder’s Office, or the equivalent of two years’ full-time experience in a supervisory capacity in a position equivalent to the County’s class of Supervising Clerk I.

KNOWLEDGE AND SKILLS

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

Knowledge of:

• County policies and procedures.
• Modern office organization, practices, and equipment.
• California codes as they pertain to recordable documents and court documents.
• Operating details and policies of the Superior Court and the Recordable Documents Unit.
• Principles and practices of supervision.
• Principles of modern office management.
• Training methods and techniques.
• Appropriate English grammar, vocabulary, spelling, and punctuation.
• Relevant computer applications.


Ability to:

• Interpret the Code of Civil Procedures.
• Deal effectively with members of the legal profession and the public.
• Communicate verbally and in writing.
• Make decisions independently.
• Lead, plan and organize independently.
• Exercise management control.
• Perform budget analysis.
• Exhibit and promote interpersonal sensitivity.
• Be flexible.
• Adapt to stress and changing situations.
• Understand, implement, and train staff on State and Federal laws, legislative policies, County administrative codes and ordinances, and other laws and procedures.

CLASS SPEC HISTORY

BG:jc
Old document: 1525.doc
9/99
New document: Jobspecs/1525-1526
ys/12/00
CSC Date: 10/27/99
NLB:cs Revised 3/5/14
CSC Date: 4/3/14
IC:cs Revised 11/5/15
CSC Date: 12/9/15

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)
• Accidental Death and Dismemberment Insurance 
• 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
• Management Paid Leave**
• 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.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.