Placer County

To perform a wide variety of general clerical and specialized tasks within an assigned program area or work unit of the Clerk-Recorder-Elections Office, as assigned; to serve as a resource for information and assistance to the general public; and to perform other duties relative to assigned area of responsibility.

Clerk/Recorder/Elections Technician Entry: 
This is the entry level class in the Clerk/Recorder/Elections Technician series.  This class is distinguished from the Clerk/ Recorder/Elections Technician Journey by the performance of the more routine tasks and duties assigned to positions within the series.  Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level.
 
Employees work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.
  
Clerk/Recorder/Elections Technician Journey: 
This is the full journey level class within the Clerk/Recorder/Elections Technician series and is distinguished from the Clerk/Recorder/Elections Technician Entry level by the performance of the full range of duties assigned, with only occasional instruction or assistance as unusual or unique situations arise. Positions in this class are flexibly staffed and are normally filled by advancement from the Clerk/Recorder/Elections Technician Entry level.

The Clerk/Recorder/Elections Technician Journey is distinguished from the Clerk/Recorder/Elections Technician - Senior in that the latter is considered the advanced journey level classification that performs the most difficult and responsible types of duties assigned to classifications with this series.  Additionally, the Senior level provides technical and functional supervision over assigned clerical staff.

Duties may include, but are not limited to, the following:

• Perform general and specialized clerical duties related to assigned functional area; compile data; summarize and maintain a variety of reports, records, lists, and files. 
• Process and verify a variety of documents including general and legal correspondence, memos and statistical reports.
• Serve as a resource to the general public; provide answers and information regarding processes and procedures for assigned area.
• Sort and file legal and general documents and records; maintain alphabetical, index, and cross-reference files.
• Operate standard office equipment including computers and supporting word processing, spreadsheet, or database programs.
• Provide and maintain quality customer service relationships with co-workers, other County employees, and the general public.
• Perform related duties as assigned.

In addition to the above:

When assigned to Clerk Services:

• Participate in the daily operations and workflow of the Clerk’s Office including, but not limited to: the filing of fictitious business names; issuance of marriage licenses, birth and death certificates, and other miscellaneous filings; and the collection of fees.
• Issue certified copies of vital records, maps, and other documents.
• Participate in the cashiering, indexing, scanning and verification of vital records, fictitious business records, registrations, fish and wildlife filings, and/or other related documents.
• Officiate and witness marriage ceremonies, or deputize members of the public to officiate ceremonies, in accordance with State law.
• Receive, review, verify and enter data on a variety of legal documents and records, including marriage licenses, birth certificates, death certificates, certificates of notary, registrations, Fish & Wildlife filings, notices of determination and fictitious business names; verify identity of applicant, determine appropriate categories of action to be initiated based upon the content of the documents and applicable laws and regulations; and apply the County seal to all applications.
• Copy documents from microfiche; distribute to appropriate personnel for processing.
• Copy, prepare, and scan records and documents; make CD’s of scanned documents; roll film for documents and maps that have been recorded.
• Maintain logs, files, and statistical information pertaining to documents processed.

When assigned to Recording:

• Provide customer service over the phone and in person at the recording counters; perform cashiering services.
• Review legal documents to determine if the documents meet recording requirements.
• Respond to questions from the public regarding actions taken as a result of legal documents; explain the application of the Government Code or other statutes and regulations specifying actions to be taken as a result of the information provided; prepare correspondence to answer questions regarding actions taken based on information in the documents; process passport applications.
• Enter information into a computer system to initiate actions based on documents received and analyzed; apply proper codes for transactions.

When assigned to Elections:

• Compile, maintain and file voter registration documents, materials and logs; update and maintain manuals, indexes, voter registrations and inventory control files; process vote-by-mail voter requests; enter new voter registration cards; change, cancel or remove records; return incomplete voter registration cards.
• Verify voter materials; review precinct rosters for duplicate voters and changes noted by precinct workers; make street and precinct changes based on information from other agencies or departments; change voters to correct precinct; verify petitions using the Election Management System.
• Provide support to election processes and procedures; recruit, train, and direct the work of precinct poll workers; visit prospective polling places to determine desirability of locations and ensure compliance with ADA requirements; update training materials.
• Ensure the provision of adequate supplies and materials; maintain supply inventory; assure prompt delivery of ballot containers; assure adequacy and proper operation of voting equipment; make emergency pick-up or delivery of voting supplies.
• Submit documents or reports to other agencies; create and maintain National Voter Registration Act records for reporting to the State and Federal government; sort, mail out, and process out-of-county notices to appropriate counties; enter data and generate reports.
• Proofread sample and official ballot materials and make corrections as needed.
• Assist candidates, officeholders and voters with questions and elections information.
• Process election cost invoices and claims for payment; balance and deposit revenue; collect candidate and district election fees.
• Collect and summarize election cost data; calculate and prepare billing for election services.

CLERK/RECORDER/ELECTIONS TECHNICIAN ENTRY

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience: One year of general clerical experience.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver’s license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.


CLERK/RECORDER/ELECTIONS TECHNICIAN JOURNEY

Experience and Training
Any combination of experience and training would likely provide the required knowledge and abilities are qualifying.  A typical way to obtain the knowledge and abilities would be:

Experience: Two years experience performing duties comparable to that of a Recorder/Elections Technician Entry for Placer County.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver’s license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

Clerk/Recorder/Elections Technician Entry

Knowledge of:

• Basic office methods and equipment including computer systems.
• Basic principles and procedures of record keeping and filing.
• Principles and practices of customer service.
• Proper telephone etiquette.
• Basic mathematic skills.
• English usage, spelling, grammar and punctuation.

In addition to the above:

When assigned to Clerk services:

• Learn the different types of licenses, certificates, registrations, and other filings associated with the Clerk’s Office.
• Learn the procedures and laws associated with officiating marriage ceremonies.

When assigned to Recording:

• Learn basic understanding of the various types of recorded documents.
• Learn operational characteristics of microfilm cameras, printers and viewers; high speed, flatbed and wide format scanners; CD burners; and associated computerized processes.

When assigned to Elections:

• Learn operating procedures of the polls and precinct desk.
• Learn operating procedures of an elections warehouse.
• Learn basic understanding of the election procedures and conducting elections.
• Learn operational characteristics of equipment and materials utilized in conducting elections.

Ability to:

• On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.
• Perform general clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
• Identify and interpret technical and numerical information.
• Understand the various documents to be processed and analyzed.
• Examine and verify check records, documents and data.
• Respond to requests and inquiries from the general public.
• Maintain security and confidentiality of restricted information.
• Type or enter data at a speed necessary for successful job performance.
• Perform routine mathematical calculations.
• Operate office equipment including computers and supporting software applications.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Learn pertinent federal, state, and local laws, codes, and regulations.
• Learn to review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes, and regulations.
• Learn specialized computer programs utilized in the election process.
• Learn to retrieve, store and remove information in a wide variety of manual and automated filing systems.
• Work in a warehouse setting, as needed, including loading/unloading vehicles, and distributing supplies and equipment.

In addition to the above:

When assigned to Clerk services:

• Learn to operate specialized scanning equipment, digital cameras, and multimedia equipment.
• Learn to officiate marriage ceremonies, witness ceremonies, and deputize members of the public to officiate ceremonies.

When assigned to Recording:

• Prepare letters and correspondence.
• Ensure identification of applicants.
  
• Research discrepancies in applications.
  
• Read and understand manuals related to recording processing requirements.
  
• Learn to operate microfilm cameras, printers and viewers; various scanners and related equipment.
  
• Learn legal requirements for processing, recording, and filing official documents including birth and death certificates, marriage licenses, fictitious business names, passports, applications, official records, and related documents.
  
• Learn legal descriptions pertaining to vital statistics, property transfers, or descriptions of real property.
  
• Learn applicable sections of the Government Codes and rules and regulations pertaining to the transactions required by documents processed.
  
• Learn to process and record a large volume of documents with a high degree of accuracy.
  
• Learn to review various legal documents to determine appropriate processing
  

When assigned to Elections:

• Respond to general questions from the public with respect to election processes, laws and policies.
• Operate optical and bar code scanners.
• Sort and file election documents in compliance with mandated standards.
• Monitor and order election materials and supplies.
• Operate elections equipment and materials.
• Learn the organization and operating details of the Office of Elections.
• Learn statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, vote by mail voting and canvassing procedures.
• Learn principles of the National Voter Registration Act.
• Learn methods and techniques of training precinct and poll workers.
• Learn to understand, interpret and apply provisions of the California Elections Code to specific situations.

Clerk/Recorder/Elections Technician Journey

In addition to the requirements for the Clerk/Recorder/Elections Technician Entry:

Knowledge of:

• Operations, services and activities of assigned program area within the County Clerk-Recorder-Elections Office.
• Office methods and equipment including computer systems and specialized software applications or programs.
• Principles and procedures of record keeping and filing in specific program area.
• Pertinent Federal, State and local laws, codes and regulations.

In addition to the above:

When assigned to Clerk Services:

• Organization and operating details of the County Clerk’s Division.
• Legal requirements for processing, posting, filing or issuing official documents including certified copies of birth, death, and marriage certificates, marriage licenses, fictitious business names, registrations, certifications, Fish & Wildlife and related documents.
• Organization and operating details of the County Elections Division.
• Statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, absentee voting and canvassing procedures.
• Principles of the National Voter Registration Act.
• Specialized computer programs utilized in the election process.
• Methods and techniques of training precinct and poll workers.
• Methods and techniques of reviewing and examining documents to determine appropriate action to be taken, based upon the requirements of applicable codes, statutes and regulations.

When assigned to Recorder functional area:

• Organization and operating details of the County Clerk Recorder’s Division.
• Legal requirements for processing, recording and filing official documents including birth and death certificates, marriage licenses, fictitious business names, passports, and related documents.
• Legal descriptions pertaining to vital statistics, property transfers or descriptions of real property.
• Applicable sections of the Government Codes and rules and regulations pertaining to the transactions required by documents processed.

Ability to:

In addition to the requirements for the Recorder/Elections Technician Entry:

• Perform the full range of general and specialized clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
• Review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
• Retrieve, store and remove information in a wide variety of manual and automated filing systems.
• Interpret and apply Federal, State and local laws, codes and regulations.

In addition to the above:

When assigned to Elections functional area:

• Understand, interpret and explain election codes and procedures to the public.
• Understand, interpret and apply provisions of the California Elections Code to specific situations.
• Organize and coordinate the work of temporary precinct and poll workers.

When assigned to Recorder functional area:

• Process and record a large volume of documents with a high degree of accuracy.
• Review various legal documents to determine appropriate processing.