Deputy Clerk-Recorder I/II

Description

This position will work closely with the Department Head, providing direct support. The role will also involve tasks such as historical record restoration, public outreach, and assisting with voter registration. The individual hired for this position must be comfortable working with public observers, who may be as close as 3 feet, and will be expected to manage tasks that may involve addressing challenges in the presence of these observers.

Under general supervision, to receive, review, and process property and title documents; to maintain vital statistics documents and information; to certify documents; to maintain County Clerk-Recorder Office files and information systems; to provide a variety of general assistance and answer questions regarding County Clerk-Recorder Office filing procedures and processes; and to do related work as required.

DISTINGUISHING CHARACTERISTICS
I:
This is the entry and trainee level in the Deputy County Clerk-Recorder class series. Incumbents learn to perform a variety of assignments requiring substantive knowledge of the functions, policies, and procedures of the County Clerk-Recorder Office. This class is distinguished from Deputy Clerk-Recorder II in that incumbents perform a lesser scope of assignments, under closer supervision. Advancement to the Deputy Clerk-Recorder II level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.
II:

This is the journey level in the Deputy Clerk-Recorder class series. Incumbents perform a variety of assignments requiring substantive knowledge of the functions, policies, and procedures of the County Clerk-Recorder Office. This class is distinguished from Deputy Clerk-Recorder I in that incumbents perform a greater scope of recording/elections activities, requiring more in-depth knowledge of filing procedures laws, and regulations.

This is a flexibly staffed series. Flexible staffing refers to positions where the department head has the ability to promote employees from the entry level of a classification to the journey level based on the employee gaining the required experience and knowledge to perform journey level duties and enabling language in a class specification. Flexible staffing is to be used in a class series in which both entry and working level classes are assigned the same kinds of duties with the difference being scope of duties performed, the level of skills required, and the amount of supervision received. The authority for flexibly staffed positions is contained within individual job descriptions. Flexibly staffed positions not budgeted may not be filled unless budget appropriations have been approved prior to the employee’s advancement from one level to the next.

REPORTS TO

Senior Deputy Clerk-Recorder or designee.

CLASSIFICATIONS SUPERVISED
I:
This is not a supervisory class.
II:

This is not a supervisory class. May provide training and work direction for lower level recorder or elections staff and support staff.

TYPICAL PHYSICAL REQUIREMENTS

Sit for extended periods; frequently stand and walk; bend, stoop, and kneel; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copiers, and FAX.

TYPICAL WORKING CONDITIONS

Work is performed in an office environment; continuous contact with other staff and the public.

Example of Duties

(The following is used as a partial description and is not restrictive as to duties required.)
I:

Receives, processes, and prepares a variety of documents for recording in the County Clerk-Recorder Office.

Collects and maintains records of recording fees.

Certifies documents for completeness and conformance, ensuring they are properly acknowledged, signed, and dated.

Examines documents for completeness and conformance with legal requirements.

Accepts birth, marriage, and death certificates, maintaining vital statistic indices.

Assists with the preparation of periodic reports of recording activities.

Updates records of fees collected, charges, deposits, and refunds.

Issues marriage licenses.

Files fictitious business name statements.

Retrieves historical documents from archives; maintains archive records and information.

Performs special projects.

Maintains and updates recorder files.

Provides public assistance and answers questions regarding the completion and processing of documents, vital statistics information, and other County Recorder functions.

Assists with public access to County Recorder records within the guidelines of appropriate laws and legislation.

Receives, checks, and verifies voter registration records; sends and receives voter notification documents; maintains and updates voter registration records and information.

Performs scanning duties of various documents; reviews completed scanned documents for image quality.

Orders supplies; maintains inventory of office supplies.

Answers correspondence related to areas of assignment.

Performs a variety of office support work; operates computers, maintaining and updating files and databases; may generate computer reports; performs word processing; operates office equipment.

Other duties as assigned.

II:

Receives, processes, and prepares a variety of documents for recording in the County Clerk- Recorder Office.

Collects and maintains records of recording fees.

Certifies documents for completeness and conformance with legal requirements, ensuring they are properly acknowledged, signed, and dated.

Examines documents for completeness and conformance with legal requirements.

Accepts, registers, and verifies birth, marriage, and death certificates, maintaining vital statistic indices.

Assists with the preparation of periodic reports of recording activities.

Updates records of fees collected, charges, deposits, and refunds; performs daily deposits.

Reconciles end of month reports.

Issues marriage licenses.

Files fictitious business name statements.

Maintains archive records and information; assists the public in the utilization of archive records.

Performs special projects.

Maintains and updates recorder files.

Provides public assistance and answers questions regarding the completion and processing of documents, vital statistics information, and other County Recorder functions.

Assists with public access to County Recorder records within the guidelines of appropriate laws and legislation.

Processes, posts, and maintains public notices and environmental postings.

Receives, checks, and verifies voter registration records; sends and receives voter notification documents; maintains and updates voter registration records and information; performs voter outreach for various events; processes cancellations of voters.

Prepares and assembles supplies for precincts; assists with recruiting, hiring, and training precincts workers.

Assists with absentee applications and notification of absentee voters.

Processes voted, returned, challenged, and curing ballots.

Assists customers with applications, placing online orders, researching documents, and completing and amending various documents related to vital records.

Performs scanning duties of various documents; reviews completed scanned documents for image quality.

Orders supplies; maintains inventory of office supplies.

Answers correspondence related to areas of assignment.

Performs a variety of office support work; operates computers, maintaining and updating files and databases; may generate computer reports; performs word processing; operates office equipment.

Other duties as assigned.

Minimum Qualifications

Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
I:

Two years of responsible office support and public assistance experience,

OR

One year of work experience that demonstrates possession or application of the required knowledge and abilities with an Associates degree from an accredited college or university.
II:

One year of work experience performing document processing, vital statistics, and support functions comparable to a Deputy Clerk-Recorder I with San Benito County,

OR

Two years of work experience that demonstrates possession or application of the required knowledge and abilities AND an Associates degree from an accredited college or university.

SPECIAL REQUIREMENTS:

All County employees can and will be called upon to act as Disaster Workers when needed.

May be required to work weekends and evenings during peak election periods to provide relief to permanent Election Department staff and to attend meetings or trainings.

In the event that an employee changes class, or if requirements are changed after initial appointment, employees may be required to submit to a background investigation.

Knowledge Of/Ability To

Knowledge of:
I:

Basic functions, policies, and procedures of the County Clerk-Recorder Office.

Basic election process.

Good public relations techniques.

Financial and statistical record keeping.

Maintenance of files and information retrieval systems.

Principles and practices of mathematics.

Modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet software.

II:

Functions, policies, and procedures of the County Clerk-Recorder Office.

Laws, rules, regulations, and policies affecting the functions and procedures of the County Clerk-Recorder Office, including public access to documents, document transfer taxes, and the conducting of elections, filing of petitions, and the registration of voters.

Terminology related to the functions and operations of the County Clerk-Recorder Office.

Good public relations techniques.

Proper procedures for the acceptance and filing of candidate documents.

Financial and statistical record keeping.

Maintenance of files and information retrieval systems.

Computerized information systems used by the County Clerk-Recorder Office.

Modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet software.

Ability to:
I:

Learn the laws, rules, regulations, and policies affecting the functions and procedures of the County Clerk-Recorder Office, including public access to documents, document transfer taxes, and the conducting of elections, filing of petitions, and the registration of voters.

Learn and perform a variety of basic elections support functions.

Learn the computerized information systems used by the County Clerk-Recorder- Office.

Learn the terminology related to the functions and operations of the County Clerk-Recorder.

Examine and determine the acceptability of documents for recording.

Read, understand, interpret, explain, and apply a variety of rules and regulations related to the functions of the County Clerk-Recorder Office.

Gather and organize data and information.

Prepare clear, concise, and accurate records and reports.

Make mathematical calculations quickly and accurately.

Maintain and update accounting and fiscal records.

Deal tactfully and courteously with the public and other staff when explaining the functions, policies, and procedures of the County Clerk-Recorder Office.

Operate modern office equipment including computer equipment and specialized software applications programs.

Communicate clearly and concisely, both orally and in writing.

Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

II:

Perform a variety of complex and specialized support work related to the functions and operations of the County Clerk-Recorder/ Office.

Examine and determine the acceptability of documents for recording.

Read, understand, interpret, explain, and apply a variety of rules and regulations related to the functions of the County Clerk-Recorder Office.

Gather and organize data and information.

Prepare clear, concise, and accurate records and reports.

Make mathematical calculations quickly and accurately.

Maintain and update accounting and fiscal records.

Establish the validity of candidate filing documents.

Deal tactfully and courteously with the public and other staff when explaining the functions, policies, and procedures of the County Clerk-Recorder Office.

Take initiative in servicing the public and performing tasks.

Maintain knowledge and stay abreast of codes and legal references.

Operate modern office equipment including computer equipment and specialized software applications programs.

Communicate clearly and concisely, both orally and in writing.

Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Selection Process:
All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.

In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.

SAN BENITO COUNTY BENEFITS

Employees in regular, full-time positions will be eligible to participate in the following employee benefits:

Pay Day: Employees are paid bi-weekly.
Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly.

Vacation: Based on continued years of service. Maximum accruals may apply depending on the bargaining unit.

• 5 to 9 years of service = 15 days per year
• 10 to 14 years of service = 18 days per year
• 15 + years of service = 20 days per year

Holidays: 13.5 holidays (including 3 floating) for most employees.

Sick Leave: 15 days per year. Maximum accruals apply.

Health Plan: Comprehensive medical and dental plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are also eligible to participate.

Vision Plan: MES Vision Plan offered which offers exams, frames and lenses on a 12-24-24 basis. The County pays for employee coverage and the employee can pay for dependent coverage. This benefit is available to FULL-TIME employees only.

Employee Assistance Program: The County provides confidential short-term counseling services to employees and dependents. Any regular employee is eligible for up to a total of three (3) hours of counseling sessions within any six (6) month period per County employee. Up to a maximum of six (6) sessions per calendar year are allowed per family

Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Two other VOLUNTARY life insurance plans available, including AD&D.

Disability Insurance: General, Confidential and Management groups participate in the State Disability Insurance.

Credit Union: Membership to the Santa Clara Federal Credit Union is available to San Benito County employees.

Deferred Compensation: Employees may participate in tax-deferred retirement savings. Three 457 plans are available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply.

Retirement: Regular employees will be enrolled into the CalPERS retirement system in accordance with the Public Employees' Retirement Law. Employee contributions vary according to bargaining unit.

All New Miscellaneous (non-Safety) employees enrolled into the CalPERS retirement system participate in the full formula of 2% at 62. Miscellaneous employees participate in Social Security in addition to CalPERS.

New Safety employees are covered by the safety full formula 2.7% at 57. Safety employees contribute 9% of the employee contribution. Safety employees do not participate in Social Security.

Supplemental Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances.

Additionaly, employees can enroll into a pre-tax cafeteria plan and flexible spending accounts including Unreimbursed Medical ($2500) and Dependent Care ($5000).

Health, Dental and Vision Insurance

Retirement Formula Local MISC 2% @ 62 for New PERS Members

Social Security (non-safety)

Vacation Based on Continued Years of Service

Sick Leave 15 Days Annually

Floating Holiday

457 Deferred Compensation

Credit Union

Flexible Spending Account

Employee Assistance Program

Group Life Insurance

Additional Optional Life Insurances & AD&D

Tuition Reimbursement

Closing Date/Time: 4/29/2025 5:00 PM Pacific

• 

• County of San Benito

• (831) 636-4000

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