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Clerk IV (Satellite Office) ID-15314

Summary

 

This position will be primarily responsible for the operation of the satellite office (Bulverde) and performing complex clerical and administrative work. The individual will also be responsible for maintaining official, accurate records. Requires knowledge of legal documents, and local and state government laws. Indexers review documents and compile indexes to make information searches easier. They work with a variety of documents in the review process. They spend much of their time reviewing documents or files so they can use them for indexing purposes. The purpose of an indexer is to compile indexes so people can find information on a given topic quickly and easily. They take the guesswork out of the equation and spend time doing the research, making it easier for customers. By doing this, any customer can do a quick review of an index to see what information is available to them.  They evaluate all types of different documents. This position constantly works on compiling information and finding a good place for information sources. This position spends much of its time reviewing, compiling, and determining an effective index for new and valuable information. They must have good reading skills and a strong attention to detail ethics. This is a full-time position, and the individual must be at work during the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding sanctioned holidays, scheduled/approved vacation, or illness as stated in the guidelines of the employee manual.  The position requires close interaction and teamwork between co-workers and supervisors.

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Essential Duties and Responsibilities

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Duties include the following:
 
  • Examine legal documents with a given set of requirements for recording validity and accuracy as required by legal statutes.
  • Create from legal documents an index whereby recorded and scanned images may be searched and retrieved electronically as required by legal statute.
  • Originate a “batch folder” within the software daily where recorded documents will be cashiered, scanned, indexed, and archived prior to posting into the database. 
  • Post the index electronically from the secure “batch folder” location in the software into the database.
  • Record electronically and accurately mark each legal document presented for archiving purposes as required by law.
  • Electronic image scanning of all legal documents.
  • Transfer electronically using custom software images and data in a recognizable format to be archived and distribute to customers.
  • Generate electronic accounting reports daily, weekly, monthly and annually as required by office policy.
  • Reconcile cash, checks, and escrow accounts to daily cash drawer report.
  • Generate daily cash drawer transaction report.
  • Assist public in searching records electronically and manually.
  • Electronic cashiering of legal documents.  Demanding basic computer literacy and working knowledge of windows environment
  • The ability to make decisions or answer routine questions regarding the clerk’s office.
  • This individual serves as back up to the following departments; land and deed recording, vital statistics, research, indexing, and accounting.
  • Generate copies/certified copies of various types of legal documents.
  • Electronically retrieve and issue certified copies of Birth, Death and Marriage Licenses.
  • Maintain logs for security paper and recording numbers as set forth by office policy mandated by the Bureau of Vital Statistics of the State of Texas.
  • Any and all other duties that may be assigned by the County Clerk or Office Manager III.
  • Attendance is an essential function of the job.
 
Note:  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is assigned by the supervisor.

LEVEL OF ACCOUNTABILITY
Position allows for general accountability based on a given set of guidelines.   Individual is allowed to use professional judgment, however, is required to obtain supervisor’s approval before making any changes to or any action is taken to standard office policies.

 

Mandatory Qualifications

 

EDUCATION AND/OR EXPERIENCE
High School diploma or GED equivalent required; three (3) – five (5) years related experience and/or training; or equivalent combination of education and experience.  Requires three (3) – five (5) years’ experience dealing with the public, an extensive background in upper management, and an advanced level of computer literacy.

 

Desired Minimum Qualifications

 

LANGUAGE SKILLS
Ability to read and comprehend a broad scope of legal documentation.  Must be able to effectively communicate in written and oral form.  Bilingual in English and Spanish would be a plus but is not required.
 
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide.   Must have knowledge of basic accounting procedures.
 
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, verbal or diagram form.
 
OTHER SKILLS AND ABILITIES
Must exercise good public relations, within the department and with other departments, attorneys and the public.  It is imperative that the individual possess the ability to calm difficult people.   Must be able to adapt to software changes and procedural changes with regard to the general office and computer within 30 days of implementation.
 
PHYSICAL DEMANDS
This is a sedentary position.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
 
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms.  The employee is occasionally required to walk to various areas of the county buildings.  The employee must occasionally lift and/or move 25 pounds (files, books, forms, furniture, etc.).  Specific vision abilities required by this job include close vision, ability to read computer screens and the ability to adjust focus.
 
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
The noise level in the work environment is usually moderate.
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