Clerk & Recorder - Records Technician

Definition

• Please complete all sections of the online application, even if a resume is submitted.
• Please include with your completed application the following attachments: A letter of interest and resume.
• Please answer the supplemental question.
• Incomplete applications will be disqualified.
• Complete job description available upon request to the Department of Human Resources.

Representative Examples of Work

Performs reception of callers and visitors; composes and prepares correspondence; schedules appointments and special events; prepares schedules and daily agendas; prepares and disseminates meeting minutes, daily mail and other information; maintains files. Explains state laws, case law and local regulations regarding vital records filing, issuance and corrections. Coordinates with outside agencies to ensure departmental compliance with state and federal laws concerning issuance of vital records. Files, issues, corrects and verifies sensitive information related to vital records. Creates and verifies indexes of public and confidential legal documents including deeds, plats, certificates of survey, birth and death certificates, and military discharge records. Creates and maintains electronic files and paperless systems to facilitate public access. Maintains recording and vital records materials according to state records retention schedules. Locates historical documents and researches other assigned subjects; responds to Freedom of Information Act (FOIA) requests. Assists in obtaining and compiling information and data for use in special reports; creates graphs and charts; creates brochures, newsletters and other publications. Participates in the evaluation, development and implementation of procedures to meet goals, work plans, performance measures, and continuous improvement of service delivery. Assists in identifying areas for gaining efficiencies, suggests modifications, and facilitates changes. Attends meetings, conferences and workshops as requested and authorized.
Troubleshoots and aids other staff in resolving computer issues. Collaborates with software providers and the Technology Department to improve office technologies and system modernization. Administers oaths and affirmations, witnesses signatures, and performs notarial acts. Performs daily balancing of cash drawers and tills.

Minimum Qualifications

• Requires high school graduation or GED equivalent.
• Requires one year of experience working with the public.
• SPECIAL REQUIREMENTS: Requires ability to obtain State of Montana notary commission.

Physical/Environmental Demands

Employee commonly remains in an office setting and spends a considerable amount of time using a computer keyboard. Work requires the ability to lift books (30-40 lbs.) while climbing a ladder or bending to retrieve books.