Clerk III

Under general supervision, the Clerk III (Recording Analyst) will be responsible for recording, indexing, and verifying property records daily. Responsibilities also include the processing of birth, death, and marriage certificates as well as assisting the public with research needs and requests. The Clerk III is required to have an analytical and extensive comprehension of legal documents and the ability to read, interpret, and apply the applicable legal statute to the task(s). Texas State Statute governs all duties of this position. This individual will have close interaction and teamwork between co-workers and supervisors.

Requires the individual to adhere to an extensive group of regulated office procedures and legal statutes. Individuals must be able to perform several critical tasks at a time while maintaining proficient accuracy and attention to critical detail. Position requires the ability to retain a vast amount of information while performing multiple functions concurrently. An individual is required to sign a confidentiality agreement. The use of customized software specifically designed for county government by which all accounting reports and records research are performed. The following duties of this position require the employee to perform the following:

• Creates from legal documents an index whereby recorded and scanned images may be searched and retrieved electronically as required by legal statute.
• Electronic cashiering of legal documents; demanding basic computer literacy and working knowledge of Windows environment and critical concentration.
• Records electronically and accurately mark each legal document presented for archiving purposes as required by law.
• Ascertains from usually vague information and enough facts to properly instruct the public, attorneys title companies, etc. in proper procedures.
• Electronic image scanning of all legal documents.
• Reconciles cash, checks, and escrow accounts to daily cash drawer report.
• Generates copies/certified copies of various types of legal documents as required by legal statutes.
• Assist the public in searching for records electronically and manually.
• Prepare all mail for recording.
• Qualifies applicants and prepares marriage licenses.
• Electronically cashier, record, and scan birth and death certificates. This requires communicating with state offices, hospital personnel, funeral directors, and other professional personnel.
• Qualifies applicants and proper applications for beer/wine licenses. Requires some coordination with the TABC Officer.
• Maintains logs for security paper and recording numbers as set forth by office policy mandated by the state. (Required by Bureau of Vital Statistics)
• Travel and perform like duties at the Branch Offices (Bulverde & Sattler) as necessary. This could be with little or no prior notice.
• Other duties as assigned.
• Attendance is an essential function of the job.

Note : The duties listed above are intended 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 similar, related, or a logical assignment to the position and is assigned by the supervisor.

EDUCATION and/or EXPERIENCE

A high school diploma or GED equivalent is required; two (2) to four (4) years related experience in general office procedures and direct contact with the public; basic level computer literacy and working knowledge of Windows.

LEVEL OF ACCOUNTABILITY

This is a full-time position, Monday Friday, 8:00 AM to 5:00 PM. The position allows for general accountability based on a given set of guidelines. The individual is allowed to use professional judgment, however, is required to obtain supervisors approval before making any changes to standard office policies

LANGUAGE SKILLS

Ability to read and comprehend a broad scope of legal documentation. Must be able to effectively communicate in written and oral form. Bi-lingual skills are a plus.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. The individual must be able to perform basic accounting skills, balance the cash drawer, and effectively make change.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

OTHER SKILLS AND ABILITIES

Must exercise good public relations. The individual must possess the ability to calm difficult people. Must be able to adapt to software changes and procedural changes concerning the general office and computer within the first thirty days of implementation. Basic working knowledge and understanding of real property-related legal documents including, but not limited to, Deeds, Deeds of Trust, Liens, Releases, etc. is preferred.

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 accommodation may be provided 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 up to 25 pounds (forms, files, etc.). Specific vision abilities required by this job include close vision 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 accommodation may be provided to enable individuals with disabilities to perform essential functions.
The noise level in the work environment is usually moderate.