Recording Secretary

JOB FUNCTION/ PURPOSE

The Recording Secretary is responsible for providing administrative services for Assigned Districts.

 Transcription experience required

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Transcripts, types and edits minutes of Board meetings and landowner’s meetings
• Gathers documents, which include following-up and securing signed copies of resolutions, agreements, contracts and all other printed materials referenced in the minutes that are to be included in the distribution of the final approved minutes
• Controls and maintains numbers and information on the Resolution Lids and Agreement List
• Maintains books that contain the Resolutions, Agreements, Rules and Procedures, and Improvement Liens
• Meets the statutory requirements of providing public notice in a timely manner by advertising specialized meetings and public hearings
• Copies and mails public records to the appropriate agencies in the various counties
• Utilizes multiple types of office equipment such as: scanning feature on the company machine, in-house Federal Express database, and the electronic postage meter
• Adheres to state guideline for filing and records management
• Assists the support staff, as needed, to put together and send in a timely manner agenda packages and electronic data storage and transmission
• Advises manager of any changes to meeting schedules and public hearings for assigned Districts
• Processes resolutions and agreements as needed
• Compiles information needed for agenda packages
• Sets up new Districts and meeting the numerous time sensitive requirements of advertising
• Orders District Seals and notification of State of District
• Processes state forms for Board members
• Processes proxies and ballots for landowners’ election
• Updates Ethics Commissions rolls of Board members for Financial Disclosures on a yearly basis
• Files all mandatory yearly requests and reports
• Understands and adheres to all company health and safety procedures as they relate to essential job functions

QUALIFICATIONS

• Knowledge of office equipment
• Knowledge of Microsoft office programs
• Dictaphone experience a plus

EDUCATION and/or EXPERIENCE

High school diploma or equivalent and 4-6 years of experience or an equivalent combination of education and experience

CERTIFICATES, LICENSES, REGISTRATIONS: None

PHYSICAL DEMANDS

**Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.