Clerk and Recorder Supervisor - Elections

Pay Range: 

$1,941.92 - $2,284.62 bi-weekly

MONTROSE COUNTY BENEFIT INFORMATION:  

2024 Montrose County Benefit Information  

General Statement of Duties:  The Clerk & Recorder Supervisor completes procedures in all aspects of the Clerk & Recorder’s Office as directed by the Colorado State Statutes. This position assists the Clerk & Recorder with the planning, coordination and direction of the assigned department and its staff in the implementation of federal, state and county laws, guidelines, policies and procedures, assuming the responsibilities of the specific assigned department. This position requires the ability to plan, organize and control the responsibilities of the department and be part of the team working together to accomplish the goals of the Clerk & Recorder’s Office. This position requires considerable exercise of judgement, communication and strong leadership to ensure the fulfillment of management objectives. This position evaluates procedures necessary to complete tasks to maintain absolute compliance.

Supervision Received:  Works under the direction of the Chief Deputy Official and the Clerk & Recorder, establishing methods and procedures for attaining department specific goals and objectives, receiving guidance in terms of broad goals in order to direct and facilitate the duties and activities of the department.

Supervision Exercised:  Provides supervision to department staff. 

Essential Functions: Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class. 

• Directs and supervises personnel including scheduling work assignments; hiring and training employees; reviewing work progress and completion; providing recommendations regarding employee job performance; conducting performance evaluations; recommending salary adjustments; counseling employees; and ensuring accuracy of work and compliance with all applicable federal, state and local laws, rules, policies and procedures.
• Provides leadership, including identification, development and implementation of long-term and short-term goals, work procedures, workflow, staff assignments and work schedule for the assigned department.  Promotes a learning environment by ensuring all department staff are well trained and cross-trained and ensuring effective office coverage.
• Participates in planning, development and implementation of policies and procedures for assigned department to improve efficiency.
• Works with the public, various governmental entities, businesses and County staff in responding to inquiries, explaining processes, completing paperwork and resolving issues.
• Represents the department and provides guidance, resources and information in assigned department.
• Ensures current updated policies and procedures for each responsibility within the assigned department.
• Identifies appropriate procedures to ensure compliance with the ability to continually assess and adapt procedures to resolve problems.
• Collects detailed information to compile reports and formal documentation to facilitate the functions of the department.
• Trains and audits the work of all department staff to ensure correct interpretation of State Statute and department policies and procedures.
• Ensures the appropriate collection of fees according to department compliance, issues receipts and records transactions as appropriate; using office specific computer software to enter and retrieve information.
• Maintains a detailed working knowledge of all computer software programs utilized by department staff.
• Communicates with the Chief Deputy Official and the Clerk & Recorder prior to acting on any official disciplinary action.
• Handles departmental complaints according to office policy and reports all complaints to the Chief Deputy Official or the Clerk & Recorder.
• Directs the office and countywide information transfer for the assigned department.
• Performs a variety of budgetary and related fiscal duties (i.e., maintaining department budget, development of procedures for billing or accounts receivable, handling cash funds as required), actively communicating such information to the Chief Deputy Official or the Clerk & Recorder.
• Reviews all materials used in assigned department, verifying information for accuracy and completeness, making corrections as necessary.
• Maintains and oversees department filing systems for the appropriate availability of information.
• Maintains a current working knowledge of appropriate records retention and destruction.
• Manages department staff logistics for workshops, trainings, meetings, etc. attending training, conferences, workshops, or online courses to obtain and maintain certification for the assigned department. Enhance and seek knowledge of trends and developments in the field to gain knowledge and information to assist with professional development of self and assigned staff.

• May require late hours and weekends leading up to and including Election Day. Regular and predictable attendance is required.

MINIMUM QUALIFICATIONS:

Required Knowledge, Skills and Abilities:

Education: A high school graduate or equivalent. Two year associates degree desirable or equivalent work experience.

Experience: At least five (5) years working progressively responsible experience in an office environment. Preferably with at least two (2) years experience acting as a lead employee.

Required Knowledge:

• Knowledge of modern office management practices, procedures and techniques.
• Ability to organize and coordinate office functions to achieve organizational goals and objectives.
• Ability to act independently and exercise initiative in the coordination of projects assigned.
• Ability to supervise and train staff members.
• Ability to review and interpret Colorado Revised Statutes, County, Clerk Office and department policies and procedures, guiding staff to ensure compliance.
• Ability to exercise initiative and independent judgement in the application of standards and organize and plan work to meet strict deadlines in a variety of situations.
• Ability to operate software, utilize and maintain multiple specialized databases related to essential and complex duties of the Clerk and Recorder office.
• Ability to effectively navigate numerous websites (i.e. Clerk’s Corner, SOS, DOR, DRIVES, State and County Intranets, CCCA, etc.)

Language Skills:  Ability to express ideas clearly and concisely, orally and in a variety of written formats. Must be able to interpret, apply, explain and enforce all applicable laws, codes, regulations, policies and procedures to a wide range of audiences and levels of knowledge. Ability to assemble, organize and present statistical, financial and technical information derived from a variety of sources. Ability to read, analyze, and interpret complex and technical documents including contracts, maps, and complex management and financial reports and respond to the most sensitive inquiries or complaints. Ability to read, comprehend and translate information relayed in written or graphic format. Must be able to write policies, procedures, correspondences and other types of documents. Must have the ability to write speeches, articles and manuals and create presentations using original and innovative techniques and styles.  Must have the ability to make effective and persuasive presentations on controversial or complex topics to top management, public groups and organizations and/or board of directors. Ability to prepare industry specific technical reports and budgeting information. Ability to effectively communicate with the public, federal, state and county officials, employees and community agencies.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Have a strong customer service orientation and work collaboratively within a team environment. Interact professionally and diplomatically with County employees, other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Must possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customers/clients and the general public.

Mathematical Skills: Must have the ability to work with moderate to complex mathematical concepts such as addition, subtraction, multiplication and division in all units of measure, using whole numbers, fractions, percentages, decimals, proportions rates and ratios. Must be able to analyze technical data and apply it to practical situations.  Must have working knowledge of basic financial transactions, such as payroll, purchasing and expenses. Must have the ability to understand budgetary functions, processes and procedures.

Reasoning Skills: Must be able to apply principles of logic and reasoning or scientific thinking to a wide range of intellectual and practical problems and work independently with minimal direction. Must be able to prioritize work and simultaneously manage multiple responsibilities at times under pressure of tight deadlines and emotional situations. Must have the skills to solve problems involving concrete and abstract variables in a variety of situations within established guidelines. Must be able to work independently.

Office Technology/Computer Skills:  Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone, and copiers with scanning and faxing capabilities. Must be proficient in word processing, database manipulation, spread sheets, email, and the knowledge to save and retrieve documents from a variety of destinations and sources with a high degree of accuracy. Must be able to learn the software and programs related to the position and the County.

Physical Requirements: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit; use hands and fingers, handle or feel; and reach with hands or arms. The employee is frequently required to stand for long periods of time; walk; climb or balance; twist; stoop, kneel, crouch or crawl, and smell. Must be able to respond to the customers’ needs and perform tasks requiring extensive hand and eye coordination. Dexterity of hands and fingers to operate a computer keyboard, mouse and other devices and objects. The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must be able to manage assigned work in stressful situations.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanning and fax machines. Must have the ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hazards in the field such as driving and inclement weather and potential hostile clientele.

Special Requirements:  Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record. Must occasionally work under deadlines with the possibility of working beyond regularly scheduled hours.

Other Duties:  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.