5828 - Recording Specialist

(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)

Supervises and coordinates recording technician staff by determining work priorities, assigns tasks, and creates schedule to ensure adequate coverage;

Assists in the development of and conducts training for newly hired staff members and provides input to unit supervisor for staff performance evaluations;

Ensures recording technicians are following appropriate procedures and following regulatory compliance guidelines;

Determines validity and accuracy of recorded documents and initiates actions to correct recording errors with recording technicians;

Provides specialized problem-solving support by responding to complex questions from citizens, legal offices, realtors, and other government agencies that require explanation or application of department procedures and policies, A.R.S statute compliance, or other regulatory framework;

Manages the court ordered record redaction process for legally protected individuals;

Opens and closes the vault and prepares the daily deposits in AMS including daily cash receipts received and processing electronic payments;

Monitors the Web-Orders and provides technical support as it relates to access issues and/or accounting issues and deposits from subscriber accounts;

Maintains appropriate security and confidentiality of sensitive documents and information;

May Cross-train as support backup to the Voter Registration Unit and other election related activities during an election cycle;

Responsible for other duties and special projects as assigned to ensure efficient functions of the recording unit.

KNOWLEDGE & SKILLS:

Knowledge of:

• Business English, spelling grammar, punctuation, and composition;
• principles and practices of employee supervision and training;
• Arizona State Revised Statutes, rules, regulations, polices, and other procedures related to document recording requirements;
• legal documents and map types subject to recording;
• applications of automated information systems;
• research and analysis techniques and legal document examination;
• office practices, procedures, automated filing systems, and equipment;
• functions of county departments, other outside agencies, and cities and towns related to property development.

Skill in:

• planning, prioritizing assignments, and reviewing the work of staff;
• reading and interpreting legal documents, maps and land surveys, and assuring that pertinent documentation is complete and accurate when reviewing recorded documents;
• communicating effectively, orally and in writing, and the ability to resolve customer problems;
• use of automated information systems to maintain data and produce documents;
• making mathematical calculations and performing basic accounting duties.

(1) Four years of experience providing overall support and coordination for a department or specialized program, that demonstrate the required knowledge and skills, and one year performing lead or supervisory duties. (Lead or supervisory experience may be concurrent with required experience.)

OR:

(2)Two years of experience with Pima County as a Recording Technician or other similar clerical, technical or administrative classification as defined by the appointing authority at the time of recruitment.

(Relevant education from an accredited college, university, trade or vocational school may substitute.)

1. Minimum two (2) years customer service experience.
2. Minimum two (2) years experience communicating with outside agencies or the public.
3. Minimum one (1) year experience in recording document transactions in a County Recorder’s office per Arizona Revised Statues.
4. Experience with/knowledge of records management, Arizona revised statutes, and policies and procedures governing public records requests.
5. Experience with/knowledge of records management, microfilming and / or scanning procedures.
6. Excellent interpersonal, communication, and attention to detail.
7. Experience multi-tasking and meeting deadlines. 

Selection Procedure: 

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Salary : $19 - $26