• Document Technician - BOE and Recording and Filing

    Posted Date 1 week ago(11/7/2018 5:45 PM)
    Job ID
    2018-2616
    # of Openings
    2
    Department
    County Clerk-Bureau of Elections
    Min
    USD $11.50/Hr.
    Post End Date
    11/22/2018
    Max
    USD $18.38/Hr.
    Category
    Administration
  • Overview

    Provides customer service to the public and Doña Ana County staff.  Performs a variety of specialized office administrative document review and handling functions for the County Clerk’s office to include but not limited to assisting with elections, cashier functions and other document processing

    Responsibilities

    Provide front-counter customer service to the public and county employees.

    • Greet clients and visitors, and provide accurate information, appropriate services, or direct them to appropriate resources.
    • Receive and direct phones calls from the public and county staff.
    • Search customer inquiries and provide information.
    • Adheres to cashiering policies and procedures to include accepting, processing, and documenting payments.
    • Performs backup duties as assigned by supervisor.

     

    Data Processing and File Management

    • Create and manage files.
    • Data entry in web-based databases of various documents and responsible for maintenance and filing of records.
    • Record daily duties in check-in sheets or other Clerk’s department activity recording tools.
    • Prepare and send out all Clerk’s department related correspondence
    • Duties related to the recording process, and the business, liquor and marriage licensing processes, including monthly billing and scheduling annual retention/destruction of records.
    • Duties related to indexing of records and maintenance of Recording and Filing records including verify and redact documents, provide access to title companies and the public, duties pertaining to microfilming and archived records.

     

    Receive and distribute department mail.

    • Opens departmental mail and directs it to the correct staff member for processing.
    • During elections, retrieve and distribute mail at least two (2) times a day or as frequently as needed.
    • Record mail in accordance with Clerk department procedures.

     

    Elections

    • Answer questions and provide assistance with various documents specific to the department such as voter registrations, absentee ballots and ballot applications, provisional ballots.
    • Assist with public service requests including requests for voter registration information (“PSR”) and election supplies.
    • Assist with coordination of elections including candidates, ballots, supplies, and tabulators.
    • Set up polling locations and assist with early voting and Election Day as assigned.

     

    ADDITIONAL DUTIES. Performs other related duties as assigned.

    Qualifications

    Education. High school diploma or general education degree (GED).
     
    Experience. Two years of advanced administrative or customer service and cash handling work experience. 
     
    Education/Experience substitution. In accordance with County policy.
     
    Licenses/Certifications. Valid Driver’s License, NM Notary.
     
    Post offer medical exam, polygraph, background check, driver’s license record, etc. Must pass background check, to include credit check and motor vehicle record check. Bilingual (English/Spanish) preferred.

     

     

     

    KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THER POSTION:

     

    Knowledge:

    Must have knowledge of general office practices and procedures and use of office equipment; laws and changes dealing with Uniform Commercial Code financing statements and real estate and non-real estate documents and records; local, state and federal codes and regulations pertinent to department assigned; proper methods to maintain accurate records.

     

    Skills:

    Must have skills in computer and applicable software operation; Evaluating facts or situations to determine appropriate action; Handling sensitive and confidential matters professionally and tactfully; Dealing with a culturally diverse population; Establishing and maintaining effective and cooperative working relationships with others.

     

    Abilities:

    Ability to communicate orally and in writing; work independently; ability to write reports, business correspondence. Ability to read and comprehend simple instructions, short correspondence and memos, safety rules, operating and maintenance instructions and procedure manuals. 

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