Recording Specialist - Recorders Office

Job Description Summary

Department - Recorders Office

Job Description

Job Type: Classified

Job Classification: 5828 - Recording Specialist

Salary Grade: 5

Pay Range

Hiring Range: $20.72 - $24.34 Per Hour

Pay Range: $20.72 - $27.97 Per Hour

Range Explanation

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.
• Pay Range is the entire compensation range for the position.
  
  

The Recording Specialist performs specialized clerical and technical work related to the recording, processing indexing and preservation of records. This position ensures documents are accurately reviewed, recorded, and maintained according to state statues and policies.

Essential Functions

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• Coordinates recording technicians for break schedules to ensure adequate coverage;
• 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, statute compliance, or other regulatory framework;
• Provides knowledge regarding the court-ordered record redaction process for legally protected individuals;
• Opens and closes the secure vault for money dispersion and retrieval;
• 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;
• Provides support to unit supervisors in their absence;
• Cross-trains as support backup to the Voter Registration Unit and other election related activities during an election cycle.
  
  

Minimum Qualifications

Associates degree from an accredited college or university AND one year of experience providing overall support and coordination for a department or specialized program that demonstrates the required knowledge and skills.

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

Or

One year of experience with Pima County as a Recording Technician or other similar clerical, technical or administrative classification as defined by the department head at the time of recruitment.

Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

• Minimum two (2) years customer service experience.
• Minimum two (2) years experience communicating with outside agencies or the public.
• Minimum one (1) year experience in recording document transactions in a County Recorder’s office per Arizona Revised Statues.
• Experience with/knowledge of records management, Arizona revised statutes, and policies and procedures governing public records requests.
• Experience with/knowledge of records management, microfilming, and/or scanning procedures.
• Experience with written and verbal communications.
• 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 qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum 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.   

Supplemental Information

Licenses and Certificates: Some positions require a valid Arizona Class D driver license at the time of application or appointment. Failure to obtain / maintain the required licensure shall be grounds for termination.

Special Notice Items: The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County. Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. Some positions may require demonstrable fluency in English and a second language as determined by the appointing authority.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.

Working Conditions: Working conditions will be determined by the position.

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.