(1) PT Clerk to the Hill County Clerk & Recorders Office

About the role

This clerk position has a variety of duties and is flexible from day to day with specific job assignment timelines. As the primary counter person, you will learn all duties of the office, requiring a broad spectrum of knowledge of records, forms, and legal descriptions. The role involves handling heavy books and election equipment, processing birth and death records, and serving as a backup during employee absences.

Responsibilities

• Assist customers at the counter with various requests, including ownership and land descriptions, election questions, and records inquiries
• Determine if documents meet legal requirements for recording or filing
• Register voters and assist with the complete election process, including learning all aspects of the Montana voting system
• Index and correct birth and death certificates; issue certificates as prescribed by the Montana State Vital Statistics Office
• Perform various filing duties, including surveys, plats, and subdivisions
• Cover switchboard/mail position during absences
• Balance daily cash drawer, monthly payroll, and weekly/monthly claims
• Scan, proof, and index documents; proof microfiche
• Order office supplies as necessary
• Maintain and update plat ownership books
• Perform basic accounting and bookkeeping tasks
• Operate office machines, including computers, scanners, typewriters, copy machines, and ten-key adding machines
• Attend meetings as required by supervisor
• Perform other related duties as required

Requirements

• Knowledge of laws pertaining to recording documents, birth and death certificates, privacy, and the election process
• Ability to work flexibly with varied tasks and numerous interruptions
• Strong organizational skills to maintain accurate and updated records
• Ability to prepare reports and work well with the public
• Excellent oral and written communication skills
• Ability to follow verbal and written instructions efficiently
• Capability to establish effective working relationships with employees, supervisors, and the public
• Ability to read and understand laws relevant to the Clerk and Recorder’s office duties
• Physical ability to lift 25 to 50 pounds and stand for extended periods
• High level of confidentiality and professionalism when handling sensitive information

Qualifications

• High school diploma or equivalent
• Experience in an office setting or with office machines; personal computer experience preferred
• Basic accounting and bookkeeping knowledge
• Familiarity with legal documents and legal land descriptions
• Experience handling confidential material

Job Characteristics

• Performs professional and technical duties requiring attention to accuracy, detail, and timeliness
• Works well with the public, co-workers, and under multiple interruptions
• Requires adaptability to varying job tasks and minimal supervision
• May require extended hours during elections
• Involves continual contact with office employees, the public, county officials, and other departments
• Hazards include heavy lifting (25-50 pounds) and prolonged use of microfilm viewers and computer screens

Performance Standards

• Performs assigned duties with minimal supervision
• Effectively assists customers at the counter with documents and inquiries
• Efficiently assists with the election process
• Accurately types, files, and maintains records
• Honest and accurate in balancing the cash drawer daily
• Accurate handling of monthly claims and payroll distribution
• Maintains confidentiality of sensitive information
• Demonstrates punctuality and observes work hours
• Deals tactfully and courteously with the public
• Establishes and maintains effective working relationships with colleagues and the public