Program Supervisor, Clerk Functions (Division of Assessment, Recording & Taxation)

About the role

The Division of Assessment, Recording, and Taxation (DART) is seeking a Program Supervisor for our Clerk Functions team. We are looking for a dedicated professional who is a:

• People-first supervisor dedicated to training, mentoring, and monitoring a team of ten direct reports while fostering a collaborative, supportive workplace culture.
• Compliance expert adept at interpreting legislative updates, meeting mandatory legal deadlines, and managing state-level reporting.
• Forward thinking leader devoted to delivering excellent service and increasing workplace efficiencies.
• Public service champion dedicated to resolving complex customer escalations, managing public-facing operations, and maintaining a positive community image.

Responsibilities

This front-line supervisor role resides within the Customer Relations Unit, which encompasses the Property Tax, Ownership & Parcel Management, and Clerk Functions teams. The unit comprises two supervisors and 21 employees. This position works collaboratively with the other supervisor to manage daily operations across both functional teams.

• Trains, supervises and monitors the work of 10 direct reports: 3 A&T Tech 1s and 2 leads and 7 A&T Tech 1s.
• Performs in-person and electronic recording of land related and other legal documents.
• Issues marriage licenses and domestic partnerships.
• Provides administrative support for the Property Value Appeals Board process.
• Provides certified copies of marriages and recorded documents.
• Affords administrative support for the Property Value Appeals Board process.
• Assists the public in the Digital Research Room.
• Provides service to the public through in person lobby transactions, mailed in correspondence, online communications, and telephone support.
• Works with various job functions to provide excellent customer service, both internal and external.
• Oversees an integral area of customer service for the organization and is responsible for resolving customer and employee-related issues and complaints, as well as maintaining a positive government service image to the public.
• Performs a variety of technical and supervisory tasks relative to the Clerks team.
• Affirms mandatory deadlines set forth in law and quality standards are met.
• Reviews legislative updates and potential changes in law to inform necessary changes to the Multnomah County process.
• Serves as the county subject matter expert for recording documents and the marriage application process.
• Is the named clerk for the Property Values Appeals Board and is responsible to submit timely appeal information to the State of Oregon on behalf of the county.
• Provides direct customer service to the public in person and by phone, by supplying a wide variety of information pertaining to the above services as well as assessment, taxation, and appraisal records.
• Helps to manage escalated customer concerns and assists to solve complex questions presented by team members and the public.
• Assists in developing and implementing quality improvement projects that will have a positive impact on the operational needs of the work of the Clerk Functions Unit.
• Assists with the budget process, maintains and produces budget reports as well as forecasts staffing needs in their functional areas.

Requirements

Minimum Qualifications/Transferable Skills:

• Bachelor’s degree, experience may substitute for a degree
• Three (3) years of demonstrated experience in staff supervision, team leadership, or employee development, combined with three (3) years of customer service experience that demonstrates the ability to perform the duties of the position
• The ability to pass a criminal records check

Preferred Qualifications/Transferable Skills:

• Experience working with deeds, title transfers, and other property actions
• Understanding of the property tax appeal process through the Property Value Appeals Board
• Experience working with Title Companies, agents or other Real Estate professionals
• Experience working with any of the Oregon Revised Statutes pertaining to marriage, recording documents and Property Value Appeal duties of the County Clerk (Chapters 106, 205 and 309)
• Experience supervising in a union environment

Qualifications

To Qualify We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant.