Records Technician III - Bilingual Preferred

Duties

• Answers questions that require searching for and abstracting technical data and information;
• Provides detailed explanations of laws, policies, and procedures;
• Refers unusual inquiries to the immediate supervisor;
• Receives monies and issues receipts for services according to standard policies;
• Receives and examines legal documents in the mail and over the counter from title companies, attorneys, and the public;
• Examines and indexes legal documents affecting title to real and personal property for conformity to applicable State laws and local ordinances relating to ownership and encumbrances, presence of legally required information and signatures, and proper notarization or acknowledgement;
• Examines and indexes legal documents and reviews for correct form and timelines, administers oaths; affixes seals and stamps to endorse or certify documents;
• Issues marriage licenses and performs wedding ceremonies;
• Cites state laws and local ordinances providing the basis for accepting or rejecting legal documents presented for public filing and recording;
• Responds to questions and complaints (in writing if necessary) from title companies, attorneys, real estate agents and the general public regarding the recording and filing of legal documents in the County Clerk and Recorder's Office;
• Assists the public in researching title to real and personal property, filling out proper forms and explaining fees, rules, and procedures on the phone or over the counter;
• Affords assistance in training staff in department policies and procedures and legal codes governing the operation of a County Clerk and Recorder's Office and the filing and recordation of documents;
• Performs related duties as assigned.

Requirements

• Education/Experience: Considerable experience in the examination of official documents/records which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills and abilities can also be obtained by: One (1) year of experience as a Records Technician II in the area of specialty (i.e., elections records/processes, vital records); OR Education Any combination of education, training or experience equivalent to two (2) years of clerical experience performing journey level technical work examining a variety of materials and/or official documents/records for completeness, accuracy, and identification of subject matter requiring: Knowledge of complex codes and statutes and Operational procedures governed under different statutory codes.
• Necessary Special Requirements: Must possess and maintain a valid California driver license. Must be willing and able to travel throughout Ventura County. Must be willing and able to work overtime, evenings, weekends, and holidays as scheduled, or on short notice. Must be willing and able to focus for extended periods of time performing repetitive tasks.

Qualifications

• Thorough knowledge of: records management principles, practices and techniques; document types, forms, and recordation requirements; standard nomenclature, indices and classification systems used for recordation; functions, policies and procedures applicable to work assignments; laws, rules and regulations governing the recordability and retention of documents/records; and database management systems.
• Skill in: the operation and use of computers and related technology including software applications specific to the work performed such as Microsoft Word, Excel, PowerPoint, and Outlook; preparing and presenting comprehensive reports and recommendations in written and oral form to a variety of individuals and groups; and strong organizational skills.
• Ability to: understand, apply and explain laws regarding the release of information and documents; recognize deviations from accepted formats or codes; maintain confidentiality of restricted information; perform simple mathematical calculations; organize work under pressure and meet deadlines; communicate effectively verbally and in writing; deal effectively with the public; strong ability to multitask and maintain attention to detail; and exercise good judgement.