Records Technician III

Description

The eligible list from this recruitment may be used to fill current and future vacancies within Ventura County Clerk Recorder's Office. It may be assigned to work in the Clerk-Recorder's Division located in Ventura; the Clerk-Recorder's East County Office in Thousand Oaks, the Registrar of Voters, Elections Division and may require travel throughout Ventura County.

Under general supervision, performs records management support duties for the County Clerk-Recorder Division and/or Elections Division. Requires compliance with federal, state, and local laws, codes, statutes, and ordinances. Incumbent may be responsible for coding, storage, security, retrieval, receiving fees, disposition of official records, and assisting with the conduction of elections.

This position performs advanced journey level technical work that is focused on independence of judgement and action; latitude for interpretation in the specialized and complex legal requirements governing public recording and indexing of legal documents; and may serve as a specialist or lead person over lower-level Records Technicians.

The ideal candidate is a detail-oriented professional with excellent organizational, time management, interpersonal and communication skills; is computer literate with strong Microsoft Word, Excel, Adobe Professional and Internet skills; possesses excellent multi-tasking skills with the ability to work effectively with rapidly changing priorities in a timely manner and with a high degree of accuracy; the ability to perform public speaking; and ability to address public inquiries, with courtesy, tact, and diplomacy, under occasional stressful public contact, consistent with department rules, practices, and protocols.

EDUCATIONAL/BILINGUAL INCENTIVE:

Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

DEPARTMENT/AGENCY: Clerk-Recorder's Office

The eligible list established from this recruitment may be used to fill future Regular (including Temporary and Fixed term), Intermittent, and Extra Help vacancies for this position or similar positions only.

Records Technician Ill is represented by the Service Employees' International Union (SEIU) and is eligible for overtime compensation.

TENTATIVE SCHEDULE

OPENING DATE: June 21, 2024

CLOSING DATE: July 5, 2024

Examples Of Duties

Duties may include but are not limited to the following:

Clerk and Recorder Division

• 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.

• Assists 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.

• May perform other duties as assigned.

Elections Division

• Performs voter registration data input, petition verification and Vote By Mail voter data/signature verification.

• Facilitate the implementation and conduction of election worker training classes.

• Develop the voter outreach and voter education handouts.

• Assists in scheduling the extra-help staff and organizing Voter Center locations.

• Assists in developing and designing voter information material and providing public presentations concerning voter information and engagement activities; this may be in person, via (Spanish or English) radio, Facebook, Twitter X, or other social media.

• Assists with ballot pickups in coordination with office staff and election workers.

• Conducts site visits at Vote Centers to perform Americans with Disabilities Act (ADA) surveys (taking measurements, photos, form completion.

• Assists in developing multilingual official and sample ballot layouts, proofreads and corrects accordingly.

• Assists the public and representatives from outside agencies in completing forms and explaining rules, regulations, and procedures.

• Reviews complex candidate data/campaign finance documents for accuracy, completeness, and proper execution according to county, state, and federal campaign finance laws.

• Receives and examines different types of documents for completeness, accuracy, conformity, or validity; and edits, corrects, and records information according to uniform codes and guidelines.

• Prepares a variety of election document files, creates, organizes, and maintains systems for official records using alphabetical, numeric, and alphanumeric systems for easy access, preservation, filing, storage, and retrieval.

• Assists in the resolution of complaints and problems and exercises tact and discretion, particularly regarding the release or suppression of confidential information.

• Serves as a resource person, trainer, or backup floater to maintain continuity of business.

• Drafts correspondence, forms, brochures, and information flyers.

• Utilizes computer systems and paper documents and classifies a variety of data from election files in accordance with complex standards to serve multiple purposes.

• Performs related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:

Considerable experience in the examination of official documents/records which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:

1 year of clerical experience

Successful completion of an accredited records management course may be substituted for six (6) months of specialized experience.

NECESSARY SPECIAL REQUIREMENTS:

• Must possess a current and valid California Driver's License.

• Must be willing and able to travel throughout Ventura County and work in the East Valley Office - Thousand Oaks, CA.

• 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 performing repetitive tasks.

DESIRED:

• Intermediate proficiency/skills in Microsoft Word and Excel

Knowledge, Skills, and Abilities:

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 regulation governing the recordability and retention of documents/records; 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 Access; preparing and presenting comprehensive reports and recommendations in written and oral form to a variety of individuals and groups.

Working ability to: understand, apply and explain laws regarding the release of information and documents; operate office equipment such as computers, printers; perform simple mathematical calculations; deal tactfully and courteously with a wide range of individuals including stressful contacts with irate persons; work effectively within the constraints of specific deadlines and time frames; maintain confidentiality of restricted information; recognize deviations from accepted formats or codes; communicate effectively both verbally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

Supplemental Information:

Depending on assignments, incumbents may be required to work overtime, evenings, weekends and holidays as scheduled.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Friday, July 5, 2024.

To apply on-line, please refer to our web site at www.ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: Sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire, if applicable, in order to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination AT THE TIME OF FILING. The questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: An unproctored, on-line, and internet-based job-related written examination will be conducted to evaluate participating applicants' knowledge of data comparison for accuracy, verifying names and numbers, filing, mathematics, and reading comprehension for successful performance on the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Candidates successfully completing the examination process may be placed on an eligible list for up to a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

For further information about this recruitment, please contact Lorin Calderon by e-mail at lorin.calderon@ventura.org or by telephone at (805) 654-2959.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.