The Clerk-Recorder of Contra Costa County is recruiting qualified individuals to fill one (1) vacant Clerk-Recorder Services Supervisor position. This management position will be assigned to support the units in the Clerk-Recorder Division of the Clerk-Recorder-Elections Department, located in downtown Martinez, CA. The Clerk-Recorder Services Supervisor is responsible for planning, organizing, monitoring, supervising, evaluating and reviewing the work of technical, clerical and specialist staff in the major functional units of the Clerk-Recorder Division, which include the County Clerk, Recording and Imaging/Indexing units. The ideal candidate will possess knowledge and understanding of County Clerk and Recording processes, including the relationship between each of the units in the Division, as well as working knowledge of County ordinances, California Codes and regulations, Federal and State laws regarding County Clerk and Recorder functions. Strong supervision, management and administrative skills and experience are required as the incumbent will have primary responsibility for day-to-day direction and coordination of County Clerk and Recorder related activities. Excellent interpersonal skills and a positive customer service approach are required, as the incumbent will interface with staff on all levels as well as county officials, other government agencies and the public.
The employment list established as a result of this examination may remain in effect for six (6) months.
Depending on area of assignment, duties may include, but are not limited to the following:
- Directs, plans, and organizes one or more unit's operations for the Clerk-Recorder Division
- Provides training and direct supervision to line staff, including Clerk-Recorder Services Specialists, Clerk-Recorder Services Technicians, clerical, temporary and volunteers
- Conducts performance evaluations of division employees, temporary and volunteer workers
- Uses computer-based programs and equipment to perform a variety of complex functions, including (but not limited to) analysis, publications and/or reports, online data research, correspondence, form creation and processing
- Answers questions from the public regarding policies, procedures and the most complex division issues or difficult customers, including laws and regulations governing clerk and recorder processes
- Maintains division related statistics and prepares reports as directed
- Coordinates work schedules and office coverage with other division units to ensure that critical events are properly carried out and accomplished within the established timeframes
- Develops and updates forms and procedures to meet current laws, state and federal regulations and department's policies and procedures
- Manages the Automated Phone Systems to ensure that all incoming calls are appropriately handled by division staff
- Supervises front counter, telephone and receptionist personnel and their related activities
- Supervises clerk and recorder customer service programs, including the Customer Service desk
- Supervises general clerk programs and filings, including: Fictitious Business Name, notary commissions, Process Servers registration, passport processing, marriage license application process and performance of civil marriage ceremonies
- Supervises the division vital record programs (birth, death, marriage)
- Supervises the division document recording programs, including title company recording, electronic recording, and "record and return" front counter recording
- Supervises the division document imaging and indexing programs
- Supervises the division training programs, assures sufficient training and cross- training occurs to cover division
Possession of a valid California motor vehicle operator's license. Out of state valid motor vehicle operator's license will be accepted during the application process.
Possession of a high school diploma, G.E.D. equivalency or high school proficiency certificate.
Four (4) years of full-time or its equivalent clerk and recording experience in a public office performing Clerk and Recorder functions; at least eighteen (18) months of which were in a lead or supervisory capacity working with departmental staff, the public, and interdepartmental personnel.
Possession of an Associate of Arts degree from an accredited institution with major coursework in public administration, business, political science or a closely related field may be substituted for two (2) years of the required experience. No substitution is permitted for the required experience in a lead or supervisory capacity.
All candidates are encouraged to review a detailed job description available at www.cccounty.us and apply only if they clearly meet the Minimum Qualifications as defined above.
1. Application Filing:
Contra Costa County Department of Human Resources
2. Application Evaluation:
3. Oral Interview:
The Human Resources Department may change the examination steps noted above in accordance with the Personnel Management Regulations and accepted selection practices.