Recording Clerk I Collier County Clerk of the Circuit Court and Comptroller Collier County Clerk of the Circuit Court and Comptroller

POSITION OVERVIEW

Performs specialized clerical work including general office duties geared toward providing high quality customer service in the following areas: Recording, Cashiering, Indexing, Verifying, Official Records, Marriage License, Passport Acceptance Agent and Tax Deeds. Employees undertake a wide range of duties and are expected to be cross-trained to learn and fulfill the requirements of more than one job. Work is performed in accordance with established rules, policies and statutes. Employees are directed to seek advice on matters not specifically covered, clearly defined or easily located in instructions, guidelines, operating procedures, etc. Employees in these classifications report directly to a Supervisor and/or Training Coordinator. There is indirect supervision by a Recording Department Director and/or the Clerk of the Circuit Court.

ESSENTIAL JOB FUNCTIONS

  • Provide excellent customer service to internal and external customers. Customer base consists of the general public, local and state governmental agencies, attorneys, title companies, and employees of the Clerk's office.
  • Demonstrate ability to become familiar with the Clerk's website, CollierClerk.com.
  • Participate in training sessions designed to improve the skills necessary to empower the public to access information electronically.

  • Recording:
    Assists public and outside agencies at the counter as well as telephone inquiries, explaining fees and methods of recording. Receives documents such as deeds, mortgages, affidavits, satisfactions and liens for recording. Reviews them for accuracy, completeness and appropriateness prior to scanning. Follows procedures to input Data from Recorded document images to create a consistent alphabetical look up table for the Official Records. Records time, date, assigns file numbers, assures documentary stamps are affixed and issues payment receipts. Processes mail for document returns. Transfers liens to security and accepts payments into the Clerk's Registry.

  • Cashiering:
    Process cash/check receipts and accepts payment for Department related fees. Responsible for balancing receipts, cash till, checks and preparing bank deposit at end of each day.

  • Verify:
    Assures the Recorded documents are scanned properly, in correct order, checks for missing pages, makes sure images are as clear as possible and confidential information is redacted. Verifies documents have been recorded and indexed correctly.

  • Official Records:
    Assists Public and outside agencies at the counter, on the telephone and internet inquires for Official Record searches, obtaining copies and Certifying copies. Perform Official Records searches from computer images and microfilm. Prepare Clerk's certificates and correspondence to requests made by the public.

  • Marriage:
    Process Marriage applications, Issue Marriage Licenses, solemnize Marriage ceremonies, Complete Marriage Certificates, Record and Make Certified copies. Send originals to the US Department of Vital Statistics monthly in accordance with the Florida Statutes.

  • Passports:
    Accepts Passport applications for the US Dept of State in accordance with Passport Acceptance Rules and Regulations. Prepare transmittals and send Originals to the US Dept. of State daily. Take required annual passport training and pass exam for annual certification.

  • Home Solicitation Permit:
    Issue Home Solicitation Permit per Florida Statutes Chapter 501.

  • Tax Deeds:
    Processes Tax Deed Applications, Prepares files, legal notices, mailings, sheriff services, spreadsheets, Tax Deeds and disbursements requests. Schedules & conducts public tax deed auctions, collects and receipts fees and sale proceeds. Balances monthly spreadsheets to Clerk's accounting reports.

The above essential job junctions are not to be construed as a complete statement of all duties performed. Employees may be required to perform other duties necessary in carrying out the mission of the Clerk's office. Depending on the particular division, department or work assigned, employees may perform any or all of the duties described above.

Job Requirements:
Education and Experience:
High school diploma or a GED equivalent; bilingual ability is desirable.

Performance Aptitudes:
Knowledge of:

  • Florida Statutes, Department of Revenue Rules pertinent to area(s) of assignment
  • Legal documents recorded, Recording requirements and Indexing rules
  • Office procedures, methods and equipment
  • Cashiering operations, collection documentation and procedures
  • Clerk's programs, functions, departments and services to appropriately respond to service requests
  • Clerk record keeping systems, practices and procedures
  • US Department of State guidelines for Passport Acceptance

Performance Aptitudes:
Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.


ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but may involve some lifting, carrying, pushing and/or pulling of objects and materials of lightweight (5-10 pounds). Tasks may involve extended periods at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

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