Lead Deputy Clerk and Recorder - Clerk IV bei City and County of Butte-Silver Bow

About the Department

Step into a pivotal leadership role where your guidance shapes the daily operations of land records, vital statistics, and election administration/voter registration. As the bridge between Deputy Clerks, the Council Secretary, and the Clerk and Recorder, you’ll foster collaboration, clarity, and excellence by providing advice and guidance to the Council Secretary and serving as the intermediary between the Council Secretary and the Clerk and Recorder. This position directs and supports staff with purpose, trains new and current employees on evolving policies, procedures and technology, sets schedules and work priorities to keep operations smooth, and resolves challenges and escalates to leadership when necessary. If you’re ready to lead with integrity and elevate public service, this is your moment.

This position provides daily direction and guidance to the Deputy Clerks and provides a high level of administrative and technical expertise in the areas of real property, legal/judicial, and other documents legally filed with the Clerk and Recorder’s Office.  This includes reviewing, investigating, and approving such documents for accuracy and completeness prior to accepting them for recording and filing and, as necessary, determining the next steps the filer must take following the completion of the current transaction.  Processes are often complex due to the nature of the transaction, familial relations, laws and regulations, etc. and require extensive experience to determine the correct path of the document.
 
Because this position works under the direction of an elected official, the employee may be relied upon to provide the history of policies/procedures and the reasoning behind those policies/procedures to a newly elected Clerk and Recorder and/or appointed Chief Deputy, while operating independently to maintain essential departmental functions. The position advises the Clerk and Recorder on ways to update existing policies/procedures and to provide methods of improvement and efficiencies.
 
The work is performed under the direction and supervision of the Chief Deputy and the Clerk and Recorder, but considerable leeway is granted for the exercise of independent judgement and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with other employees, supervisory personnel, customers, and the general public.  

This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

Position Duties

• Reviews workflow reports to ensure recorded documents are completed and validated within seven working days and, if necessary, adjusts workload to ensure timeliness.
• Receives (in-person or electronically through iDOCs) mortgages, leases, assignments of mortgages and leases, deeds, certifications of location, liens, and other real estate records; mineral leases; financial statements; subdivision and township plats; UCCs; and other instruments as specified by statute for recording and filing.  Examines documents for errors and, if errors are noted, contacts appropriate agency/entity (i.e., land records or other departments, title companies, attorney’s offices, financial institutions, or other possible parties) regarding the error and appropriate correction.  Upon acceptance of a document, determines and collects fee, records and certifies the document, and indexes.  See 7-4-2613, MCA for documents subject to recording and 7-4-2614 for certificates of discharge.  See 7-4-2619 for indices requirements.
• Maintains the birth and death index, fetal birth and death index, and requests for changes to birth and death certificates.   If necessary, resolves discrepancies with the State of Montana Department of Public Health and Human Services.   Ensures accountability of control-certified certificate paper
• Examines applications for birth and death certificates.   Determines identity/relationship of requestor to person named on the vital record.  Accesses information in the State of Montana database and verifies names on the application versus database.  If information is different, makes further inquiry to relationship and/or differences without disclosure of dataset information.  If explanation is not enough, the employee may deny the request or discuss the request with the Chief Deputy, the Clerk and Recorder, or the Montana State Department of Vital Statistics.
• Obtains and maintains Election Administration Certification and attends bi-annual training.
• When received in person, reviews voter registration applications for completeness, verifies voting status in the State of Montana Voter Database, confirms any changes if the voter is already in the database, verifies legibility of the application, and forwards to the Election Administrator.  When received by mail, date stamps and forwards to the Election Administrator.  Time permitting, may enter voter registrations into state-wide database using guidelines established by the Montana Secretary of State.
• During an election cycle, when there is a high level of activity in the office besides the routine work, participates in processing applications and absentee ballots and other election day activities.  The processing activities are fast paced and complicated, requiring focused thought as to the numerous points of accountability and verification and determining intent.
• Activities involve a diverse group of people, so patience, discipline, and humor are required.
• Leads small groups of temporary employees in tasks and procedures related to certain steps in the election process.
• Works overtime hours.
• Attends weekly Council of Commissioner Meetings and is responsible for recording the reading of votes and for the reading of materials into the public record, taking minutes, and tracking agenda items (documenting approval of agenda items and disposition of communications).
• Reviews and approves communications entered for digital signature.  If necessary, makes corrections before approving documents to move forward for signature.
• Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health and Safety Program; maintains work areas in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.
• Performs all duties and work assignments in compliance with project quality requirements
• Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
• Performs related work as required.

Minimum Qualifications

Preferred Knowledge, Skills, and Abilities

• Comprehensive knowledge and the ability to apply present-day office concepts, practices, and procedures including, but not limited to, paper and digital filing techniques, correspondence writing, editing, proofreading, bookkeeping, and computer use.
• Working knowledge of functions, procedures, and organization of local government.
• Working knowledge of standard Microsoft Office products, Adobe Acrobat, digital signature software, and audio/visual software.
• Working knowledge of website editing, network vs. standalone computing, and database entry and manipulation.
• Ability to prepare, distribute, and maintain paper and digital records along with the ability to problem-solve missing or incorrect records.
• Familiarity with or ability to learn land, real estate, legal, and tax documentation and terminology.
• Ability to research, comprehend, correctly interpret Montana Code Annotated.
• Ability to understand and evaluate workflow and identify bottlenecks, duplication, and loopholes in processes and to recommend changes to processes. 
• Ability to manage time and projects to meet deadlines imposed by local, State, and Federal law.
• Ability to conduct tasks independently and as a team member.
• Ability to understand the importance of personal information and maintain confidentiality.
• Ability to speak with tact when dealing with sensitive issues.
• Ability to speak/work with the public professionally and respectfully face-to-face or by telephone or other means.

• Ten or more years applicable and progressively responsible experience demonstrating above-average performance.

• Possession of a valid driver's license issued by the State of Montana.
• Must be a bona fide resident of the City-County of Butte-Silver Bow during course of employment according to Butte-Silver Bow Ordinance.  See below.

• Clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with other employees, customers, and the general public and to participate in and perform the duties and responsibilities associated with meetings of the Council of Commissioners.
• Sufficient vision, with or without reasonable accommodation, which permits the employee to review and produce a wide variety of documents and related materials and to assist with election-related activities.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to record and file legal documentation, assist with election-related activities; and participate in and perform the duties and responsibilities associated with meetings of the Council of Commissioners; and 
• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to wait on members of the public, participate in election-related activities, and attend meetings of the Council of Commissioners.

Other Qualifications