Recording Assistant na County of San Juan (NM), NM

About the Department

Under close supervision, assist with clerical duties including recording, indexing and scanning instruments into the system; receive and review various legal documents to determine appropriate categories of action; issues marriage licenses; answer the phone and sort mail; assist the general public in defining requests and searching for documents; register voters and assist during elections.

Position Duties

• High School Diploma or general education degree (GED) required and a combination of post-secondary education and/or experience and education totaling two (2) years that meet the knowledge and skill level required of this position.
         o One (1) year of office experience should come from real estate, legal, accounting, banking, or a County Clerk’s office.
• Must take the Clerk oath and must be bondable.
• Ability to speak a second language is preferred but not required.
• Valid State of New Mexico Driver's License or able to obtain within six (6) months of employment.

Minimum Qualifications

• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• Noise level is generally moderate.
• Periodically required to work irregular hours, overtime, evenings, holidays, and weekends, as well as extended regular hours. Observe black out absence periods, and/or attend irregular job-related meetings or trainings.
• Occasionally to frequently push, pull or carry containers weighing at minimum twenty-five (25) pounds and up to a maximum of fifty (50) pounds.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.
• This position may be eligible for an alternative worksite arrangement, in accordance with County policy and at the discretion of the Department Head.

Other Qualifications

• Receive legal documents and records from the public.
• Review and verify a variety of legal documents and records; determine appropriate action to be initiated based upon the content of the documents and applicable laws and regulations.
• Prepares correspondence to answer questions regarding documents and actions taken based on information contained in the document and the request received.
• Greet the public in person and on the phone in a professional manner; assist the public in defining their needs and in searching for documents.
• Enter computer data from all instruments recorded to create a grantor/grantee index; create permanent record of documents by scanning and indexing into a specialized computer software application program.
• Scan all recorded instruments, such as real property documents, marriage licenses, commission meetings, plats, and related documents; ensures accuracy of scanned documents and makes sure they have seals and are in sequence.
• Answer and sort the mail; process customer’s request for records.
• Re-file microfilm cards.
• Issue marriage, kennel, and liquor licenses.
• Check microfilm permanent roll.
• Enter data into the computer and prints out reports.
• Perform a variety of clerical duties to include utilizing recording, indexing, and scanning instruments to archive documents into the system.
• Assist Elections Division to meet workload and voting period demands.
• Return original documents to customers in a timely manner.
• Perform other related duties as assigned.