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Clerk-Assessor-Recorder-Elections Specialist

Salary: Clerk-Assessor-Recorder-Elections Specialist I (#1721)

$14.95-$18.25 hourly / $2,601-$3,175 monthly / Range: 4756

Clerk-Assessor-Recorder-Elections Specialist II (#1722)

$15.72-$19.19 hourly / $2,734-$3,337 monthly / Range: 4856

Clerk-Assessor-Recorder-Elections Specialist III (#1723)

$17.37-$21.20 hourly / $3,020-$3,687 monthly / Range: 5056

DEFINITION: Under close and general supervision, performs the full range of clerical and technical support activities related to recording and issuing official documents, assessing real and personal property for tax purposes, verifying assessment data, and/or preparing, organizing, and conducting County-supervised elections; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS: The Clerk-Assessor-Recorder-Elections (CARE) Specialist series is allocated only to the County Clerk-Recorder-Assessor Department. CARE Specialist I/II/III are flexibly staffed clerical/technical classes as distinguished from CARE Specialist IV, V, and VI, which are promotional supervisory or elections coordinator classes. Incumbents in the CARE Specialist series perform specialized work requiring a wide range of knowledge in federal, State, and County codes and ordinances; terminology; and procedures specific to the County Clerk-Recorder-Assessor's Department. This class series is designed to provide inter- and intra-divisional cross-training opportunities for staff in order to provide effective coverage throughout the department during both scheduled and unanticipated peak work-periods.

CARE Specialist I is the entry class in the series. Incumbents learn and perform clerical duties common to all divisions within the department. In addition, incumbents are expected to be rotated among any or all of the three divisions in order to learn division and departmental structure, policies, and procedures. CARE Specialist I incumbents are expected to promote to CARE Specialist II after six months.

CARE Specialist II is the journey-level class in the series, in which incumbents are expected to learn, become proficient in, and perform the technical duties in two different functional areas (the twelve functional areas are outlined on pages 2 -3) in the department. In addition, incumbents may be rotated among any or all of the three divisions (if not accomplished while at the I-level) to learn division and departmental structure, policies, and procedures. Incumbent requests for specific functional assignments will be granted if possible; however functional assignments will be based upon departmental needs. CARE Specialist II incumbents are expected to promote to CARE Specialist III after four years, providing they have become proficient in two functional areas. Incumbents who are temporarily reassigned from their current functional area to cover for a peak workload period in another functional area shall receive a special duty allowance for the length of their peak workload assignment; however, this special duty allowance is assigned to the CARE Specialist II level only.

CARE Specialist III is the multi-functional journey-level worker. Incumbents are assigned to any function for which they are fully trained and may act as a lead worker in that functional area. In addition, incumbents may be expected to learn, become proficient in, and perform the technical duties in more than two different functional areas in the department. During peak work-periods, incumbents may be temporarily reassigned to perform either the full-range of technical duties in a functional area for which they have been trained or the routine clerical duties associated with any functional area in the department.

EXAMPLE OF DUTIES:

Clerk-Assessor-Recorder-Elections Specialist I

1. Receives training in departmental organization, including division and departmental structure, core functions; polices and procedures; and basic forms.
2. Learns and performs a variety of clerical duties common to all divisions within the department, including: answering main phone lines; filing; distributing incoming mail; stuffing and batching outgoing mail; processing returned mail; operating credit card machines; collecting cash, providing receipts, and balancing cash drawers; maintaining public areas; and inputting information into database.
3. Operates copying, micrographics, imaging, and scanning equipment to produce copies of records, legal documents, and maps for archival storage and /or distribution to the public.
4. Provides customer service by assisting customers at the front counter; instructing customers in the use of lobby computers; and accessing databases to obtain information to provide to customers.
5. Provide assistance as needed to CARE Specialist II's and III's performing functional duties.

Clerk-Assessor-Recorder-Elections Specialist II - in addition to the CARE Specialist I duties listed above:

1. Learns and performs specialized clerical and technical duties related to two assigned functional areas, including compiling, filing, maintaining, verifying, examining, processing, indexing, recording, and issuing a variety of legal documents.
2. Serves as a resource to customers, the general public, and other interested parities by providing answers and information regarding processes and procedures; and resolving problems and/or complaints.
3. Reads, interprets, and applies State, federal, and County laws, codes, rules, ordinances, regulations, and policies.
4. Operates standard office equipment including personal computers and supporting word processing, spreadsheet, or database programs in order to prepare reports, correspondence, and memos.
5. May perform special projects and conduct on-site visits of business and other locations to verify data.
6. May assist supervisors with assigning and reviewing work and/or training and cross-training staff.
7. During peak work periods, may be temporarily reassigned to different functional areas throughout the department to perform routine clerical duties.

Clerk-Assessor-Recorder-Elections Specialist III - in addition to the CARE Specialist I and II duties listed above:

1. Performs specialized clerical and technical duties related to functional areas for which are fully trained, including compiling, filing, maintaining, verifying, examining, processing, and issuing a variety of legal documents.
2. During peak work-periods, completes temporary assignments by performing either the full-range of technical duties in a functional area for which they have been trained or the routine clerical duties associated with any functional area in the department
3. Assists supervisors with assigning and reviewing work and/or training and cross-training staff; verifying work for accuracy, proper work methods, and compliance with applicable rules, regulations, laws, and departmental policies.

FUNCTIONAL AREAS:

The twelve functional areas of assignments, and related duties, in the County Clerk-Recorder-Assessor Department are: vital records, official records, operations, exclusions, title transfer, welfare exemptions, business, property tax statements, absentee ballots, candidate filing, poll operations, and voter registration; specific clerical and technical duties are outlined in greater detail below:

Recorder Division

1. Vital Records

* Passports: accepts applications and sends with fees and required documents to the federal government for approval.
* Marriage Certificates: accepts license applications, collects appropriate fees, and issues licenses.
* Birth/Death Certificates: prepares certified copies from various media, collects fees, obtains required authorization, and issues certificates.
* Fictitious Business Names: accepts application forms, collects fees, and issues.
* Legal Document Examination (Titles): receives real property documents over-the-counter, in the mail, and from title companies; examines documents, and determines if meet recording requirements set by County/city/state and federal code.

2. Official Records

* Indexing/Verifying: enters grantor/grantee information into database and verifies names for accuracy
* Full Performance Cashiering: enters fees, taxes collected, and document page count into computer system; and endorses the first page of each document with this information.
* Reconveyance Document Review: examines documents to ensure proper fees are included, puts in batches, and generates batch reports.
* Legal Document Examination: receives documents over-the-counter, in the mail, and from title companies; examines documents, and determines if meets recording requirements set by County/city/state and federal code.

Assessor Division

3. Operations:

* Home Owner Exemptions: approves exemptions to the assessed value of property.
* Batch: provides appraisal staff with a complete package of documentation including labels, Preliminary Change of Ownership Report, property characteristics input, and property file.
* Permits/New Construction: collects, organizes, and files architectural plans, permits, and notices of completion from all cities and the County with the property record for valuation, in order to provide information to the office on building projects.

4. Exclusions

* Provides property owners with added tax relief in instances of property transfers between certain family members and allows property owners to transfer their lower tax base to a replacement property.

5. Title Transfer

* Change of ownership process: applies the Revenue and Taxation Code to determine transfers on real property for assessment purposes.
* Verification of legal descriptions: reviews recorded documents and legal descriptions for book and page, block and section, tract name, and lot numbers.
* Manufactured Home transfers: researches ownership and Housing and Community Development data files for reassessment determination on manufactured home personal properties.

6. Welfare Exemptions

* Determines eligibility for approval of exemption on property used exclusively for a church, college, cemetery, museum, school, or library; these exemptions require annual filings.

7. Business

* Boats/Planes: maintains boat and airplane files; duties include discovery of boats and planes, data entry of new boats and planes or corrections on computer system, roll corrections responsibilities, value postings, pulling and filing files.
* Possessory Interests: maintains PI files; duties include discovery of PIs, inquiries to government agencies, data entry of new PIs or corrections on computer system, roll corrections responsibilities, value postings, pulling and filing files.

8. Property Tax Statements

* Maintains business files; duties include discovery of businesses, data entry of new businesses or corrections on computer system, roll corrections responsibilities, value postings, pulling and filing files.

Elections Division

9. Absentee Voting

* Processes absentee ballot applications; issues absentee ballots; verifies validity of returned ballots; assist with the duplication of spoiled ballots; and assist with research on absentee voter issues.

10. Candidate Filing

* Provides filing forms and documents to candidates; inputs elections data into computer system, including candidate nomination documents, conflict of interest statements, petitions, and committee filings; and electronically captures images of candidate and financial forms.

11. Poll Operations

* Assists in the recruitment and training of poll-workers; maintains records of workers and polling places; and conducts poll site and handicap accessibility surveys.

12. Voter Registration

* Issues and accepts voter registration affidavits; enters new registrations, updates and cancellations of existing voter registrations into the computer system; scans voter registration forms and supporting documentation; outreaches voters for verification of registration information; verifies petitions; and maintains voter history files.

EMPLOYMENT STANDARDS:

Clerk-Assessor-Recorder-Elections Specialist I

1. One year of general clerical or office assistant experience in a contemporary computerized office environment, which included considerable public contact responsibilities; or,
2. a combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.

Clerk-Assessor-Recorder-Elections Specialist II

1. Six months of experience performing the duties equivalent to a Clerk-Assessor-Recorder-Elections Specialist I in the County of Santa Barbara, or,
2. a combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.

Clerk-Assessor-Recorder-Elections Specialist III

1. Four years of experience equivalent to a Clerk-Assessor-Recorder-Elections Specialist II in the County of Santa Barbara, including 2 years of experience in each of two major functional areas in the County Clerk-Recorder-Assessor Department; or,
2. a combination of training, education, and experience that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.

KNOWLEDGE AND ABILITIES:

Clerk-Assessor-Recorder-Elections Specialist I:

Knowledge of: office practices and procedures, current computer software programs, including word processing and data management programs; the proper use of the English language; business letter writing; alpha and chronological filing practices; basic arithmetic, including decimals and percentages; cash handling practices; effective customer service practices; and proper phone etiquette.

Ability to: read and comprehend general office and employee manuals; communicate clearly and effectively in both oral and written form, using correct business English; follow written and oral instructions; identify detailed differences in the format and content of documents; maintain confidentiality and security of departmental records; maintain thorough and accurate records; work within established formats and priorities; perform work in required sequences; interact and assist the public with tact and courtesy, and in a helpful manner; establish and maintain effective working relationships with coworkers, management, the legal community, and the public; learn the department's organizational structure, policies, and procedures; understand the meaning and intent of a wide variety of legal documents; and use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.

Clerk-Assessor-Recorder-Elections Specialist II: In addition to required Clerk-Assessor-Recorder-Elections Specialist I knowledge and abilities, requires:

Knowledge of: the functions, policies, and procedures of the Santa Barbara County Clerk-Recorder-Assessor Department.

Ability to: learn, interpret, and apply laws, rules, regulations, and procedures; identify and resolve problems; learn specialized computer programs; handle multiple tasks or assignments at one time; organize, prioritize and perform assigned duties under tight deadlines; and take initiative to locate information necessary for the performance of job functions or to respond to customer inquiries.

Clerk-Assessor-Recorder-Elections Specialist III: In addition to required Clerk-Assessor-Recorder-Elections Specialist I and II knowledge and abilities, requires:

Knowledge of: the functions, policies, and procedures of two major functional areas within the County Clerk-Recorder-Assessor Department; pertinent laws, rules, regulations, and procedures related to the two major functional areas within the Department; and specialized computer programs used in two functional areas of the Department.

Ability to: perform the full range of general and specialized clerical and technical duties assigned to two or more of the department's functional areas; successfully transition between work in unrelated functional areas; and train staff.
 



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