Recording Coordinator

*Need more information on completing a job application? See the EPC Application processhere.*

VISION

El Paso County will be a trusted regional leader known for excellence in county service delivery.

PURPOSE

We provide essential public services to the Pikes Peak Region in support of our residents, businesses, and communities, enhancing the freedom for all to thrive.

VALUES

Service Focused • Collaborative • Accountable • Trustworthy • Transparent

Job Summary

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Hiring Range: $44,000\.00 \- $48,000\.00 annually

This is an in\-person position and is not eligible for remote work.

This position has an anticipated work schedule of Monday – Friday, 8:00am \- 5:00pm; to include Saturday rotation 8:00am to 1:30pm, subject to change.

Please be advised this position may close without advance notice, should we receive a sufficient number of qualified applications

Responsible for the integrated process to record, preserve, and index all documents, as set by statutory mandate, which establishes legal rights to property, as well as the issuance and registration of marriage licenses and certificates and cash management associated with revenues and fees as required by law. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in\-person presence as an essential job function.

Essential Duties/Responsibilities

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• Examines and analyzes legal documentation submitted for land record recording, including deeds, land surveys, plats, UCC filings, and liens, ensuring accuracy and enforcing compliance with appropriate statutory regulations. Assesses and collects all associated fees as required by law, and performs self\-audit and reconciliation on a daily basis.
• Issues marriage licenses and registers marriage certificates. Uses judgment and enforcement authority, either independently or under supervision, to accept or reject legal documentation based on the determination of compliance as dictated by state statutes, legislative mandates, and administrative directives. Advises clients on requirements associated with compliance, making recommendations on a particular course of action to those failing to comply.
• Executes quality assurance measures in reviewing the integrity of all recorded documents, adhering to permanent preservation guidelines as required by State statutes, legislative mandates and administrative directives. Ensures all records conform to indexing standards and legislative deadlines for public review and research, working to resolve any quality problems or inconsistencies.
• Assists the public in person, by phone, through email, and in writing regarding recording, marriage license, and record copy and search procedures and requirements. Works to resolve complex transactions, utilizing negotiation and problem\-resolution skills with sensitivity to the client's needs and expectations.
• Achieves significant expertise with related records management equipment, practices, policies, standards, and/or procedures. Provides input regarding new projects, equipment evaluation, production and quality standards.
• Serves as a liaison between Clerk \& Recorder's Office, representatives of business and industry, trade and professional associations and clients. Provides or disseminates information, both verbally and in writing, regarding statutory changes and/or policy modifications.
• As directed, assists in other departments and/or with County\-wide events.
• Assists with election duties as required.
• Performs other duties as required.

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.

Supervision Received: Receives intermittent supervision. This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Qualifications

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Knowledge, Skills \& Abilities

• Must be detail\-oriented and ensure accuracy in work. Ability to enter data in applicable databases timely and accurately.
• Strong problem\-solving, reasoning, negotiation and communication skills
• Ability to establish and maintain effective working relationships. Ability to provide excellent customer service.
• Ability to perform computations for fee assessments associated with land record and marriage license laws and regulations; proficiency in cash management.
• Capacity to commit to and take action, even in uncertain situations, making sound and timely decisions necessary to ensure compliance with laws, regulations, directives, and associated policies.
• Ability to set goals and priorities for specific tasks and assignments; remains open to change and new information; effectively deals with pressure and ambiguity.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Maintain regular and punctual attendance.

Required Education \& Experience

• U.S. citizen; registered to vote in Colorado; sworn as agent of Clerk \& Recorder's Office to discharge the duties conveyed by CRS 42\-1\-210\.
• High school diploma or equivalent education.
• Two years of customer service or administrative experience.

Preferred Education \& Experience

• Experience, coursework, and/or training in land records, public records, legal, accounting, and/or government.

Licenses/Certificates

• Must possess and maintain a valid Colorado Driver's License.

Pre\-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Work Conditions

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Duties are performed primarily in an office environment; however, all employees may be asked to drive during the course and scope of their duties. At times, it may be necessary for staff to travel to training and/or meetings or work additional hours to meet the responsibilities of the position, including Saturdays. Additionally, employees may be dispatched to other Office facilities throughout the workday or to various other locations throughout the County to represent the Office, especially during election cycles.

The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.

El Paso County is an E\-Verify and Equal Opportunity Employer.

El Paso County adheres to Federal drug screening guidelines and requires a pre\-employment drug screen.