Recorder-County Clerk Operations Supervisor (#RO4450)
$28.94-$35.18 Hourly / $5,016.35-$6,097.40 Monthly / $60,196.24-$73,168.91 Yearly

Under general direction, supervises and directs the day-to-day operations of the Recorder-County Clerk’s office; provides second-level supervision over the work of staff, including subordinate supervisors, who are responsible for accepting, recording, indexing, processing, imaging, and returning documents presented for recordation and collecting fees; and does related or other work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.

The incumbent of this single position class provides second-level supervision over Recorder-County Clerk operations and performs specialized technical and quasi-analytical administrative duties as assigned. The employee functions with a high level of initiative and independent judgment in a variety of assignments and acts in the absence of the Recorder-County Clerk Operations Manager as required.

• Plans, schedules, coordinates and supervises the work of staff, through subordinate supervisors, in the Recorder-County Clerk’s Office; assigns and directs daily operations and activities; analyzes work flow and implements procedural changes as needed to maximize productivity.
• Enforces rules, regulations and policies, based on management expectations; recommends standards for employee performance and ensures that work is distributed to maintain the quality of work within established standards; evaluates employee performance and implements discipline as required.
• Develops and implements training programs for new and existing employees; orients new employees to the Recorder-County Clerk’s Office and ensures that they are advised on policies and procedures.
• Serves as a highly-skilled subject matter expert with regard to administrative and operational matters within the Recorder-County Clerk’s Office and provides complex technical and quasi-analytical administrative support; coordinates and performs projects as requested by management; gathers and maintains specialized information pertaining to office operations; researches, compiles, and processes statistical, financial, and/or other numerical data to support specialized office activities.
• Investigates and resolves staff or customer complaints; recommends and implements corrective actions as appropriate.
• Assists with budget development and administration; prepares workload statistics and reports; helps develop fiscal projections, justifications, and narratives.
• Prepares a variety of difficult and complex reports, correspondence, and other documents; maintains and monitors work logs and tracking systems; reviews and analyzes complex documents to identify needed information; develops and maintains automated spreadsheets and databases; develops forms, form letters, and other documents.
• Supervises and directs the implementation of laws, policies, and other regulatory requirements and changes to ensure compliance with new and existing laws and regulations; maintains policy and procedures manuals for assigned work areas to ensure compliance with changing laws and to improve workflow.
• Resolves complex problems involving the public, attorneys, and title companies regarding the recording of documents or fees charged for services.
• Confers with representatives of other agencies or departments; coordinates projects; serves as liaison between departments.
• Schedules and conducts staff meetings; attends meetings, trainings and conferences as needed to stay current in assigned areas.

License: Possession of a valid California driver’s license

Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university with coursework in public or business administration, social or behavioral science, or a closely related field.

Experience: Two years performing clerical, technical, or other duties in a County Recorder’s Office, County Clerk’s Office, or County Assessor’s Office, including at least one year supervising a work unit that supported property appraisal activities OR examined, recorded, indexed, scanned/stored and/or retrieved legal documents.

Substitutions: Additional qualifying experience may substitute for the required education on a year-for-year basis, where one year of experience is equivalent to 30 semester (or equivalent quarter) units.

Federal, state and local laws, regulations and procedures pertaining to the Recorder and County Clerk functions; legal terminology required in recording work; laws pertaining to ownership and transfer of real and personal property; legal descriptions of real property; methods and documents used to convey and transfer title to real property; basic principles and practices of supervision and training; basic practices related to activities in the Recorder-County Clerk Office; Recorder’s information systems, including automated systems, imaging systems, micrographic and digital film retrieval technology; data processing and records technology; basic computer and modern office automation technology and pertinent software programs.

Explain existing, new and changing laws governing the activities and documentation of the Recorder-County Clerk’s office; supervise the work of the Recorder/County Clerk’s office and evaluate the performance of assigned staff; provide problem resolution to complex and technical recordation issues; establish and maintain effective working relationships with those contacted in the course of work; utilize computer technology to maximize the efficiency and quality of assigned functions; interpret data and draw logical conclusions; prepare accurate, clear and concise reports; give oral and written directives; communicate effectively, both orally and in writing; operate basic computer hardware and software.

Mobility–frequent operation of a data entry device; repetitive motion; sitting for long periods; occasional standing, walking, pushing, pulling, bending, squatting, driving; Lifting—frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual—constant good overall vision and reading/close-up work; read computer screens; frequent color perception and eye/hand coordination; occasional depth perception and peripheral vision; Dexterity—occasional holding, reaching, grasping, repetitive motion; writing; Hearing/Talking—frequent hearing normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological—frequent decision making, concentration, and public contact/speaking; occasional travel; Special requirements—may require working weekends and nights; working alone; Environment—occasional exposure to noise; occasional risk of exposure to dust, poor ventilation, and indoor cold/heat.