Recorder/Elections Technician - Entry

This recruitment will remain open until either the first 300 applications 
have been submitted or until the filing deadline, whichever occurs first.

There are current openings in the Clerk, Recorder, and Elections sections of the office.  Employees may be assigned to any of the areas and will interact with members of the public.  Typical duties when assigned to the Clerk’s section are are to issue birth, death and marriage vital record copies, perform civil marriages, and file fictitious business name statements.  When assigned to the Recorder’s office, typical duties are to examine documents for recording requirements, cashier transactions, scan and index documents, and process passport applications.  Typical duties when assigned to the Elections area are to process voter registration cards, recruit and train poll workers, and conduct federal, state, and local elections.  Election season typically results in the necessity to work some weekends and evenings.

To perform a wide variety of general clerical and specialized tasks in the elections or recording divisions within the Clerk-Recorder-Elections office as assigned; to serve as a resource for information and assistance to the general public; and to perform other duties relative to assigned areas of responsibility.

This is the entry level class in the Recorder/Elections Technician series.  This class is distinguished from the Recorder/Elections Technician Journey by the performance of the more routine tasks and duties assigned to positions within the series.  Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Employees at this level are not expected to perform with the same independence of direction and judgement on matters allocated to the journey level.
 
Employees work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Receives immediate supervision from higher level management or supervisory staff.

Duties may include, but are not limited to, the following:

• Perform general and specialized clerical duties related to assigned functional area; compile data; summarize and maintain a variety of reports, records, lists and files. 
• Process and verify a variety of documents including general and legal correspondence, memos and statistical charts.
• Serve as a resource to the general public; provide answers and information regarding processes and procedures for assigned area.
• Sort and file legal and general documents and records; maintain alphabetical, index and cross-reference files.
• Operate standard office equipment including personal computers and supporting word processing, spreadsheet or database programs.
• Provide and maintain quality customer service relationships with co-workers, other County employees and the general public.
• Perform related duties as assigned.

In addition to the above:

When assigned to Elections functional area:

• Compile, maintain and file voter registration documents, materials and logs; update and maintain manuals, indexes, voter registrations and inventory control files; process absentee voter requests; enter new voter registration cards; change, cancel or remove records; return incomplete voter registration cards.
• Verify voter materials; review precinct rosters for duplicate voters and changes noted by precinct workers; make street and precinct changes based on information from other agencies or departments; change voters to correct precinct; verify petitions using the optical disc signature retrieval program.
• Provide support to election processes and procedures; recruit, train and direct the work of precinct poll workers; visit prospective polling places to determine desirability of locations and ensure compliance with ADA requirements; organize and direct the work of temporary staff in assembling and distributing precinct materials and supplies; update training materials.
• Ensure the provision of adequate supplies and materials; maintain supply inventory; assure prompt delivery of ballot containers; assure adequacy and proper operation of voting equipment; make emergency pick-up or delivery of voting supplies.
• Submit documents or reports to other agencies; create and maintain National Voter Registration Act records for reporting to the State and Federal government; sort, mail out and process out-of-county notices to appropriate counties; enter data and generate reports.
• Proofread Sample and Official Ballot materials and make corrections as needed.
• Assist candidates, officeholders and voters with questions and elections information.
• Process election cost invoices and claims for payment; balance and deposit revenue; collect candidate and district election fees.
• Collect and summarize election cost data; calculate and prepare billing for election services.

When assigned to Recorder functional area:

• Provide customer service over the phone and in person at the recording, clerk and copy counters; perform cashiering services; certify and copy vital records, maps and other documents.
• Receive, review, verify and enter data on a variety of legal documents and records including marriage licenses, birth certificates, death certificates, passports, certificates of notary, notices of determination and fictitious business names; verify identity of applicant; determine appropriate categories of action to be initiated based upon the content of the documents and applicable laws and regulations; record real property documents; apply the County seal to all applications.
• Review legal documents to determine if the documents meet recording requirements.
• Respond to questions from the public regarding actions taken as a result of legal documents; explain the application of the Government Code, or other statutes and regulations specifying actions to be taken as a result of the information provided; prepare correspondence to answer questions regarding actions taken based on information in the documents.
• Enter information into a computer system to initiate actions based on documents received and analyzed; apply proper codes for transactions.
• Copy documents from microfiche; distribute to appropriate personnel for processing.
• Copy, prepare and scan records and documents; make CD’s of scanned documents; roll film for documents and maps that have been recorded.
• Maintain logs, files and statistical information pertaining to documents processed.

It is the applicant's responsibility to identify in their application materials how they meet the minimum qualifications listed below.

Experience: One year of general clerical experience.

Training: Equivalent to the completion of the twelfth grade.

License or Certificate:
May need to possess a valid driver’s license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

Knowledge of:

• Basic office methods and equipment including computer systems.
• Basic principles and procedures of record keeping and filing.
• Principles and practices of customer service.
• Proper telephone etiquette.
• Basic mathematic skills.
• English usage, spelling, grammar and punctuation.

In addition to the above:

When assigned to Elections functional area:

• Learn operating procedures of the polls and precinct desk.
• Learn basic understanding of the election procedures and the conduct of elections.
• Learn operational characteristics of equipment and materials utilized in the conduct of elections.

When assigned to Recorder functional area:

• Learn basic understanding of the various types of recorded documents.
• Learn operational characteristics of microfilm cameras, high speed, flatbed and wide format scanners, as well as CD burners, and associated computerized processes.

Ability to:

• On a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.
• Perform general clerical duties in assigned area of responsibility including maintenance of appropriate records and preparation of reports.
• Identify and interpret technical and numerical information.
• Understand the various documents to be processed and analyzed.
• Examine and verify check records, documents and data.
• Respond to requests and inquiries from the general public.
• Maintain security and confidentiality of restricted information.
• Type or enter data at a speed necessary for successful job performance.
• Perform routine mathematical calculations.
• Operate office equipment including computers and supporting software applications.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Learn pertinent Federal, State and local laws, codes and regulations.
• Learn to review and examine documents to determine the appropriate actions to be taken based upon the requirements of applicable codes, statutes and regulations.
• Learn specialized computer programs utilized in the election process.
• Learn to retrieve, store and remove information in a wide variety of manual and automated filing systems.

In addition to the above:

When assigned to Elections functional area:

• Respond to general questions from the public with respect to election processes.
• Operate optical and bar code scanners.
• Sort and file election documents in compliance with mandated standards.
• Monitor and order election materials and supplies.
• Operate elections equipment and materials.
• Learn the organization and operating details of the County Elections Division.
• Learn statutes and ordinances governing election procedures including California Election Code and other codes and statutes related to voter registration, absentee voting and canvassing procedures.
• Learn principles of the National Voter Registration Act.
• Learn methods and techniques of training precinct and poll workers.
• Learn to understand, interpret and apply provisions of the California Elections Code to specific situations.

When assigned to Recorder functional area:

• Prepare letters and correspondence.
• Ensure identification of applicants.
• Research discrepancies in applications.
• Read and understand manuals related to recording processing requirements.
• Learn to operate microfilm cameras, various scanners and related equipment.
• Learn legal requirements for processing, recording and filing official documents including birth and death certificates, marriage licenses, fictitious business names, passports, and related documents.
• Learn legal descriptions pertaining to vital statistics, property transfers or descriptions of real property.
• Learn applicable sections of the Government Codes and rules and regulations pertaining to the transactions required by documents processed.
• Learn to process and record a large volume of documents with a high degree of accuracy.
• Learn to review various legal documents to determine appropriate processing.

Written Examination (100%) 

The written examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Prior to the date of hire, applicants for regular full and part-time positions must pass a medical examination which may include a drug screening and possibly a psychological evaluation. Applicants for extra help positions may be subject to a drug screening. All applicants must sign a constitutional oath, submit proof of U.S. citizenship or legal right to remain and work in the U.S. and be fingerprinted. For some positions, applicants may also be required to submit proof of age, be bonded or undergo a background check.

All new permanent employees, with the exception of sworn law enforcement and management, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

Placer County now offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at:
http://www.jobaps.com/placer/sup/abfreenames.asp.

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Personnel Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Personnel Department.

Click here to view General benefits

08/13/2013 Minimum Qualifications Screening
08/27/2013 Written Examination
08/30/2013 Establish Eligible List