Clerk and Recorder Supervisor Vehicle Registration

Pay Range:

$2126.65 - $2501.96 Bi-weekly (DOE)

MONTROSE COUNTY BENEFIT INFORMATION:

2025 Montrose County Benefit Information

General Statement of Duties:The Clerk & Recorder Supervisor completes procedures in all aspects of the Clerk & Recorders Office as directed by the Colorado State Statutes. This positionprovides comprehensive departmental support in the coordination and implementation of compliance services policies and programs for the Clerk & Recorder Offices. Directs manages oversees and provides operational direction of their assigned office within the Clerk & Recorder Offices.Ensures compliance provides leadership and strategic direction tothe Clerk & Recorder with the planning coordination and direction of the assigned department and its staff in the implementation of federal state and county laws guidelines policies and procedures assuming the responsibilities of the specific assigned department. This position requires the ability to plan organize and control the responsibilities of the department manage and direct the team working together to accomplish the goals of the Clerk & Recorders Offices. This position requires considerable exercise of judgement communication and strong leadership to ensure the fulfillment of management objectivesfor statutory compliance and exceptional customer service. This position evaluates procedures necessary to maintain absolute statutory compliance.

Supervision Received: Receives general direction from the Chief Deputy Official and the Clerk & Recorderand exercises wide latitude in determining objectives and approaches to critical assignments. Establishesmethods and procedures for attaining department specific goals and objectives receiving guidance in terms of broad goals in order to direct and facilitate the duties and activities of the department.

Supervision Exercised: Exercises supervision to department staff.

Essential Functions: Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.

• Directs and supervises personnel including scheduling work assignments; hiring and training employees; reviewing work progress and completion; providing recommendations regarding employee job performance; conducting performance evaluations; recommending salary adjustments; counseling employees; and ensuring accuracy of work and compliance with all applicable federal state and local laws rules policies and procedures.
• Provides leadership including identification development and implementation of long-term and short-term goals work procedures workflow staff assignments and work schedule for the assigned department. Promotes a learning environment by ensuring all department staff are well trained and cross-trained and ensuring effective office coverage.
• Develops objectives strategies plans policies and programs for department. Ensures all staff are aware of their roles in performance measurement and achieving strategic priorities and strict compliance with laws rules policies and procedures Works with the public various governmental entities businesses and County staff in responding to inquiries explaining processes completing paperwork and resolving issues.
• Provides strategic direction and collaboration in planning development and implementation of policies and procedures for assigned department to improve efficiency. Directs and administers the implementation of strategic decisions.
• Works with the public various governmental entities businesses and County staff in responding to inquiries explaining processes completing and filing paperwork resolving issues and de-escalating stressful situations.
• Partners with employees and management to ensure compliance with established policies and procedures and with any relevant federal state and/or local legislation
• Represents the department and provides guidance resources and information in assigned department.
• Ensures current updated policies and procedures for each responsibility within the assigned department.
• Identifies appropriate procedures to ensure compliance with the ability to continually assess and adapt procedures to resolve problems.
• Updates procedures and develops manuals for each function of the department and oversees the accuracy of procedure manuals
• Collects detailed information to compile reports and formal documentation to facilitate the functions of the department.
• Trains and audits the work of all department staff to ensure correct interpretation of State Statute and department policies and procedures.
• Ensures the appropriate collection of all taxes and fees according to department compliance issues receipts and records transactions as appropriate; using office specific computer software to enter and retrieve information.
• Manages the recruitment interviewing and selection including on-boarding orientation and training of new staff
• Maintains a detailed working knowledge of all computer software programs utilized by department staff.
• Oversees the management and directing all services activities and staff responsibilities for accuracy and completeness making assignments and ensuring compliance
• Communicates with the Chief Deputy Official and the Clerk & Recorder prior to acting on any official disciplinary action.
• Handles departmental complaints according to office policy and reports all complaints to the Chief Deputy Official or the Clerk & Recorder.
• Directs the office and countywide information transfer for the assigned department.
• Performs a variety of budgetary and related fiscal duties (i.e. maintaining department budget development of procedures for billing or accounts receivable handling cash funds as required) actively communicating such information to the Chief Deputy Official or the Clerk & Recorder.
• Reviews all materials used in assigned department verifying information for accuracy and completeness making corrections as necessary.
• Maintains and oversees department filing systems for the appropriate availability of information.
• Maintains a current working knowledge of appropriate records retention and destruction.
• Manages department staff logistics for workshops trainings meetings etc. attending training conferences workshops or online courses to obtain and maintain certification for the assigned department. Enhance and seek knowledge of trends and developments in the field to gain knowledge and information to assist with professional development of self and assigned staff.
• May require late hours and weekends leading up to and including Election Day. Regular and predictable attendance is required.
• Completes cash drawer audits. Train and mentor team members on cash handling procedures to ensure accuracy

MINIMUM QUALIFICATIONS:

Knowledge Skills and Abilities:

Education: A high school graduate or equivalent. Two year associates degree desirable or equivalent work experience.

Experience: At least five (5) years working progressively responsible experience in an office environment. Preferably with at least two (2) years experience acting as a supervisor or lead employee with progressively responsible management and supervisory experience.

Required Knowledge:

• Knowledge of modern office management practices procedures and techniques.
• Excellent customer service and communication skills
• Ability to organize and coordinate office functions to achieve organizational goals and objectives.
• Exceptional attention to detail follow-through and organizational skills
• Self-disciplined to interpret written statutes and follow exact procedures.
• Ability to act independently and exercise initiative in the coordination of projects assigned.
• Ability to manage supervise mentor and train staff members.
• Ability to review and interpret Colorado Revised Statutes County Clerk & Recorder Offices and department policies and procedures guiding staff to ensure compliance.
• Ability to exercise initiative and independent judgement in the application of standards and organize and plan work to meet strict deadlines in a variety of situations.
• Ability to operate software utilize and maintain multiple specialized databases related to essential and complex duties of the Clerk and Recorder office.
• Ability to effectively navigate numerous websites (i.e. Clerks Corner SOS DOR DRIVES Civic Roundtable State and County Intranets CCCA etc.)

Language Skills: Ability to express ideas clearly and concisely orally and in a variety of written formats and present information clearly and concisely in verbal and written form.Must be able to interpret apply explain and enforce all applicable laws codes regulations policies and procedures to a wide range of audiences and levels of knowledge. Ability to assemble organize and present statistical financial and technical information derived from a variety of sources. Ability to read analyze and interpret complex and technical documents including contracts maps and complex management and financial reports and respond to the most sensitive inquiries or complaints. Ability to read comprehend and translate information relayed in written or graphic format. Must be able to write policies procedures correspondences and other types of documents. Must have the ability to write speeches articles and manuals and create presentations using original and innovative techniques and styles. Must have the ability to make effective and persuasive presentations on controversial or complex topics to top management public groups and organizations and/or board of directors. Ability to prepare industry specific technical reports and budgeting information. Ability to effectively communicate with the public federal state and county officials employees and community agencies.

Interpersonal Skills: Must possess the ability to establish and maintain cooperative working relationships with fellow employees representatives of other agencies and organizations and members of the community. Have a strong customer service orientation and work collaboratively within a team environment. Interact professionally and diplomatically with County employees other agencies and organizations and members of the community and manage difficult or emotional customer situations. Must have the skill to organize work flow and accomplish established objectives. Must possess the ability to recognize when confidentiality is required and maintain strict confidentiality. Must maintain appropriate professional boundaries in relationships with customers/clients and the general public.Must be able to diffuse the most intense situation with diplomacy and professionalism. Demonstrate a commitment to the Countys and the Clerk & Recorder Offices mission values and core beliefs. Provide leadership guidance and feedback to ensure continual quality improvement and respect the experience cultural and overall diversity of those you lead and interact with.

Mathematical Skills: Must have the ability to work with moderate to complex mathematical concepts such as addition subtraction multiplication and division in all units of measure using whole numbers fractions percentages decimals proportions rates and ratios. Must be able to analyze technical data and apply it to practical situations. Must have working knowledge of basic financial transactions such as reconciling balancing payroll purchasing and expenses. Must have the ability to understand budgetary functions processes and procedures.

Reasoning Skills:Must be able tomake rational decisions through sound logical and deductive processes and make sound judgements decision making problem solving while planning directing and monitoring the work of the Clerk & Recorder Offices.Must be able to apply principles of logic and reasoning or scientific thinking to a wide range of intellectual and practical problems and work independently with minimal direction. Must be able to prioritize work and simultaneously manage multiple responsibilities at times under extreme pressure of tight deadlines and emotional situations.Must be able to analyze problems identify alternative solutions project consequences of proposed actions and recommend or implement best options in support of strategic goals and objectives.Must have the skills to solve problems involving concrete and abstract variables in a variety of situations within established guidelines. Must be able to work independently.Must have the ability to analyze appraise and organize facts evidence and precedents concerned in difficult and complex cases and transactions and present material in a clear and logical form including oral and written presentations briefs opinions orders or decisions. Must be able to successfully manage multiple projects and complete work under intense pressure pursuant to deadlines.

Office Technology/Computer Skills: Must be able to effectively use modern office technology and equipment including computers calculators telephone and copiers with scanning and faxing capabilities. Must be proficient in word processing database manipulation spread sheets email and the knowledge to save and retrieve documents from a variety of destinations and sources with a high degree of accuracy. Must be able to learn the software and programs related to the position and the County.

Physical Requirements: The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to talk and hear. The employee frequently is required to sit; use hands and fingers handle or feel; and reach with hands or arms. The employee is frequently required to stand for long periods of time; walk; climb or balance; twist; stoop kneel crouch or crawl and smell. Must be able to respond to the customers needs and perform tasks requiring extensive hand and eye coordination. Dexterity of hands and fingers to operate a computer keyboard mouse and other devices and objects. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus. The employee must be able to manage assigned work in stressful situations.Ability to work extended shifts and attend training and meetings outside of regularly scheduled hours and the ability to perform in intensely stressful situations.

Work Environment:The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers phones photocopiers filing cabinets and scanning and fax machines. Must have the ability to tolerate and be productive in a quiet to moderate noise level in the work place. Employee will have periodic exposure to hazards in the field such as driving and inclement weather and potential hostile clientele.

Special Requirements: Must possess and maintain a valid Colorado Drivers License and satisfactory driving record. Must occasionally work under tight deadlines with the possibility of working beyond regularly scheduled hours.Must maintain an active Notary Public license with the Colorado Secretary of State.

Other Duties:Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Required Experience:

Manager