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HomeMy WebLinkAboutRecording and Licensing SpecialistJEFFERSON COUNTY Job Description Job Title: Recording and Licensing Specialist Department: Auditor Reports To: Chief Deputy Auditor FLSA Exempt: No Union: UFCW BBP: No Salary Level: Grade 24 Location: Courthouse Approved By: Human Resources Manager Approved Date: May 2021 SUMMARY Compiles and maintains records of business transactions. Performs complex clerical work and general office assistance in the Auditor's Office. Primary specific areas of responsibility are: Department of Licensing: Processes vehicles, vessels, park models, motor homes, mobile homes, etc. transactions. Recording: Indexes and maintains into perpetuity all real estate transactions, marriage licenses, process server licenses. Researches historical documents. Passports: Accepts, reviews and processes passport applications. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties may be assigned. Processes passport documents requiring an extensive knowledge of procedures and processes. Uses standard operating procedures or variations on standard procedures. Issues Department of Licensing's license plates, registrations, permits, and Disabled Parking Placards to authorized persons. Judgment and/or testing may be necessary to determine qualification of applicant for Disabled Parking Placards. Collects fees for the Department of Licensing. Uses standard operating procedures or variations on standard procedures. Processes and maintains real estate records, marriage licenses, process server licenses and other various legal documents for ready access. Compiles various reports according to standard operating procedures. Answer the phone and respond correctly to inquiries or transfers the call to someone who is knowledgeable on the information requested. Handles challenging customer relations situations at the counter, through the mail, email, and over the phone. Must be able to quickly ascertain what the situation is and arrive at a decision as to how it should be handled. Must be sympathetic with the public, but firm if required. Performs reconciliation of cash, check, and credit card receipts on a daily basis. Must be comfortable in handling cash and receipts in large amounts. Conducts daily inventory of license tabs and plates as well as other supporting documents. Interview persons to compile information for administrative records. Information may be technical, or confidential in nature. Back up Elections staff as assigned, including signature verification, retrieving ballets from ballot boxes, and ballet box security. Conducts other election duties of a similar responsibility level. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. COMPETENCY: To perform the job successfully, and individual should demonstrate competency in the following: Customer Service — Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to request for service and assistance, Meets commitments. Interpersonal Skills — Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication — Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings. Written Communication — Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness — Works within approved budget; Conserves organizational resources. Diversity — Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics —Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support — Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment — Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision -making process; Makes timely decisions. Planning/Organizing — Uses time efficiently; Professionalism — Approaches others in a tactful manner; Reacts well under pressure; treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality— Demonstrates accuracy and thoroughness; Monitors own work to ensure quality. Quantity — Meets productivity standards; Completes work in timely manner. Safety and Security — Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability — Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality — Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability — Follow instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); and three (3) years previous training or experience in progressively responsible clerical positions, including two (2) years experience in area of specialty; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of MS Access database software. MS Windows and Explorer Internet software; MS Excel spreadsheet software and MS Word processing. Knowledge of DRIVES (Department of Licensing) software. CERTIFICATES, LICENSES, REGISTRATIONS: Valid Washington State Driver's License. May require United States citizenship or national status as per the United States Department of State. Become a Qualified Vehicle Licensing Representative within 6 months of hire date, and maintain that status throughout employment. Become a Passport Acceptance Agent and maintain that status throughout employment. OTHER SKILLS AND ABILITIES: Provide excellent customer and telephone service, Correspondence is extremely vital in this position. Knowledge of and ability to operate a cash drawer with cash, check, and credit/debit card transactions. Knowledge of the RCW's, WAC's and County Code with the ability to locate the laws pertaining to transactions. Knowledge of records retention requirements. Ability to utilize RCW's, WAC's, and Department of Licensing's HELP guide as needed. Ability to apply new regulations and stay abreast of new developments, techniques, computer programs, equipment, etc., used in the performance of the position. Ability to comprehend new techniques and deal with rapid change in events. Ability to maintain a high standard of accuracy, completeness and efficiency with customer transactions. Process documents requiring an extensive knowledge of procedures. Uses standard operating procedures or variations on standard procedures and consistent best practices. Answer phone and respond correctly to inquiries. Handle difficult customer services situations at the counter.. Ability to use personal computers and software programs, as well as the ability to use standard office machines and/or special office equipment associated with work assignment. Must possess pleasant and professional attitude to maintain effective and harmonious relations with other employees and the public. Ability to remain calm in stressful situations and to relate to various personality styles in a calm, professional manner. Ability to work independently with minimal supervision. Passport Acceptance Agent requires the completion of an interactive computer -based training module and passing a test. Maintain a confidential status and process confidential written and verbal information. Explain complex issues in a simple understandable manner to customers. PHYSICAL DEMANDS: The physical demands described 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 use hands to finger, handle or feel and talk or hear. The employee frequently is required to stand, walk, sit and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER: This position is not part of a career ladder.