Admin Clerk / Assistant to the County Commission
Gallatin County, MT, Bozeman, MT, United States
Job Title
This position is located in the Clerk and Recorder's Recording Office and is responsible for maintaining accurate documentation of County Commission meetings, providing assistance to the public, receiving and recording various documents, and performing various other duties as assigned. The position reports to the Recording Supervisor and does not supervise staff.
Responsibilities
Prepares and compiles meeting materials for County Commission weekly public meetings.
Participates in Commission meetings by attending meetings, operating recording equipment and software, preparing a record of actions taken and speaker's comments for the permanent record.
Documents, processes, and maintains records related to Commission decisions and actions as noted in the meeting minutes.
Maintains files and indexes of Commission transactions, and provides assistance to individuals in locating specific transaction information from the files.
Archives audio recording and approves written minutes of Commission meetings for permanent record.
Processes resolutions, contracts, ordinances, RID resolutions, and other legal documents.
Evaluates contract entry in MUNIS for completeness, and aids various county staff with contract entries.
Completes notification procedures of various public hearings in accordance with state statues and county policies.
Receives various incoming documents for recording, verifies compliance with recording laws and regulations, and collects appropriate fees prior to accepting.
Indexes documents into the record management software by identifying and entering document information.
Verifies indexing by reviewing and checking data entered into the record management software.
Scans and processes various documents into the permanent public record.
Accurately conducts platting activities to ensure proper correlation between documents and plat books.
Processes electronically submitted documents with attention to recording laws and regulations.
Records and files information to ensure accuracy of records retrieval and compliance with document recording procedures, rules and laws.
Mails original documents to customers once they have been recorded.
Creates certified copies of birth and death records and other documents upon request.
Provides assistance to telephone callers and walk-in customers by responding to a wide variety of general and specific inquiries.
Receives fees and monies for various services provided.
Performs daily balancing of cash stations.
Prepares duplicate document images and data extracts for title companies.
Other Duties as Assigned
Performs a variety of other duties as assigned by supervisor.
Qualifications
This work requires knowledge of state and county laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively verbally and in writing. This position must also have the knowledge and ability to handle sensitive and confidential information on a daily basis.
Education & Experience
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one (1) year job-related work experience.
Supplemental Information
As a condition of hire, the final candidate will be required to successfully pass a criminal background check. To apply please go our job opportunities link on the Gallatin County website, then locate this position and click apply. For application consideration, the following documents are required to be attached upon application packet submission:
Cover Letter
Resume
Typing Test (45 wpm, Certified by local Job Services)
Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
This position is located in the Clerk and Recorder's Recording Office and is responsible for maintaining accurate documentation of County Commission meetings, providing assistance to the public, receiving and recording various documents, and performing various other duties as assigned. The position reports to the Recording Supervisor and does not supervise staff.
Responsibilities
Prepares and compiles meeting materials for County Commission weekly public meetings.
Participates in Commission meetings by attending meetings, operating recording equipment and software, preparing a record of actions taken and speaker's comments for the permanent record.
Documents, processes, and maintains records related to Commission decisions and actions as noted in the meeting minutes.
Maintains files and indexes of Commission transactions, and provides assistance to individuals in locating specific transaction information from the files.
Archives audio recording and approves written minutes of Commission meetings for permanent record.
Processes resolutions, contracts, ordinances, RID resolutions, and other legal documents.
Evaluates contract entry in MUNIS for completeness, and aids various county staff with contract entries.
Completes notification procedures of various public hearings in accordance with state statues and county policies.
Receives various incoming documents for recording, verifies compliance with recording laws and regulations, and collects appropriate fees prior to accepting.
Indexes documents into the record management software by identifying and entering document information.
Verifies indexing by reviewing and checking data entered into the record management software.
Scans and processes various documents into the permanent public record.
Accurately conducts platting activities to ensure proper correlation between documents and plat books.
Processes electronically submitted documents with attention to recording laws and regulations.
Records and files information to ensure accuracy of records retrieval and compliance with document recording procedures, rules and laws.
Mails original documents to customers once they have been recorded.
Creates certified copies of birth and death records and other documents upon request.
Provides assistance to telephone callers and walk-in customers by responding to a wide variety of general and specific inquiries.
Receives fees and monies for various services provided.
Performs daily balancing of cash stations.
Prepares duplicate document images and data extracts for title companies.
Other Duties as Assigned
Performs a variety of other duties as assigned by supervisor.
Qualifications
This work requires knowledge of state and county laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively verbally and in writing. This position must also have the knowledge and ability to handle sensitive and confidential information on a daily basis.
Education & Experience
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one (1) year job-related work experience.
Supplemental Information
As a condition of hire, the final candidate will be required to successfully pass a criminal background check. To apply please go our job opportunities link on the Gallatin County website, then locate this position and click apply. For application consideration, the following documents are required to be attached upon application packet submission:
Cover Letter
Resume
Typing Test (45 wpm, Certified by local Job Services)
Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.