Document Recording Technician (5888 - Recording Technician) - Pima County, AZ : Job Details

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Salary Grade: 3

Pay Range

Hiring Range: $17.36 - $20.40 Per Hour

Full Range: $17.36 - $23.44 Per Hour

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

As a Document Recording Technician, you will provide direct support to the public, commercial real estate organizations, development and construction entities, government agencies, and law offices by accepting legal instruments for recordation and verify document compliance with Arizona Revised Statutes and regulations. It is differentiated from other clerical and administrative support classifications by the technical and legal knowledge required related to the application of relevant statutory obligations and Arizona State requirements regarding the handling of sensitive and/or confidential information.

The first review of applications will be on 12/6/2024.

(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)

Performs accurate primary data entry into the specialized recording database;

Performs quality control and maintenance on specialized recording database by conducting a secondary review of documents recorded and entered by staff ensuring accuracy, completeness, and proper use of indexing codes;

Interprets submitted documents for recordation to determine functional use of the document as a legal instrument for real property purposes, legislative actions of local government agencies, and other various legal activities;

Identifies and distinguishes between multiple legal document types, and understands the legal descriptors of associated recorded documents;

Processes e-recorded documents and paper-recorded documents by reviewing submitted documents for informational errors and completeness in compliance with Arizona Revised Statute;

Uses critical analysis skills to problem-solve technical issues associated with document recordation, including but not limited to, workflow management, and equipment malfunctions;

Maintains specialized tracking logs for various aspects of the recording process, including, but not limited to, recordation rejection rates, recordation volume rates, daily revenue tracking, and certified mail receipt;

Operates specialized microfilm and microfiche equipment for public records request research;

Communicates with the public, title companies, legal offices, realtors, and other government agencies via email, and formal correspondence regarding recordation issues, rejections, subscriber account balances, and other problems or inquiries that may occur related to recording;

Provides customer service support to constituents, legal couriers, and other government representatives at the front counter or on the phone by answering questions, providing recording instructions, and directing customers to the proper department or government agency to assist with customer needs;

Researches complex customer inquiries using specialized search techniques to query the indexed recording database;

Maintains appropriate security for managing confidential information, including mandatory court ordered redaction of public records, applying statutory redaction requirements to public record requests for personal identifying information, and performing courier tasks for sensitive and/or confidential documents to other county departments;

Manages incoming and outgoing recordation mail including the distribution/review of new documents for recordation, and operating the postage equipment;

Handles money transactions and point of sale credit payments at the front counter, with the general public, recording account holders, and e-recording subscribers, maintains a balanced cash draw and performs a daily funds reconciliation report;

May cross-train as support backup to the Voter Registration Staff and participate in other election related activities during an election cycle, including but not limited to, voter registration data entry, signature verification, transporting, and set-up of election equipment and materials, and other early voting procedures.

KNOWLEDGE & SKILLS:

Knowledge of:

* Business English, spelling grammar, punctuation, and composition;

* Arizona State rules, regulations, polices, and procedures related to document recording requirements;

* Real Estate and other real property development actives;

* legal documents and map types subject to recording;

* applications of automated information systems;

* research and analysis techniques and legal document examination;

* office practices, procedures, automated filing systems, and equipment;

* functions of county departments, other outside agencies, and cities and towns related to property development.

Skill in:

* reading and interpreting legal documents, such as deeds and easements, to determine property ownership and document's legal purpose;

* reading and interpreting maps and land surveys for recordation;

* assuring that pertinent documentation is complete and accurate before recording the document;

* explaining the recording process to the public and soliciting additional information as needed;

* communicating effectively, orally and in writing, and the ability to resolve customer problems;

* use of automated information systems to maintain data and produce documents;

* maintaining appropriate security and confidentiality of sensitive documents and information;

* making mathematical calculations and performing basic accounting duties.

(1) Three years of experience performing clerical or administrative tasks including two years of experience providing overall support and coordination for a department, specialized program, or small business.

OR:

(2) Two years of technical or administrative support (other than routine clerical support) experience in processing subdivision plats, development plans, rezoning applications, real estate documents, or other comprehensive planning materials commonly used in a construction, real estate, legal, or public-sector planning or development setting.

OR:

(3) Two years of experience providing clerical or paraprofessional support with another public-sector agency as a permitting technician, addressing technician, code enforcement technician or two years of experience providing clerical or paraprofessional support with Pima County as defined by the appointing authority at the time of recruitment.

(Relevant education from an accredited community college, trade, or vocational school may substitute for up to two years of the aforementioned experience.)

Qualifying education and experience must be clearly documented in the Education and Work Experience sections of the application. Do not substitute a resume for your application or write see resume on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

* Minimum six (6) months experience in real estate sales, title insurance, mortgage processing, or other related property development activity.

* Minimum three (3) years experience in clerical or administrative tasks.

* Minimum two (2) years experience in customer service.

* Experience with/knowledge of public records and legal documents research.

* Bilingual (English/Spanish).

Selection Procedure:

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Licenses and Certificates: Some positions may require a valid Arizona Class D driver license at the time of application or prior to completion of initial/promotional probation. Failure to maintain the required licensure shall be grounds for termination.

Special Notice Items: Some positions may require demonstrable fluency in English and a second language as determined by the appointing authority. The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.