CLACKAMAS COUNTY

CLASSIFICATION NO. 034
Established:  3/81
Revised:  11/10
FLSA:  Non-Exempt
EEO:  6

RECORDING AND ELECTIONS TECHNICIAN 1

CLASS CHARACTERISTICS

Under direction, to perform a variety of specialized support duties and activities necessary to facilitate effective operations of primary, general and special elections; to reproduce, scan, catalogue and index documents which are recorded or filed according to State statutes; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Recording and Elections Technician series is utilized in the Recording and Elections Divisions of the County Clerk's Office.  Positions are typically assigned to one Division (Elections or Recording), and are primarily oriented to performing technical functions concerned with conducting elections and the recording, custody and preservation of official documents and records.  The primary functions are focused on certification of qualifications, voter registration, voter information and instruction, balloting and assisting in the tabulation process and certification of election results, or the official recording and preservation of documents. 

Recording and Elections Technician 1 is the first working level in this series and is responsible for specialized support duties focused on the implementation, monitoring, conducting elections activities and procedures and the exacting recording of official or legal documents.  Entry to the Recording and Elections Technician 1 class may be accomplished through on-the-job training in the Division of Recording and Elections as an Office Specialist, or through open recruitments.

Recording and Elections Technician 1 differs from the Recording and Elections Technician 2, which has primary functional responsibility for supervising all recording activities, inventory control of equipment and supplies, and implementing major elections clerical systems and services such as filings, balloting, absentee voting, and certification of candidates and proposed measures.  The Recording and Elections Technician series is distinguished from the Office Specialist series and other general clerical classes by the more technical functions that are required to plan, administer, conduct elections and oversee/perform official recording functions.  

TYPICAL TASKS

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

  1. Assists the public in person and on the phone in locating official, legal documents and departmental records; prepares and certifies copies of documents that are filed as official or permanent records of the County; may assist in providing back-up for other technicians, specialists and support staff by answering phones, sorting mail, maintaining supplies, generating correspondence, etc.
  2. Assists in the recruitment and orientation of temporary staff.

Duties within the Elections Division may also include:

  1. Assembles, collects, codes, batches, scans, enters, updates and proofs information on voter registration files ensuring accurate information and the deletion of erroneous or outmoded information; notifies appropriate parties of action taken; reconciles errors with master files and registers.
  2. Participates in elections processing by scanning ballots, verifying signatures, sorting ballots, and opening and reviewing ballots.
  3. Coordinates activities for election boards such as selection of members, training and payroll, and voter assistance and outreach programs.
  4. Assists in the preparation of voting materials and equipment; helps register voters and answers questions regarding election procedures.
  5. Conducts voter history studies in order to update registration information files; processes absentee voting materials and voter registration cards; ensures the accuracy of the information maintained in the District Library.

Duties within the Recording Division may also include:

  1. Records and prepares documents (e.g. plats, partition plats, liens, releases, real estate transactions, mortgages) for recording, scanning and indexing; enters information regarding recorded documents into a computerized recording system; checks for errors and the quality of the scanned image.
  2. Scans, indexes and archives documents to maintain as official records of the County, including Board of Commissioners orders and agreements, and contracts generated by county departments.
  3. Develops an indexing system for filing; maintains all recorded and imaged documents; maintains digitizing and micrographic equipment.
  4. Reviews and processes applications for marriage licenses, certificates of domestic partnerships and liquor licenses and renewals; issues marriage licenses and liquor licenses and renewals; communicates with State Vital Records Division.
  5. Balances daily funds and conducts cash handling; assesses recording fees and receipts payments; invoices daily accounts; assists with balancing daily reports and related financial activities.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of:  Accepted modern office practices, procedures, and techniques; production scheduling procedures, recordkeeping and reporting techniques; basic English grammar, composition, and spelling; modern office equipment and machinery, including personal computers, software and scanners; election laws, procedures, and regulations; scanning and other official recording techniques; concepts and techniques for organizing work.

Skill to:  Organize and carry out work assignments in an independent manner; establish and maintain effective working relationships with employers, field personnel, staff, and the public; provide customer service by effectively meeting and interacting with the public, co-workers and personnel from other departments in a courteous, professional manner; keep accurate records; work effectively to meet intense pre-determined, unalterable schedules; communicate effectively, both orally and in writing; operate modern office equipment, including personal computers, software and scanners with accuracy; operate voting/elections equipment with accuracy and instruct the public regarding their operation.

WORKING CONDITIONS

The majority of duties are performed indoors.  Some positions, due to their specialized nature, may involve lifting, stooping and carrying boxed materials weighing up to 30 pounds.  Elections Division incumbents may work periodic and weekend hours as required by cyclical elections activities.

OTHER REQUIREMENTS

Must data entry at a minimum of 135 key strokes per minute.  

Must successfully pass a criminal history check which may include national or state fingerprint records check.

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS 

Any satisfactory combination of experience and training that would demonstrate possession of the required knowledge and skills.