Land Data/Recording Clerk

Education/ Experience/ Training:
–High School Diploma, GED or HSE required.
–And two (2) years of experience in office procedures, typing, computers and dealing with the general public or two (2) years of post-secondary training and/or experience relevant to the position required.
–Familiarity with applicable Montana Codes preferred.
–Customer service experience preferred.
Certifications:
–Valid drivers license issued by the State of Montana or the ability to obtain within thirty (30) days from date of hire.
JOB SUMMARY
The Land Data/Recording Clerk (Clerk) performs tasks for the Land Data Management, Records, Vital Statistics
of the Cascade County Clerk and Recorders Office. The Clerk maintains the plat books for Cascade County,
serves as the initial point of contact for property ownership within Cascade County, receives copies of all recorded
documents pertaining to real estate, verifies the grantor had an interest in the concerned property, posts the
new owner in the appropriate position in the plat books, updates the County computer to reflect the new owner,
establishes records for new subdivisions and additions by creating subdivision codes and creating new additions
in plat books, posts easements, rights-of-way, mineral rights deeds, and other miscellaneous documents to the
plat books that do not change ownership, verifies recorded documents for accuracy and completeness of legal
description and contacts the preparer regarding discrepancies and/or omissions, contacts title companies,
lawyers, surveyors, and property owners to resolve problems with deeds/plats/surveys, mathematically
computes land acreage, balance acreage, square footage, etc., as necessary, types variety of correspondence,
memos, reports, and forms using knowledge of appropriate formats, as well as, correct language and spelling,
issues DD-214, birth and death certificates to people who have requested them, makes photocopies, maintains
strict confidentiality, works front counter in the processing, recording and filing of documents, maintains monthly
charges and sends billing to other government offices, supervises preparation and storage of all recorded
documents, follows M.C.A. in recording and filing of documents, finalizes computer entry of all recorded and
filed documents and performs other duties as required or assigned.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
Controls acceptance of documents, performing duties requiring attention to detail, accuracy and timeliness of
documents where errors could have significant consequences; Practice good public relations and display sound
judgment and decision-making skills within established policies and procedures in stressful situations; Establish
and maintain professional, positive working relationships with supervisors, co-workers, and other County
employees and representative of the general public and private agencies; Continual daily contact with title
companies, attorneys, other government offices, and the general public, often dealing with difficult situations,
in person and by phone; Performs tasks with minimal supervision consulting with Chief Deputy or Clerk and
Recorder as needed; Works the front counter requiring ability to communicate, read written material, type, file,
apply rules and regulations (acquire knowledge of M.C.A. relating to the Clerk & Recorders Office) Issues DD-214, birth and death certificates; Reviews plats and surveys with accompanying documents of support; Performs
extended review of subdivision and surveys and accompanying documents of support before being accepted for
filing; Receives and records documents related to property ownership, transfers and encumbrances, liens,
mortgages, financial statements, federal tax liens, plats, surveys, etc.; Answers questions concerning
documentation related to property ownership; Responds to verbal and written inquiries received and replies as
appropriate in a timely manner; Transfer and encumbrance; Maintains strict confidentiality of sensitive
information; Performs other duties as required or assigned.
Knowledge and understanding of:
Applicable state laws, codes, rules and regulations for the activities of the Clerk and Recorder; County Attorney
and Attorney Generals opinions; City, County, and state subdivision regulations; State Department of Revenue
data collection procedures; County and Office policies, procedures, standards and guidelines; Office procedures,
computers, equipment, microfilming equipment (must run machine) and record keeping; Indexing on the
database; Surveys, plat maps, and how to search records; Maps and process reading.
Skills in:
Basic mathematics and calculation; Typing, filing, indexing, data entry and records management; Navigating
websites and the internet; Use of County database, records procedures, modern office and drafting equipment;
Grammar, spelling, written format and punctuation.
Ability to:
Learn requirements of recording and filing; Follow verbal and written instructions and procedures; Research
Montana Code Annotated; Proficiently operate a computer to complete required job duties; Oversee accurate
and timely processing of documents and meet deadlines; Maintain accurate records of all money received;
Properly record and store documents; Participate fully as support to a service area or areas; Provide backup and
support to coworkers; Comply with Office and County policies, procedures and regulations; Participate in
employee training and orientation and provide training to coworkers as requested; Establish professional and
effective working relationships with co-workers, supervisors, and the general public; Interact with and assist
distraught, emotional and upset individuals; Deal with conflict in a professional and appropriate manner, resolve
interpersonal conflict in a straightforward and timely manner and set priorities; Interact and communicate in a
professional, respectful and effective manner with others, both orally and in writing; Participate in employee
training and orientation and provide training to coworkers as requested; Resolve interpersonal conflict in a
professional, appropriate, straightforward, timely manner and set priorities; Multi-task; Maintain strict standards
of confidentiality; Work independently and as a team member with minimal supervision; Demonstrate punctuality
and observe established work hours; Accept responsibility and be self-motivated; Climb ladders to retrieve heavy
books; Lift 25-40 pounds.
The successful applicant shall serve a 6-month probationary period and will have a criminal background check
conducted. The results thereof may disqualify the applicant from consideration for employment with the County.
This position is covered by and subject to the Collective Bargaining Agreement by and between Teamsters Local
Union #2 and the Cascade County Office and Clerical Employees.
Notice to Applicants : Applicants who are claiming Veterans or Handicap Preference must provide a DD-214 Discharge Document (Part 4) or DPHHS Handicap Certification and Employment Preference Form with their application for employment so Cascade County may apply the preference during the selection process.
Cascade County makes reasonable accommodations for any known disability that may interfere with the applicants ability to compete in the recruitment and selection process or an employees ability to perform the essential duties of the job. For Cascade County to consider such arrangements, the applicants must make known any needed accommodations.
CASCADE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER