Records & Licensing Specialist I

Job Description:

Records & Licensing Specialist I

Description

Apply By:
10/02/24
Division:
Clerk and Recorder Division
Management Level:
Individual Contributor
Scheduled Weekly Hours:
40
Benefit Eligibility:
This position is eligible for Standard Benefits which includes dental, medical, and vision insurance, paid time off and holidays, retirement matching, wellness programs, and tuition reimbursement.

Description:

The Jefferson County Clerk and Recorder’s office is the face of public service for our diverse and vibrant county. We serve voters, drivers, property owners, business owners, travelers, couples getting married, and so many other Jeffco residents and non-residents every day, and we take our work very seriously. We hold a clear mission and vision that drive our actions and aspirations:

Mission: To make government and the democratic process work for all of Jeffco. From free and fair elections to friendly service and safe record keeping, we're building a Jeffco that welcomes and works for everyone.

Vision: An equitable, accessible, trustworthy democracy for the Jeffco of today and tomorrow.

Each day, we strive to turn this vision into reality, and we are looking for motivated individuals to join our team and help in this work.

The Records & Licensing Specialist I is responsible for arranging scheduling and attending hearings. Prepares minutes and resolutions for Board of County Commissioners, Liquor Authority, Cultural Council and Citizen Review Panel. Prepares court ordered transcripts and legal notices. Is responsible for recording, scanning, and researching land and marriage/civil union records, while maintaining compliance with statutory mandates and both legal and divisional directives. Performs contract maintenance, clerical duties, and liquor licensing. May function as a notary public.

Ideal Candidate:

The Records & Licensing Specialist I is passionate about providing excellent customer service to the community, demonstrating poise, tact, and diplomacy with each situation. The ideal candidate models a positive outlook and has a firm understanding of land and marriage/civil union records, liquor licensing and renewal processes. Experience as a passport certified agent, office clerical work, or customer service, is highly preferred. The position requires a self-motivated and driven professional who elevates their internal and external interactions by modeling humility and excellent written and verbal communication.

This person must have the ability to interpret and follow State and Federal Regulations, be relentlessly detail oriented and offer guidance to customers on technical aspects of the application process. The candidate must also have the proven ability to move between diverse tasks with ease, and must thrive in a fast-paced, professional environment.

Spanish language skills and/or experience working with individuals from various cultures and communities is highly valued.

Schedule: This position requires regular on-site/in-office work and operates on a 4-day workweek (Monday-Thursday, 7am-5:30pm)

Due to federal law requirements for passport acceptance agents, applicants must be either U.S. citizens or U.S. non-citizen nationals.

Anticipated Hiring Range: $21.55-$24.25 USD hourly

Compensation will be determined based on education, experience, and skills. Additional compensation for Spanish bilingual skills is available.

Benefits: Jefferson County offers a generous benefits package that supports your personal and professional life. Benefits include medical, dental and vision insurance, paid time off and holidays, retirement matching, wellness programs, tuition reimbursement, and more. For more information, click here for our Total Rewards summary.

Essential Duties:

The Records & Licensing Specialist I is responsible for:

• Prepare minutes for Board of County Commissioners hearings and other boards. Schedule meetings for Liquor Authority and Cultural Council. Attend and record hearings. Prepare, proof, certify, and record resolutions. Prepare court ordered transcripts, legal notices, and research information for public and county employees.

• Review and process liquor license applications and renewals. Accept, check, and organize documents and forward them to other departments as needed for vetting and approval. Send appropriate documents to the Department of Revenue. Prepare licenses for the applicant. Track and update liquor license information.

• Issue passports and provide customer information and forms. Accept, check, and organize passport documents according to the rules set out by the U.S. Department of State. Serve as customer liaison with Passport Issuance Agency.

• Issue marriage and civil union licenses to applicants that meet statutory requirements such as age and identification, assuring compliance with statutes, state rules, and procedures.

• Perform routine administrative and clerical duties. Enter data in spreadsheets and file maintenance software programs to record, scan, file, track, store, index, and research documents.

• Provides customer service. Identifies needs and concerns, shares information, and resolves issues. Escalates elevated or difficult situations to decision makers.

• Assess, apply, and collect fees determined through knowledge of fee and exemption statutes. Perform self-audit and reconciliation daily.

• Create database entries and process electronically recorded documents using specialized software. Determining and applying coding and indexing according to set procedures and standards.

• Conduct research of current and historical records for land records, marriage, and civil unions following statute requirements and office policies.

• Process customer requests for certified and non-certified copies via in-person, phone, e-mail and mail.

• May serve as public notary.

• Other duties as assigned.

Qualifications:

Research shows that women and other underrepresented and historically marginalized groups tend to apply only when they check every box in the posting. If you are reading this and hesitating to click “apply” for that reason, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience.

Minimal Qualifications:

• High School diploma or equivalent/certificate and

• 1 year work related customer service, data entry and cash handling experience.
• Or an equivalent combination of education and experience.

Preferred Knowledge, Skills & Abilities:

• Experience with data entry.
• Experience with basic accounting/cash handling.
• Excellent Customer Service skills.
• Spanish language skills.
• Ability to provide service with professionalism and inclusivity.

Additional Job Information:

• Offer of employment contingent upon successful completion of criminal history, motor vehicle report, education verification, and/or references at no cost to the candidate.
• Please note that supplemental questions requiring a written response will serve as a writing sample.
• Current Jefferson County employees must apply through their employee profile in Workday.

How to Apply:

Applications will be accepted electronically at Jefferson County Colorado Career Opportunities .

Applicants complete an online form and have the option to provide a resume and detailed cover letter that describes why you are the best candidate for the position. Applications are reviewed for minimum qualifications listed in the qualifications section of the job bulletin, and applicants are contacted directly by the hiring team regarding next steps. To view the status of your application or direct communication from the hiring team, please log into your candidate portal .

For more details on the recruitment process, please visit https://www.jeffco.us/1860/FAQs

Questions:

• County Recruitment Team: 303-271-8400 or careertalent@jeffco.us
• Library Recruitment Team: 303.275.6168 or talent@jeffcolibrary.org
• Sheriff Recruitment Team: 303.271.5332 or sheriff.recruiting@co.jefferson.co.us

Education:

Experience:
Work Experience: Minimum one year

Certifications:

Languages:

Category:
Administrative, Business Programs and Services

Salary:

$21.55-$24.25