Summary
Description
The Recording Supervisor is a technical and professional, entry level leadership position within the Office of Clerk and Recorder’s Recording Division responsible for the oversight and input, retrieval and quality control of permanent land records. This position directly supervises a team of Recording Technicians and ensures that daily recording functions are completed with accuracy, timeliness, and excellent customer service. The Supervisor is responsible for training, supporting, and developing staff, while also performing hands-on processing of recording duties as needed.
This role requires strong organizational skills, a collaborative mindset, and the ability to interpret and apply statutory requirements while maintaining a positive and professional work environment.
Generally, the hiring range is $65,345-$81,681 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.
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ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)
Team Supervision & Development
- Supervises staff and monitors their statutory and non-statutory responsibilities to ensure compliance with office policy, County policy, State statute and Federal regulation.
- Approves time off requests and ensures consistent office coverage.
- Conducts performance evaluations, prepares annual reviews, and provides coaching to staff around goals and competencies.
- Participates in the new hire process by reviewing applications and conducting interviews; participates in employee relations and corrective action.
Recording Operations
- Performs duties of Recording Technicians when needed to maintain workflow and service delivery including but not limited to document reception, recording, indexing, verification, electronic recording, and handling of plats, surveys and monuments.
- Collects fees, performs cashiering duties, and coordinates with Operations Manager on daily balancing/payment management.
- Performs regular data entry audits to ensure accuracy and integrity of records, adhering to permanent preservation guidelines as required by state statutes, legislative mandates, and administrative directives. Ensures all records conform to indexing standards for public review and research, working to resolve any quality problems or inconsistencies.
- Reviews legislative changes and advises Deputy Director on operational impacts to recording procedures.
- Oversees historical records projects and maintains security of physical records.
Compliance & Quality Assurance
- Ensures team adherence to all internal policies, procedures, applicable laws and quality standards; Monitors employee performance quality and productivity.
- Ensures confidentiality of personally identifying information (PII) and compliance with all security and privacy protocols.
- Manages Recording Notifications (Fraud Alerts) and records masking requests.
Customer Service & Communication
- Models and promotes a high standard of customer service in line with the Office of Clerk and Recorder Mission to serve with respect, courtesy, transparency, and professionalism.
- Oversees, responds to and resolves complex or escalated customer issues with professionalism and discretion.
- Supports staff in communicating effectively with the public to ensure clear, accurate, and complete information is provided.
Training & Knowledge Sharing
- Trains new and current staff on procedures, policies, compliance, legislative changes, cybersecurity, and systems using diverse instructional methods.
- Ensures all staff complete necessary certifications and meet division performance standards;
- Develops and maintains training documentation and standard operating procedures.
- May participate on county, local, state, and recording industry committees related to recording functions to ensure county and division needs are considered and met.
Technology & System Support
- Uses division software systems to manage workflow, customer queueing, and training.
- Collaborates with IT to report and resolve system issues or identify opportunities for efficiency.
OTHER DUTIES:
- Performs other duties as assigned.
- Performs other duties as assigned in support of business operations, statutory compliance, emergency operations, and department needs.
- Provides support across Divisions as business needs arise. Crosstrain as needed to support Continuity of Operations Plan (COOP).
- All Clerk & Recorder employees may be required to work in the Elections Division in any capacity that is needed during election cycles.
- Lives out the Vision, Mission, and Core Values of the Clerk and Recorder’s Office, maintaining a supportive environment conducive to teamwork.
MINIMUM QUALIFICATIONS:
EDUCATION and/or EXPERIENCE:
- High School Diploma or GED equivalent required. Supplemental college-level work in public administration, business administration or a related field, or equivalent work experience preferred.
- A minimum of two years of experience in a recording department or comparable public records setting.
- A minimum of one year of Lead or Supervisory experience is required.
- Two years or more Training experience preferred.
- A combination of education and experience may be considered for a well-qualified candidate.
CERTIFICATIONS, LICENSES, & REGISTRATIONS:
- Must possess a valid Colorado Driver’s License upon hire, with complying insurance. Review of motor vehicle record is required at time of hire and periodically throughout employment.
- Sworn as agent of the Office of Clerk and Recorder to discharge the duties conveyed by CRS 30-10-406.
- No convictions for elections fraud or other election offenses.
- Must be a US Citizen
