Circuit Clerk Recorder/Passport Deputy Clerk

2025 Saline County

Cir Clerk Recorder/Passport Deputy Clerk

Job Description

Exempt: No

Department: Circuit Clerk Recorder/Passport

Reports To: Circuit Clerk & Recorder Office Manager or Recorder/Passport Administrator

Location: Saline County Courthouse, 200 N. Main, Benton, AR 72015

Safety Sensitive: No

GENERAL DESCRIPTION OF POSITION

Receipt and record documents for Real Estate; assist customers from the counter and on the phone with directions, inquiries and other aspects that are handles by this office or transfer customers to the correct person or department needed. Perform the duties of a certified Passport Agency and follow the guidelines according to the Department of State.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Receipt documents for recording from the public, attorneys and title companies. This duty is performed daily.
2. Accurately calculate costs of recording. Act as cashier and give receipts for filing fees. Ensure proper cash handling and register procedures, key control and office security practice. This duty is performed daily.
3. Accurately return each recorded document within 24 hours of processing. This duty is performed daily.
4. Operate and maintain the KIP 3000 plat scanner. This duty is performed daily.
5. Assist surveyors and title companies in retrieval and transmission of plats and land records either in electronic or paper form. This duty is performed daily.
6. Field telephone calls advising customers of recording requirements. This duty is performed daily.
7. Participate in office opening and closing activities. This duty is performed daily.
8. Complete all paperwork and documentation according to guidelines and deadlines. This duty is performed daily.
9. Assist in duties of the Recorder/Passport Administrator. This duty is performed as needed.
10. Assist and perform the duties of a Passport Agent and maintain the passport certification by performing the required duties. This duty is performed daily.
11. Balance daily cash drawer for daily deposit. This duty is performed daily.
12. Greet, explain and assist military veterans to signing up for Honor Rewards. This duty is performed as needed.
13. Greet, explain and assist patrons with the Property Fraud Program. This duty is performed as needed.
14. Receive and perform electronic filing land documents and monitor que according to guidelines. This duty is performed daily.
15. Receive and reply to email requests for documents from banks, title companies and citizens. This duty is performed daily.
16. Greet and assist patrons in retrieval of historical books from achieves. This duty is performed as needed.
17. Receive and perform duties for DD214s and follow confidential guidelines according to the law. This duty is performed daily.
18. Able to read and understand recorded document guidelines according to the statute guidelines. This duty is performed daily.
19. Process daily mail and e-Recording documents according to the statute guidelines. This duty is performed daily.
20. Assist with the organization in closed storage achieve building. This duty is performed as needed.
21. Receive and perform all duties required for plats and surveys and deliver into proper storage location. This duty is performed daily.
22. Able to assist patrons with the requirements for on-line record services. This duty is performed daily.
23. Must be able to take and pass the annual passport certification. This duty is performed annually.
24. Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc., plus 19 to 23 months related experience and/or training, and 12 to 18 months related management experience, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

This position within 6 months of employment, attain Passport Certification.

SOFTWARE SKILLS REQUIRED

Intermediate: 10-Key, Alphanumeric Data Entry, Contact Management, Database, Word Processing/Typing

and Spreadsheet.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Highly repetitive, low physical. Highly repetitive type of work which requires concentration in the performance of tasks for consistent time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, talk or hear; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision.

ADDITIONAL INFORMATION

Must have excellent customer service skills. The duties listed above are intended only to show the various types of duties that will be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. All positions within the Circuit Clerks office are assigned by the Circuit Clerk and/Chief Deputy or the Office Manager and are subject to be changed when deem in the best interest of the Circuit Clerks operation.

This job description does not constitute an employment agreement between Saline County and the employee and is subject to change by the employer if the need of the employer and requirements of the job change.

SALINE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

CIRCUIT CLERK RECORDER/PASSPORT DEPUTY CLERK

• Starting rate of $40,521 annually for a new hire.
• Promotional rate of $44,494 for an established employee (an individual who has been a full-time Saline County employee for more than 90 days).

• Applicants are required to pass a pre-employment physical and drug screen.
• Bilingual pay available once proficiency has been established.
• Group health, dental and life insurance is paid by the County for the employee’s coverage provided the employee obtain a wellness check within designated timeframe.
• The County contributes 15.32% towards the employee’s retirement through the Arkansas Public Employees’ Retirement System