Torchora
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Key Responsibilities and Required Skills for County Clerk

💰 $35,000 - $70,000

GovernmentAdministrativeRecords ManagementElections

🎯 Role Definition

The County Clerk is a public-facing administrative leader responsible for maintaining and safeguarding official county records, administering statutorily required filings and public notices, coordinating election administration tasks, processing vital records and licensing, and delivering excellent customer service while ensuring legal compliance and fiscal accountability. This role requires strong records management, attention to statutory detail, familiarity with election procedures, and the ability to manage staff and public interactions in a busy municipal environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant in municipal or county offices
  • Records Clerk / Records Specialist (government)
  • Elections Technician or Poll Worker

Advancement To:

  • Chief Deputy County Clerk / Chief Clerk
  • County Administrator / County Manager
  • Director of Elections or Records Manager

Lateral Moves:

  • Court Clerk / Clerk of Courts
  • Records Manager / Archives Supervisor
  • Administrative Services Supervisor

Core Responsibilities

Primary Functions

  • Manage, receive, index, and permanently maintain official county records including deeds, mortgages, liens, plats, vital records (birth, death, marriage), and other land and statutory documents in accordance with state law and county policy.
  • Administer county election logistics including ballot preparation, voter registration maintenance, early voting coordination, polling place setup, absentee ballot processing, chain-of-custody procedures, and post-election canvassing and certification.
  • Prepare, publish, and maintain official agendas, minutes, ordinances, resolutions, and legal notices for county commission and other public boards; ensure timely distribution and archive for public access and legal compliance.
  • Serve as the primary point of contact for public records requests (FOIA/OPRA or state-specific equivalents), research and retrieve responsive documents, redact sensitive information as required, and track request response timelines to ensure compliance.
  • Process and record real property instruments and legal filings, verify document completeness, collect recording fees, calculate document taxes or transfer stamps, and issue certified copies as requested by the public or title companies.
  • Oversee daily clerk office financial activities including receipt of payments, fee collection, cashiering, preparation of deposit reports, reconciliation of accounts, petty cash oversight, and monthly and annual financial reporting to the county finance office.
  • Supervise, train, and evaluate office staff; create schedules to ensure clerk office coverage, delegate work, develop standard operating procedures, and lead staff development initiatives to maintain consistent public service standards.
  • Maintain and administer official indexing and document imaging systems; perform quality control on scanned materials, ensure searchable metadata, and coordinate system upgrades and vendor support to protect records integrity and accessibility.
  • Issue and certify licenses, permits, and certificates such as marriage licenses, business licenses, vendor permits, and other county-issued credentials while verifying identity and legal eligibility and maintaining secure records of issuance.
  • Respond directly to complex or escalated public inquiries both in-person and by phone/email; provide accurate guidance on document requirements, statutory deadlines, procedures, and fees while maintaining professional customer service standards.
  • Coordinate with county attorneys, judges, surveyors, state agencies, title companies, and external vendors to resolve legal questions, prepare requested records, comply with statutory subpoenas, and coordinate interagency record transfers.
  • Administer notary services and certify official county records; maintain the notary register and ensure staff notaries adhere to state requirements and best practices.
  • Prepare and submit mandated reports to state agencies including election returns, statistical filings, and records retention schedules; monitor legislative changes and implement required operational or documentation changes promptly.
  • Implement records retention and destruction schedules in accordance with state archives and records management guidelines; oversee the secure transfer of archival records and ensure compliance with retention laws and privacy protections.
  • Manage and reconcile election-related expenditures and vendor contracts, prepare bid specifications for election services or records imaging projects, and oversee vendor performance and invoice approvals in coordination with procurement policies.
  • Coordinate, develop, and lead public information campaigns around election deadlines, voter registration drives, license renewals, and document recording requirements using county websites, social media, and community outreach.
  • Ensure physical and digital security of confidential records by enforcing access controls, secure storage of original documents, encrypted backups, disaster recovery plans, and continuity procedures for uninterrupted public services.
  • Facilitate training and certification attainment for staff in areas such as election administration, records management, notary law, and customer service, including mentoring new hires and cross-training for peak periods.
  • Audit internal processes and system logs to detect errors, inconsistencies, or potential fraud in recorded documents and financial transactions; recommend corrective action, policy changes, or system enhancements to strengthen controls.
  • Coordinate passport acceptance agent duties where applicable, process passport applications, collect passport fees, and ensure compliance with federal passport acceptance procedures and recordkeeping.
  • Assist with legal process service and the maintenance of court-related records when the County Clerk's office shares responsibilities with or supports court clerks, ensuring accurate routing and documentation of legal filings.
  • Produce and present monthly and annual metrics and performance reports on filings, elections statistics, public records requests, fee revenue, and service levels for county leadership and the public.

Secondary Functions

  • Support ad-hoc data requests and analytic summaries for county leadership, auditors, and state compliance reviews related to records and election operations.
  • Contribute to the development and execution of the office's technology roadmap, recommending document management, election tabulation, and security solutions to increase efficiency and public access.
  • Collaborate with IT and external vendors to implement electronic filing systems, searchable public portals, and secure payment solutions for online recordation and licensing.
  • Participate in county emergency preparedness planning to ensure continuity of records and election services in incidents or disasters.
  • Provide cross-departmental support for special projects such as redistricting assistance, grant-funded record digitization programs, or intergovernmental records transfers.
  • Maintain a proactive training calendar; schedule and document mandatory continuing education and certification renewals for the clerk office team.
  • Assist in coordinating compliance audits from state archivists or election oversight bodies and manage corrective action plans until resolution.

Required Skills & Competencies

Hard Skills (Technical)

  • Records management and archival best practices, including understanding of retention schedules and records lifecycle.
  • Election administration processes (voter registration systems, ballot processing, absentee/mail ballot handling, canvass and certification).
  • Proficiency with electronic document management systems (EDMS), scanning and indexing workflows, and metadata tagging.
  • Strong financial and cashiering skills including cash handling, fee reconciliation, deposit preparation, and basic bookkeeping.
  • Familiarity with public records law (FOIA/OPRA or state equivalent), redaction tools, and legal requirements for disclosure.
  • Experience with county or municipal databases, property/land record systems (e.g., GIS integration), and case management software.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to create reports, spreadsheets, and correspondence.
  • Operation and oversight of voting equipment and tabulation systems, plus coordination with vendor technical support.
  • Knowledge of notary law, certification procedures, and ability to perform notary public functions where required.
  • Ability to prepare and submit state-mandated reports, grants, and compliance documentation accurately and on time.
  • Familiarity with online payment processing platforms, merchant services, and reconciling electronic receipts.
  • Basic IT literacy: user-level troubleshooting, working with IT for backups, security, and system upgrades.

Soft Skills

  • Exceptional public-facing customer service and professional communication skills, with patience in high-volume public interactions.
  • Strong attention to detail and accuracy when processing legal documents and financial transactions.
  • High integrity and commitment to confidentiality when handling sensitive personal and legal records.
  • Organizational and time-management skills to prioritize filings, deadlines, and election cycles simultaneously.
  • Problem-solving and critical thinking for interpreting statutes, resolving title or filing discrepancies, and managing exceptions.
  • Leadership and people management abilities to coach, evaluate, and motivate clerical staff.
  • Stress resilience and adaptability to manage peak periods such as election season or end-of-month recording surges.
  • Clear written communication for preparing minutes, legal notices, policies, and official correspondence.
  • Collaboration and stakeholder management skills to work cross-functionally with county departments, state agencies, and external partners.
  • Ethical judgment and commitment to impartiality, especially during election administration and public disclosures.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate degree or Bachelor's degree in Public Administration, Political Science, Business Administration, Legal Studies, or Records Management preferred.
  • Certifications such as Certified Municipal Clerk (CMC), Master Municipal Clerk (MMC), IIMC credentials, or relevant state certifications are a plus.

Relevant Fields of Study:

  • Public Administration
  • Political Science
  • Business Administration
  • Records Management / Archival Science
  • Legal Studies / Paralegal

Experience Requirements

Typical Experience Range:

  • 2–5 years of office administration experience in a government, legal, or records-heavy environment; elections or county clerk office experience preferred.

Preferred:

  • 3–7 years of progressive responsibility in a county clerk or municipal clerk office, with demonstrated experience in election administration, records recording/ indexing, financial reconciliation, and staff supervision.
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