Clerk/Recorder Manager (Continuous)
: Job Details :

Salary : $70,428.80 - $85,966.40 Annually Location : Hanford, CA Job Type: Full-time permanent Job Number: 2024-027 Department: Assessor/Clerk/Recorder Opening Date: 07/02/2024 Closing Date: Continuous JOB OPPORTUNITY This is a continuous recruitment which means, we will accept applications on a continuous basis. A continuous recruitment may be closed at any time. ***PLEASE NOTE: The job specification for this position has been updated effective August 14, 2024. The education requirement is now updated.*** One immediate vacancy in the Assessor/Clerk/Recorder's Office. The County Assessor/Clerk/Recorder is seeking an experienced candidate with strong management skills and recording experience who exhibits strong initiative, integrity, sound judgment and a high degree of maturity and good communication skills both orally and in writing. Successful candidates must have the ability to analyze problems, consider alternatives, project consequences and implement recommendations. MANAGEMENT LEVEL II BENEFITS: This position includes management level II benefits which include CalPERS retirement (see benefits section to determine tier/placement), fully paid PPO health, dental, vision, and chiropractic health insurance coverage for the employee and eligible dependents, onsite health center for employees and eligible dependents on County health insurance, additional 64 hours of management leave per fiscal year, and term life insurance. DISTINGUISHING CHARACTERISTICS This is a management classification responsible for managing the Clerk/Recorder division(s) in the County's Assessor/Clerk/Recorder Department. The incumbent is responsible for developing and implementing policies and procedures for assigned Clerk/Recorder division(s), including short- and long-term planning, budget administration and reporting, and coordination of key programs/projects with other County divisions and departments and external agencies. Positions apply advanced management principles and strategic thinking to decisions that impact the organization as a whole and the public being served. Positions generally serve as advisors and contributors to executive management on policies, procedures, and major County initiatives. DUTY SAMPLE Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Plans, manages, and oversees the daily functions, operations, and activities of the Clerk/Recorder's Office including the recording of documents, issuance of vital records, performing wedding ceremonies and related clerical and administrative functions.
• Ensures that all documents presented for recording are recorded consistent with the law, regardless of volume.
• Participates in the development and implementation of goals, objectives, policies, and priorities for the assigned division(s); continuously monitors the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative, and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.
• Participates in the development, administration, and oversight of division budget; determines funding needed for staffing, equipment, materials, and supplies; ensures compliance with budgeted funding.
• Participates in the selection of, trains, motivates, and evaluates assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and termination procedures.
• Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with County specifications and service quality.
• May make presentations to individuals, groups and/or before the Board of Supervisors; may act for the County Assessor/Clerk/Recorder in matters relating to the operations of the Clerk/Recorder division in the absence of the Assessor/Clerk/Recorder.
• Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; presents reports to various commissions, committees, and boards.
• Conducts a variety of organizational and operational studies and investigations; recommends modifications to assigned programs, policies, and procedures, as appropriate.
• Serves as a liaison for assigned functions with other County departments, divisions, and outside agencies; provides staff support to commissions, committees, and task forces as necessary.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in clerk and recorder processes and procedures; research emerging products and enhancements and their applicability to County needs.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Receives, investigates, and responds to difficult and sensitive problems and complaints in a professional manner; identifies and reports findings and takes necessary corrective action.
• Directs the establishment and maintenance of working and official division files.
• Ensures staff compliance with County and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS **Minimum requirements must be met by the closing date** Work experience for the last 15 years must be included in the work history portion of your application. It is also important that your application show all the relevant education and experience that you possess, even if it extends beyond the required past 15 years. A resume may be attached, but is not a substitute for completing the application and supplemental questions. Failure to submit a completed application may eliminate you from the recruitment. Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: EDUCATION AND EXPERIENCEEducation:

• Equivalent to an associate degree, from an accredited college or university with a major in business or public administration, finance, law, or a closely related field. Additional qualifying experience may be substituted for the required education on a year-for-year basis.

Experience:

• Equivalent to four (4) years of increasingly responsible experience in working in a Clerk/Recorder's Office including at least one (1) year of lead experience.

LICENSES AND CERTIFICATIONSLicenses:

• Possession of a valid California driver's license issued by the Department of Motor Vehicles at the time of appointment.

SPECIAL REQUIREMENTS Qualify for security clearance through a background investigation and fingerprint check at time of hire and throughout employment, including a credit check; ability to work irregular hours as necessary and travel within and outside the County. SELECTION PROCESS: **EQUAL OPPORTUNITY EMPLOYER** All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or a written examination (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list. Note: The top 40 written test scoring applicants with passing scores will be invited to participate in the oral examination interview process. VETERAN'S PREFERENCE AVAILABLE UPON REQUEST Must submit the request form and certified DD-214 prior to the closing date. CLOSING DATE EXTENDED: NOW CLOSING JULY 29, 2024 This is a continuous recruitment which means, we will accept applications on a continuous basis. A continuous recruitment may be closed at any time. ***PLEASE NOTE: The job specification for this position has been updated effective August 14, 2024. The education requirement is now updated.*** Management Group I = Appointed and elected officials in salary bands. Management Group II = Middle management (all other management not in Group I or III). Confidential Management Group III = All Executive Secretary positions, Deputy Clerk to B.O.S. I/II, Payroll Technician I/II, Personnel Assistant I/II/III, Personnel Technician I/II, Risk Technician I/II/III, Secretary, Secretary to the C.A.O., Secretary to County Counsel, Secretary to the District Attorney, Secretary to the Sheriff, Senior Personnel Technician and Supervising Legal Secretary. VACATION 1. An eligible management employee may accrue vacation at the appropriate rate applicable to the employees length of service (2080 hours of actual service as defined in the County Personnel rules equals one year) as follows: Service HoursHours (days) Earned (based on hrs) Rate (based on hours) 0 - 10,40096 (12 days) .046154 10,401 - 20,800120 (15 days) .057693 20,801 - 31,200140 (17.5 days) .067308 31,201 +160 (20 days) .076924 2. An eligible management employee may accrue vacation at the appropriate rate applicable to the employee's length of service (as set forth above) until the employee reaches one of the following accrued hours of vacation limits: Hours (days) Earned (based on hours) Maximum Vacation Accumulation Limits 96 (12 days) 192 hours 120 (15 days) 240 hours 140 (17.5 days) 280 hours 160 (20 days) 320 hours Once the appropriate accumulation limit has been reached, the employee shall cease to earn additional vacation until the employee's accumulated vacation balance falls below the limits listed above. 3. Effective July 1, 2014, management employees in Group I & II will be granted 64 hours of additional vacation time as management leave in the first full pay period of each fiscal year (or pro-rated upon hire date). These hours are a separate leave benefit and are not counted against the maximum vacation accrual established based on length of service. Employees may, at their option, sell back up to 48 of the 64 hours of management leave each fiscal year at their hourly rate of pay. This leave will be tracked separately from the regular vacation accrual and is not intended to carry over from year to year. If this time is not used by the end of the fiscal year (see note), up to 48 hours of the remaining balance will be automatically cashed out to the employee. Any sale of management vacation hours will be deducted only from the management vacation leave balance. The remaining 16 hours of leave can not be cashed out and must be taken as time off only. If any hours remain at the end of the fiscal year, after 48 hours are cashed out, the remaining hours will carry over to the new fiscal year (see note). However, the hours granted for the new fiscal year shall be reduced by the number of hours equal to those carried over. a) All management attorneys in the District Attorney's Office, Child Support, Minors Advocate, and County Counsel will be granted 80 hours additional management leave in the first full pay period of each fiscal year (or pro-rated upon hire date) which will not carry over and may be cashed out in full. All other terms described above apply. b) Management employees in Group III will be granted 40 hours of vacation time in the first full pay period of each fiscal year (or pro-rated upon hire date). All other terms described above apply. 4. All management employees may, at their option, sell back an additional 8 hours of regular vacation each fiscal year, (see note) at their hourly rate of pay, to be contributed directly to the employee's deferred compensation account. 5. Upon the recommendation of the Human Resources Director, the County Administrative Officer may authorize a vacation accrual rate for management positions hired from outside the county at an amount equivalent to what their accrual would be if their service time with other public agencies was earned in Kings County. Additionally, when this advanced accrual rate is authorized at the time of hire, the prior public service time will be used for calculating future adjustments to the accrual rate as if the time was earned with Kings County. Note: (1) For purposes of payroll processing of vacation hour sell backs described above, the end of the fiscal year is defined as the last day of pay period 13 in any year. (2) Management leave is not available for use during pay period 14. (3) Provisions regarding vacation do not apply to elected officials. HEALTH/DENTAL/OPTICAL PLAN PREMIUM CONTRIBUTION Employees who elect to use a Health Plan offered by the County must continue to participate in the Dental and Optical plans and must remain in that plan until the open enrollment period of the plan. Employees electing to pretax their insurance will not be allowed to drop insurance coverage except at open enrollment unless the employee has a qualifying status change. Effective May 27, 2024 (pay period 12-2024), the County contribution (per month based on 24 pay periods) to the health/dental/optical insurance premium will be as follows: PPO Plan CountyShare Employee Share Single $746.55 $0 Two-Party $1,359.24 $0 Family $2,045.22 $0 The County shall pay 100% of the health insurance premium (including the medical, dental and vision plans) for the health plan offered by the County for each management employee and their eligible family members, based on their enrollment in such health plan. Employees promoting into or demoting out of management classifications after open enrollment will be treated as a status change and may enter or leave the plan, or modify the number of dependents covered. DEFERRED COMPENSATION Effective January 1, 2014, for every three dollars contributed to the County contracted deferred compensation programs by management employees, the County shall contribute one dollar to the employee's account, up to a maximum of twenty five hundred dollars $2,500 per calendar year. RETIREMENT/PERS SERVICE CREDIT The County contracts with the Public Employee Retirement System (PERS) for this benefit and pays the employee contribution for members of the Board of Supervisors only. All management employees pay the total Miscellaneous or Safety PERS employee contribution depending on their classification and status within PERS (Classic or new member - see below). Miscellaneous Non-Safety Management

New Members -Employees hired on or after January 1, 2013 and designated as new members to CalPERS are eligible for the PERS 2% at 62 Miscellaneous Plan pursuant to AB 340/SB197 (Pension Reform Act 2013). These employees pay the entire employee contribution rate reviewed and set annually by CalPERS. Such payment shall vest to the employee.

Classic Members - Employees hired prior to January 1, 2013, or those hired on or after that date that are not designated as new members to CalPERS by the Pension Reform Act of 2013, are eligible for the 2% at 55 Miscellaneous Plan. These employees pay the entire employee contribution of 7.0% of salary. Such payment shall vest to the employee.

The 2% at 55 Plan has been modified to also include the following optional benefits: One-Year Final Compensation and Military Service Credit.

The Miscellaneous Plan has also been modified for employees to have, at their option, the ability to apply to PERS for retirement service credit for their unused sick leave balance. However, the County limits the use of this provision to employees who have not cashed out their sick leave or opted for the Retiree Health benefit.

Safety Management

New Members - Employees hired on or after January 1, 2013 and designated as new members to CalPERS are eligible for the PERS 2.7% at 57 Safety Plan pursuant to AB 340/SB197 (Pension Reform Act of 2013). These employees pay the entire employee contribution rate reviewed and set annually by CalPERS. Such payment shall vest to the employee.

Classic Members - Employees hired prior to January 1, 2013, or those hired on or after that date that are not designated as new members to CalPERS by the Pension Reform Act of 2013, are eligible for the 3% at 55 Safety Plan, which became effective 4/1/02. These employees pay the entire 9% of salary PERS employee contribution. Such payment shall vest to the employee.

The 3% at 55 Plan has been modified to also include the following optional benefits: One-Year Final Compensation and Military Service Credit.

Elected Officials Pursuant to State Law local elected officials have the option of declining participation in the Public Employees Retirement System. An amount equal to the Employee's share of retirement may, if an elected officer declines participation in PERS, be applied toward the County Sponsored deferred compensation plan in lieu of the PERS contribution The County match amount for this benefit shall not exceed the match provided to management employees described above. TERM LIFE/ACCIDENT INSURANCE Term life/accident insurance (with an option for portability when leaving County service in good standing) is provided for management employees as follows: Management Group I: $50,000 Management Group II/III: $40,000 LONG TERM DISABILITY INSURANCE Long Term Disability (LTD) Insurance is provided to all management employees. SICK LEAVE ACCRUAL a. All regular full-time and regular part-time management employees hired prior to January 1, 1999, shall be entitled to point zero-four-six-one-five-four (.046154) hours of sick leave with pay for each hour of the actual hours of regular employment. b. All regular full-time and regular part-time management employees hired January 1, 1999 or thereafter will accrue sick leave as follows: Service HoursHoursEarnedSick leave earned at the rate (based on hours wkd) 0 - 10,40080 (10 days).038462 10,401 - 20,800 88 (11 days).042308 20,801 +96 (12 days).046154 Note: Provisions regarding sick leave do not apply to elected officials. UNUSED SICK LEAVE PAYOFF/POST RETIREMENT HEALTH INSURANCE a) Management employees hired January 1, 1999 or later, who retire in good standing from PERS at the time of their separation from Kings County employment (or in the event of death of an employee, were eligible to retire) will receive a percentage of the dollar value of accrued sick put into an account to be used toward all or part of the total premium for Kings County health insurance until the employee, and/or spouse or dependent if covered, is no longer eligible, (by age and within COBRA guidelines if applicable) for the County health insurance program, or the money runs out, whichever is first. Pursuant to existing practice the balance does not accrue interest. If a balance remains at the time the employee, and/or spouse or eligible dependent can no longer participate in the County health insurance, this amount can be applied toward a Medicare Part B plan or Medicare supplement, or PERS Long Term Care plan. Participation in the County health Insurance program is not required for the employee, and/or spouse or eligible dependent to direct all or part of the funds in this account to a Medicare Part B or PERS Long Term Care plan premium. The retiree health benefit percentage shall be as follows: Service HoursPercent of Compensation (based on hours) 10,401 - 41,60040% 41,601 and over50% To qualify for the retiree health benefit the employee and any eligible dependents to be covered must be enrolled in the County's existing health benefit plan at the time of the employee's separation from County service. However, the employee or eligible dependent may defer use of this benefit if otherwise covered on the County health plan at retirement. Health benefit payments may be used toward coverage for the employee's dependents only as long as the dependent(s) is eligible for coverage under the plan, and, in the case of children, only to the age permitted under the plan contract as dependent children. In all other instances, any balance in account remains property of County. b) Management employees hired prior to January 1, 1999 shall be allowed a one time irrevocable election to decide whether to receive the post retirement health insurance benefit or cash as follows: Service HoursPercent of Compensation (based on hours) 10,401 - 41,60025% Cash OR 40% Health Benefit 41,601 and over30% Cash OR 50% Health Benefit To qualify for the health benefit (non-cash) benefit, the employee and any eligible dependents to be covered must be enrolled in the County's existing health benefit plan at the time of the employee's retirement (or in the case of death of an employee, eligible to retire) from County service. However, the employee or eligible dependent may defer use of this benefit if otherwise covered on the County health plan at retirement. Pursuant to existing practice the balance does not accrue interest. Decision to accept cash or the health benefit option must be made in writing to the Department of Finance not later than 14 days after retirement. In the event of death of an employee eligible to retire (while still employed in good standing), the qualifying eligible dependent(s) shall make a determination of either cash or the health benefit option within 30 days of the death of the employee. If employee (or in the event of death, eligible dependent) elects the cash option, the employee will receive the benefit if the employee separates in good standing as a result of resignation, layoff, retirement or death. If employee elects the health benefit option, the County will pay all or part of the total health insurance premium until the employee, and/or spouse or dependent if covered, is no longer eligible (by age or within COBRA guidelines if applicable) for the County health insurance program or the money runs out, whichever is first. Health benefit payments may be used toward coverage for the employee's dependents only as long as the dependent(s) is eligible for coverage under the plan; and, in the case of children, only to the age permitted under the plan contract as dependent children. If a balance remains at the time the employee, and/or spouse or eligible dependent can no longer participate in the County health insurance, this amount can be applied toward a Medicare Part B plan or Medicare supplement, or PERS Long Term Care plan. Participation in the County health Insurance program is not required for the employee, and/or spouse or eligible dependent to direct all or part of the funds in this account to a Medicare Part B or PERS Long Term Care plan premium. Taxes will be paid by the employee on the full cash distribution, or the portion of the deposit into the account that could have been taken in cash. Additionally, the cash benefit is taxable in the year the cash is received. In all other instances, any balance in account remains property of County. ELECTED OFFICIALS - POST RETIREMENT HEALTH INSURANCE Kings County elected Officials may be eligible for a Post Retirement Health Benefit upon retiring from the County. All the criteria shall apply as for management post retirement health insurance generally except that: An elected official is eligible for the post retirement health insurance benefit described below if that elected official: 1) serves at least five (5) consecutive years in office without break in service between the five years served and the date of departure from elected office; and 2) either simultaneously retires from PERS at the end of such service (or is at that time already retired from PERS). The benefit is calculated by multiplying the hourly rate at the time of eligibility, by the number of consecutive years in office, and then multiplying the result by one half of the annual sick leave benefit provided to management employees at the time of eligibility. The official may defer use of this benefit if otherwise covered on the County health plan at the time of eligibility so long as there is no break in coverage during the deferral period. Pursuant to existing practice the balance does not accrue interest. (Note: the change in the formula will go in to effect at the start of each sitting elected's next consecutive term in office and at the time of filing candidacy papers for any new candidate who is subsequently elected. Any previously earned benefit will be calculated and recorded by the Finance Department. If a balance remains at the time the elected, and/or his/her spouse or eligible dependent no longer participates in the County health insurance, this amount can be applied toward a Medicare Part B plan or Medicare supplement, or PERS Long Term Care plan. Participation in the County health insurance program is not required for the elected, and/or spouse or eligible dependent to direct all or part of the funds in this account to a Medicare Part B or PERS Long Term Care plan premium. In all other instances, any balance on account remains property of County. P.O.S.T. EDUCATION INCENTIVE 1. Employees in the classifications of Assistant Chief DA Investigator,Undersheriff, Assistant Sheriff, Sheriff's Commander, and Chief District Attorney Investigator who possess a valid P.O.S.T. Management Certificate shall be entitled to receive compensation in the amount of $550.00 per month ($253.85 per pay period). Employees must submit certification to the appropriate department head prior to payment authorization. Employees receiving compensation for P.O.S.T. Management Certification shall not be entitled to compensation for other P.O.S.T. certification. 2. Employees in the above indicated classifications possessing valid, current P.O.S.T. Supervisory Certification shall be entitled to receive compensation in the amount of $500.00 per month ($230.76 per pay period). Eligible employees must submit appropriate certification to the department prior to payment authorization. Employees receiving compensation for P.O.S.T. Supervisory Certification shall not be entitled to compensation for other P.O.S.T. certification. 3. Employees in the above indicated classifications possessing valid, current P.O.S.T. Advanced Certification shall be entitled to receive compensation in the amount of $450.00 per month ($207.69 per pay period). Eligible employees must submit appropriate certification to the department head prior to payment authorization. Employees receiving compensation for P.O.S.T. Advanced Certification shall not be entitled to compensation for other P.O.S.T. certification. 4. Employees in the above indicated classifications possessing valid, current P.O.S.T. Intermediate Certification shall be entitled to receive compensation in the amount of $400.00 per month ($184.61 per pay period). Eligible employees must submit appropriate certification to the department head prior to payment authorization. Employees receiving compensation for P.O.S.T. Intermediate Certification shall not be entitled to compensation for other P.O.S.T. certification. FIRE CERTIFICATION PAY 1. Employees in the classification of Assistant Fire Chief and Battalion Chief who obtain and maintain EMT-D qualification shall be entitled to additional compensation in the amount of $75.00 per month ($34.61 per pay period). 2. Employees in the above indicated classifications who obtain and maintain a Fire Officer certification shall be entitled to additional compensation in the amount of $175.00 per month ($80.76 per pay period). All Battalion Chiefs who obtain and maintain a Chief Officer certification shall be entitled to additional compensation in the amount of $237.00 monthly ($109.38 per pay period). Appropriate certification documentation must be received by the department prior to payment authorization. Employees receiving compensation for Chief Officer shall not be entitled to receive additional compensation for Fire Officer certification. FIRE STIPEND The intent for the Fire Stipend is to provide a method of compensation when the Assistant Fire Chief or Battalion Chiefs are assigned to work extra shifts outside their regular assigned working hours. Based on an estimate of anticipated vacation, training time and possible sick leave use for the three field Battalion Chiefs, it is necessary to provide additional field coverage for up to 52 shifts or partial shifts annually. The Fire Stipend applies to the Assistant Fire Chief and all assigned Battalion Chiefs in the Operations, Fire Prevention and Training Divisions. The stipend rates are as followed: Stipend Hours $500 8 to less than 16 hours $1,000 16 to less than 24 hours $1,500 24 hours or more * Coverage of less than 8 hours will not be compensated. This time is compensated through Management Leave. * Employees shall not receive stipend pay for any hours they receive strike team pay. While the Administrative Battalion Chief assigned to Fire Prevention/Training activity would also be eligible for the stipend if they cover for an Operation Battalion, this stipend will not apply for coverage of the Fire Prevention/ Training Battalion Chief's absences. FIRE MANAGEMENT STRIKE TEAM PAY Fire management positions (Battalion Chief and Assistant Fire Chief) will be compensated while on, or as relief to, strike team at the current rate required by the California Fire Assistance Agreement with Cal OES. *Employees shall not receive stipend pay for any hours they receive strike team pay. BATTALION CHIEF HOLIDAY-IN-LIEU All Shift (56-Hour work week) Fire Battalion Chiefs shall receive Holiday-in-Lieu. Holiday-in-Lieu time will be recorded and paid as 24 hours of Holiday-in-Lieu for each whole holiday and 12 hours for each half-day holiday. If a Shift Battalion Chief is required to work on a holiday, no other day off will be traded or exchanged for the schedule day. All Administrative (40-hour work week - Fire Prevention/ Training) Battalion Chiefs shall receive 8 hours Holiday Pay and will receive an additional 16 hours of Holiday-in-Lieu for each whole holiday. On ½ day holidays, Administrative Battalion Chiefs will receive 4 hours of Holiday Pay with no additional compensation of Holiday-in-lieu. LONGEVITY PAYUNIFORM ALLOWANCE Certain management employees shall be entitled to receive a uniform allowance as follows: Assistant Chief DA Investigator $800 Assistant Fire Chief $1,200 Assistant Sheriff $950 Assistant Sheriff-STC $900 Battalion Chief $1,200 Chief District Attorney Investigator $800 Chief Probation Officer $650 Deputy Chie