County of Alameda

Clerk-Recorder and Collection Supervisor (#1431)

Bargaining Unit: ACMEA - General Mgmt (R15)
$47.00-$57.13 Hourly / $3,760.00-$4,570.40 BiWeekly /
$8,146.67-$9,902.53 Monthly / $97,760.00-$118,830.40 Yearly


DESCRIPTION
Under general direction, to plan, coordinate, assign, evaluate, and supervise the work and operations of various units comprised of Auditor Associate I/II/III’s, Collection Enforcement Deputy I/II’s, or Financial Hearing Officers within the Auditor-Controller/Clerk-Recorder Agency. The personnel supervised perform a variety of difficult, technical, and complex work by reviewing and examining various property records, legal documents, and vital records requests; providing information to the public related to transfer tax, government fees, and monies owed to the County; and may lead other staff. The Clerk-Recorder and Collection Supervisors provide training, instruction, and daily supervision; make decisions involving procedural or technical problems; and do related work as required.

DISTINGUISHING FEATURES

The Clerk-Recorder and Collection Supervisor classification is located in the Auditor-Controller/Clerk-Recorder Agency and reports to an Assistant County Clerk-Recorder, a Principal Auditor, or other higher-level classification. The incumbents in this class have direct supervisory responsibility over subordinate specialized staff who perform complex and technical mandated duties that include: the collection of government fees, taxes, and debts with the County; supervising staff whose primary duties involve a high degree of daily public contact including answering a variety of questions related to applicable taxes, fees, monies owed to the County; assisting customers with Clerk-Recorder or Collections forms and claims including the recording, scanning, and indexing of documents related to real property; responding to title companies, attorneys and financial institutions; and archiving and issuing vital records. Employees in this position may be asked to work in units located within either the Clerk-Recorder’s Office or Collections Division. 

The Clerk-Recorder and Collection Supervisor classification is distinguished from the Auditor Associate III, Collection Enforcement Deputy II, and Financial Hearing Officer classifications in that the former class is responsible for the complete day-to-day supervision of the Clerk-Recorder and Collections work units, while the latter classes are non-supervising classes in the Clerk-Recorder and Collections work units responsible for processing day-to-day technical transactions applicable to the respective work unit. The Clerk-Recorder and Collection Supervisor classification is further distinguished from the Senior Supervising Auditor classification also found in the Auditor-Controller/Clerk-Recorder Agency in that the latter classification must routinely perform auditing, fiscal, and accounting tasks and is responsible for the supervision of employees in the Auditor and Senior Auditor classification series.   

EXAMPLES OF DUTIES
NOTE: The following are the duties performed by employees in this classification.  However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all duties listed.

  1. Supervises staff, reviews and evaluates work performance, and provides direction.
  2. Interviews and hires staff, trains and cross-trains employees, counsels, and disciplines staff, and participates in resolving personnel problems.
  3. Assists in developing new procedures, policies, and forms; reviews existing processes and recommends necessary changes; conducts staff training.
  4. Reviews changes in laws and regulations, assists in developing policies and procedures to ensure compliance with changing laws and to improve workflow; writes and updates procedural manuals to conform to new and existing legislation.
  5. Resolves complex problems with the public, attorneys, banks, escrow, title companies, government agencies, and others regarding problems with debt payments, document recording, transfer tax, vital records, and related forms.
  6. Reviews collectors' case files for adherence to approved collection methods; monitors revenues generated by collectors; prepares and/or implements recommendations based on findings of collection case file reviews.
  7. Participates in upgrades and enhancements to department-specific computer software systems by analyzing, testing, and recommending appropriate modifications.
  8. Prepares or directs the preparation of correspondence to the public and various County agencies and offices responding to and resolving problems related to functions performed by the Clerk-Recorder’s Office and Central Collections Division.
  9. May appear in various courts representing the County or as a witness. Responds to summons/subpoenas/public records requests for records in possession of the Auditor-Controller/Clerk-Recorder Agency.  When legal action is needed to secure collection, arranges court appearance dates and schedules collectors for such appearances; monitors court appearance assignments including personally appearing in court.
  10. Participates in statewide and other professional organizations and committees related to Clerk-Recorder or collections matters and may attend conferences related to those topics.
  11. Utilizes best practices in records management including the filing, scanning/imaging, and indexing of documents for historical reference; develops and implements archival programs.
  12. May perform other duties as assigned. 

MINIMUM QUALIFICATIONS
EITHER I
Experience:

The equivalent of three (3) years of full-time experience in the class of Auditor Associate I/II/III, Collection Enforcement Deputy I/II, or Financial Hearing Officer, or a combination of any of the three classifications listed in Alameda County classified service. 

Substitution:  

Possession of a bachelor’s degree from an accredited college or university (180 quarter units or 120 semester units) may substitute for two (2) years of the required experience. 

OR II
Experience:

The equivalent of four (4) years full-time experience with collections, title/escrow, tax, banking, legal, or public/business administration matters.  At least two (2) years of the required experience must include supervising the work of others performing technical clerical duties.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.



KNOWLEDGE AND SKILLS
NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

  • Federal and State laws, regulations, and codes as they pertain to the County Clerk, the County Recorder and Collections enforcement.
  • County policies and procedures.
  • Office organization, practices, and equipment.
  • Operations and policies of the Auditor-Controller/Clerk-Recorder Agency.
  • Principles and practices of supervision.
  • Principles of office management.
  • Training methods and techniques.
  • Professional English grammar, vocabulary, spelling, and punctuation.
  • Relevant computer applications.
Ability to:

  • Understand, implement, and train staff on State laws, legislative policies, County administrative codes and ordinances, and other laws and procedures.
  • Interpret relevant State laws/codes, County ordinances, court procedures, and operation manuals.
  • Professionally interact with members of the legal profession and the general public.
  • Establish and maintain effective working relationships with co-workers.
  • Communicate effectively both verbally and in writing.
  • Make sound decisions independently.
  • Lead effectively.
  • Plan and organize office operations, staff assignments, and schedules.
  • Appropriately evaluate, train, and counsel subordinate employees.
  • Demonstrate interpersonal sensitivity.
  • Be flexible in interactions with staff and customers and adaptable to changing work priorities.
  • Adapt to stress and manage stressful situations.
  • Manage difficult customer interactions.
  • Use and test computer applications related to assigned work.
  • Represent the department and the County in meetings with others.

CLASS SPEC HISTORY
New Spec 1431.docx
SK:saa 11/14/2022
CSC Date:1/25/2023

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

  • Medical – HMO & PPO Plans
  • Dental – HMO & PPO Plans
  • Vision or Vision Reimbursement
  • Share the Savings
  • Basic Life Insurance 
  • Supplemental Life Insurance (with optional dependent coverage for eligible employees)
  • Accidental Death and Dismemberment Insurance 
  • County Allowance Credit
  • Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
  • Employee Assistance Program

For your Financial Future

  • Retirement Plan - (Defined Benefit Pension Plan)
  • Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

  • 12 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Management Paid Leave**
  • Catastrophic Sick Leave
  • Group Auto/Home Insurance
  • Pet Insurance
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.