ELECTION / LAND RECORDS SPECIALIST #2206-6545-01

Internal only - open only to current City of New Haven employees meeting minimum requirements.

City Town Clerk or Designee

This is professional and specialized clerical work involving recording of all legal documents pertaining to real estate including mortgages, warranties (transfer of property) foreclosures, dealing with all phases of the election process, and is expected to assist in all other operational functions of the City Town Clerks Office. The work also includes general clerical duties and servicing the public/or other City departments with inquiries related to election processes, land records, or other duties and function of the City/Town Clerk’s Office.

1. Records all legal documents pertaining to real estate transactions including mortgages, warranties (transfer of property) foreclosures, releases assignments, etc. into computer database Conducts assigned research and administrative studies and prepares reports embodying recommended solutions or courses of action.

2. Assist with all functions related to the election process including absentee ballot preparation, distribution and ensuring that the election calendar is adhered to.

3. Assists with maintaining campaign finance reports. Assists in preparing all election-related mandated reports to the Secretary of the State per State Statutes. Maybe required to assist with other reports pertinent to the City/Town Clerk’s Office.

4. Assists title searchers, attorneys, and the general public in researching records either electronically or manually including but not limited to preparing Trade Name Certificates, researching and certifying military service discharges, interpretation of deeds, researching land records either by computer or manually

5. Reads, analyzes, and interprets documents for indexing and validates each day’s indexed documents by checking against indexing of each for permanent record

6. Indexes and enters computer database all transactions consisting of various deeds for land records and sales of various State and City licenses.

7. Process written requests for property descriptions and volumes and pages of deeds.

8. General Office duties which include but not limited to preparation of payroll (data entry and time sheets), opening and distribution of mail, general information inquiry via phone, email, or in person, research of land records and/or certificates, collections, and processing of fees

9. Assists in issuing appropriate licenses to applicants and checks for compliance with State requirements.

10. Administers oaths of office when necessary, serves as a Notary Public, and processes Justice of the Peace applications and cancellations.

11. Assists with and participates in City or department-sponsored community activities, some of which might occur outside of normal business hours. When such or other needs arise (i.e.: elections, etc.), works outside of normal business hours arranged through a flex schedule.

12. Performs other related work as required.

NOTE: The above description covers the principal duties and responsibilities of the job and shall not be construed as a complete listing of all duties or as a contract.

Graduation from High School; one year of customer service experience dealing with the public in person and over the telephone, and one year of data entry experience.

1. Must be detailed orientated.

2. Ability to work within fast-paced environment.

3. Ability to organize for and meet deadlines.

4. Ability to learn various software programs used in the department.

5. Ability to deal effectively and courteously with the public as well as fellow employees.

6. Ability to analyze and refer to State Statutes when necessary.

7. Ability to learn other functions of the Town Clerks of the office.

8. Ability to learn the interpretation of deeds and land records for indexing purposes

9. Ability to deal effectively and courteously with the public as well as fellow employees.

10. Bilingual ability (Spanish) preferred.

 

Internal only - open only to current City of New Haven employees meeting minimum requirements.

1. Must obtain a Notary Public license within 6 months of hire.

2. Must have ability to work a flexible schedule (outside of standard 9:00 am – 5:00 pm business hours).

 

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening, (3) registration in the New Haven COVID Vaccination/Testing portal and providing proof of Full Vaccination as per the Mandatory COVID Vaccination/Testing Policy, and (4) a 120-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees. Salary Range 14.

Applicants meeting minimum requirements will be invited to participate in a Civil Service exam process at a later date.


Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.