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Senior Index Clerk Page 1 I 2 Jurisdiction: Cortland County Jurisdictional Class: Competitive Adopted: 10/20/05 Revised: 7/10/14 SENIOR INDEX CLERK DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility for indexing, recording and researching various complex legal documents filed in the County Clerk’s Office. The duties are performed in accordance to laws, office rules and procedures relating to indexing, filing and recording of legal instruments. The incumbent oversees the activities of the County Clerk’s Office in the absence of the Deputy County Clerk and the County Clerk. The work of this class is distinguished from that of Index Clerk by the more complex indexing, and recording tasks performed. In addition, the incumbent is responsible for training new clerical employees on routine indexing and general operating procedures of the office as well as on more advanced filing and researching processes. Work is performed under the general supervision of the County Clerk with leeway allowed for the exercise of independent judgment in carrying out details of the work. Does related work as required. TYPICAL WORK ACTIVITIES: (Illustrative only) Prepares alphabetical, geographic and other indices of mortgages, deeds, liens, court proceedings, actions, wills, decrees, and other legal documents for filing in the County Clerk’s Office and enters them in docket books or a computer; Performs complex indexing and recording work; Instructs the clerical staff in the proper procedures for indexing and recording documents and office procedures by demonstrating how tasks are completed; Compares indexes with original documents to assure accuracy and completeness; Prepares bank deposits, balances daily spreadsheets to money taken in the previous day and balances spreadsheets to the end of the month; Issues pistol permits, hunting and fishing licenses; Reviews and processes passports, and notary renewals; Operates a variety of office equipment including a computer, typewriter, receipt machine, microfilm machine, and adding machine; May be required to act as cashier, on a customer counter, determining fees and taking cash payments; May assist customers with research including deeds and liens. FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS: Good knowledge of the laws governing the indexing and recording of deeds, mortgages, wills, liens and other legal documents and the rules relating to indexing; Good knowledge of the terminology used and the type of documents filed in the County Clerk’s Office; Good knowledge of modern office terminology, procedures, equipment and business English; Ability to read, understand and research complex legal documents; ---PAGE BREAK--- Senior Index Clerk Page 2 I 2 Ability to follow written and oral instructions; Ability to organize and maintain accurate records and files; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed; Ability to communicate effectively both orally and in writing; Physical condition commensurate with the demands of the position. MINIMUM QUALIFICATONS: Either: Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate’s degree or higher; OR Graduation from high school or possession of a high school equivalency diploma and two years of experience which must have involved filing legal instruments in a department of municipal government, law office, or a title company; OR An equivalent combination of training and experience as defined by the limits of and NOTE: Degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If the degree was awarded by an educational institution outside of the United States and its territories, applicant must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found at http://www.cs.ny.gov/jobseeker/cfm. Applicants must pay the required evaluation fee.