DEPARTMENT: County Clerk
POSITION TITLE: General Ledger \ Real Estate Clerk
REPORTING RELATIONSHIP: County Clerk \ Deputies
POSITION SUMMARY:
General Ledger Clerk – Reviews and balances general ledger transactions detail. Analyzes detail for accuracy and completeness.
Real Estate Clerk - Receives and records deeds and other instruments of record. Maintains current name and address information for real estate tax statements and real estate permanent record books.
Other – Reconciles Petty Cash bank account. Prepares for Elections as often as needed. Works on Election night. Issues fish and game licenses and park permits. Issues temporary boat permits. Answers telephone inquiries. Assists with voter information on registration and advanced voting ballots. Assists other department clerks. Assists with mailroom operations. Prepares “Bonded Indebtedness” report for state abstract.
ESSENTIAL FUNCTION:
General Ledger Clerk – Reviews and balances general ledger transaction detail from the Treasurer's Daily Statements into CIC budgetary/cash receipting software daily. Analyzes the Daily Statement detail for correct account coding and verifies history of transactions to detect any missing payments. Daily analyzes Fund Status report, summary and detail data reports for accuracy. Offers reconciling adjustments or journal entries.
Real Estate Clerk - Receives and records deeds from the Appraiser's Office in CIC TAS software and records on real estate books. Maintains current name and address information for real estate tax statements and real estate permanent record books. Records probate cases, death certificates, civil and divorce cases involving real estate or any other instruments of record which involves or alters the status of real property.
Other - Reconciles the petty cash bank account monthly. Obtains information from driver's license and records data on prescribed fish and game license and park permits. Issues license or permit. Answers telephone inquiries or refers to appropriate person or department. Assists customers at the counter wishing to register to vote or to obtain an advanced voting ballot. Solicits election workers for each election and updates status in ELVIS software. Notifies voting places and election board workers by phone and mail. Prepares and mails all necessary notification forms, oaths and reminder notices to election workers and political party chairpersons. Performs any duties required to run the election and County Clerk's Office efficiently. Assists low-income and elderly persons applying for the Homestead Tax refund. Operates postage machine. Maintains copier and fax machine. Assists with mailroom operations. Receives information from various taxing entities and compiles “Bonded Indebtedness” report for state abstracts.
POSITION REQUIREMENTS:
High School \ GED diploma. Two years business college training in secretarial and bookkeeping skills or equivalent, or three years office experience. Must be willing to attend workshops and seminars. Requires legible handwriting. Computer data entry experience required. Knowledge of real estate deeds and 10-key calculator experience desired. Must be willing to attend all required training to be “Certified” as mandated by the Help America Vote Act of 2002 (HAVA).
WORKING CONDITIONS:
Exercises judgement with some supervision. No supervisory responsibilities. Most duties are repetitive and related. Uses standard procedures. Unusual problems are referred with suggestions for solution. Frequent close mental and visual attention required. Sits at desk. Stands to wait on public at counter. Walks to other departments. Continually carrying real estate books and bending to place on shelving. Lifts boxes of licenses or permit books weighing up to 20 pounds. Occasional contact with public – 50% of duties with public. Works in well lit and climate controlled office. Continually uses computer, telephone, calculator and postage machine. Frequently uses copier and fax machine. Occasionally uses typewriter for specialty reports.
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Employee Date
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Donna Zimmerman, County Clerk Date
DATE WRITTEN: August 1992
DATE REVISED: April 1999
DATE REVISED: January 2005
DATE REVISED: December 2013
C:\Documents and Settings\djz.BARTONCOUNTY\My Documents\JOB DESC-Pers-Mission Stmt\CLERK General Ledger-RE Clerk-Jan 2005.doc