Recording & Licensing Specialist

Join the highly service-focused Broomfield Recording Division as a Recording and Licensing Specialist, where accuracy, legal knowledge, and public service intersect. This role is ideal for candidates with paralegal experience or a background in title work, particularly those familiar with real property documents such as deeds, liens, easements, and plats. We are seeking a detail-oriented, collaborative professional who values continuous learning and takes pride in delivering accurate, efficient, and courteous service to the community in a fast-paced, public-facing environment.

The Total Compensation Package

Salary Range: $19.58- $26.48/hour

Free Recreation Center Pass (Gym & Pool)

14 days annual leave + 80 hour sick leave + 12 holidays per year

Continuing education credits and biannual licensing fees covered by CCOB

Excellent benefits including medical, dental, vision, and more

Wellness discounts on medical premiums

General Description Of Work

The incumbent performs a wide variety of routine and complex recording, licensing and administrative support work in the City Clerk’s Division of the City and County Clerk and Recorder Department. The Recording and Licensing Specialist is a technical and professional level position responsible for the oversight and input, retrieval and quality control of permanent land records documents, examination and acceptance of marriage and civil union licenses and applications. The position evaluates forms and documents presented by individuals applying for marriage/civil union licenses and passports and decides whether the documentation and forms presented are sufficient. While performing these duties, ensures all County policies and procedures, all state laws and all Federal policies and regulations are adhered to. The incumbent exemplifies the characteristics of a collaborative, innovative and resilient work culture and along with the leadership team, models the appropriate behavior to create and maintain a resilient work culture within the department.

The incumbent provides holistic services to the public by seeking ways to integrate programs or services provided by other departments, divisions and agencies. The incumbent works in partnership with other employees, departments/divisions, agencies and the public in delivering effective and innovative services.

ESSENTIAL TASKS AND RESPONSIBILITIES (EXAMPLE OF DUTIES:(The following statements are illustrative of the essential functions of the job. The City and County of Broomfield retains the right to modify or change the duties or responsibilities and additional functions of the job at any time. Examples of duties are not intended to be all-inclusive or restrictive.)

Recording

• Perform all Recording Division duties as Subject Matter Expert including receipt, scan, index, verify, and record public documents such as deeds, liens, deeds of trust, maps, and plats while maintaining compliance with office policy, state statute, and federal regulation
• Oversee mail operations for the entire City and County of Broomfield including opening, sorting, disbursement of incoming mail and packages, managing postage reports, and coordinating with finance for department reimbursements
• Process electronic documents, complete eRecording, balance cash drawers, correct receipting errors, and complete daily opening/closing procedures including securing cash/check deposits in compliance with state statute and office policy
• Create permanent images of recorded documents using desk and large format scanners, identify and correct discrepancies between document images and indexes, and manage document retention according to County, State and Federal policies
• Review and process marriage/civil union licenses, monitor execution of oaths and forms, function as notary, and provide public services including recording information, fee collection, and education on document access
• Compile, interpret, and prepare data for studies and reports, process Monument Records from State Department of Local Affairs, and provide additional support to Licensing and Elections as needed
  
  

Board of Equalization

• The assigned incumbent assists in providing administrative support to the Board of Equalization. Collaborate with various departments to verify procedures for the yearly appeal process.
• Processing and data entry of paperwork for the Board of Equalization for the yearly appeal process and abatements as submitted throughout the year.
• Coordinates and schedules hearings with Board of Equalization appointed hearing officers.
• Drafts memos and resolutions with hearing officer determinations for review of the City and County Clerk and Recorder for Board of Equalization approvals.
• Issues notice of determination letters as required by statute.
  
  

City Clerk and Licensing

• Maintain and update the City Clerk & Recording webpage for Recording, Board of Equalization, and city clerk licensing while assisting in processing Colorado Open Records Requests (CORA)
• Process miscellaneous licenses including short-term rental, solicitor, mobile home park, kennel, pet shop, and trash hauler permits while managing skilled professional administrative and analytical work
  
  

SECTION 2: QUALIFICATIONS, REQUIREMENTS & WORKING CONDITIONS

Education

• High School Diploma/GED
• Current Notary commission from the Colorado Secretary of State preferred, or obtained within 3 months of hire.
  
  

Experience

• 3 years of increasingly responsible clerical experience operating and maintaining a computerized records management system. Experience with land and property records, title insurance, or as a paralegal preferred. Experience must demonstrate general clerical skills.
  
  

Years of related experience may be substituted for required education, however education cannot be substituted for the necessary work experience. Candidates must meet the minimum required years of work experience.

Necessary Applicant Traits And Skills

• Knowledge of legal descriptions and documents.
• Thorough knowledge and skill with use of computers and programs, data entry, and modern office practices and procedures including filing
• Thorough knowledge of simple accounting and bookkeeping principles and techniques; thorough knowledge of mathematical principles; considerable knowledge of modern principles and practices of public administration and budgeting
• Considerable knowledge of vocabulary, grammar, punctuation, and spelling
• Considerable skill in performing research, analyzing data, and evaluating results
• Skill in understanding and responding to and meeting customer needs
• Organize activities in order to complete tasks in accordance with priorities, address multiple demands, or meet deadlines; organize tasks and working environment to maximize efficiency; focus attention on tasks
• Adapt to interruptions, equipment failures, unusual demands, or changing priorities
• Employ and enforce safety practices and procedures; and understand and follow written and oral instructions and procedures
• Ability to learn new, role-specific tasks
• Ability to adhere to current and future process protocols
• Ability to handle stressful situations, including customer interactions
  
  

WORKING CONDITIONS AND EFFORT:(The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities and neuro-differences to perform the essential functions.)

• Regular, predictable attendance required
• In-person customer/client/team meetings required.
• Physical demands are described as light (exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects).
• Required to move about office/facilities
• Required to lift, carry, push, pull, or otherwise move objects.
• Tasks require use of a computer for several hours.
• The noise level in the environment is moderate.