Records & Licensing Specialist I

Job Description:

Records & Licensing Specialist I

Description

Job Posting Closes at 11:59PM on:
06/02/25
Division:
Clerk and Recorder Division
Management Level:
Individual Contributor
Scheduled Weekly Hours:
40
Benefit Eligibility:
This position is eligible for Standard Benefits which includes dental, medical, and vision insurance, paid time off and holidays, retirement matching, wellness programs, and tuition reimbursement.

Description:

The Jefferson County Clerk and Recorder’s office is the face of public service for our diverse and vibrant county. We serve voters, drivers, property owners, business owners, travelers, couples getting married, and so many other Jeffco residents and non-residents every day, and we take our work very seriously. We hold a clear mission and vision that drive our actions and aspirations:

Mission: To make government and the democratic process work for all of Jeffco. From free and fair elections to friendly service and safe record keeping, we're building a Jeffco that welcomes and works for everyone.

Vision: An equitable, accessible, trustworthy democracy for the Jeffco of today and tomorrow.

Each day, we strive to turn this vision into reality, and we are looking for motivated individuals to join our team and help in this work.

The Records & Licensing Specialist I is responsible for recording, scanning, and researching land and marriage/civil union records, while maintaining compliance with statutory mandates and both legal and divisional directives. Is responsible for arranging scheduling and attending hearings. Prepares minutes and resolutions for Board of County Commissioners, Liquor Authority, Cultural Council and Citizen Review Panel. Prepares court ordered transcripts and legal notices. Performs contract maintenance, clerical duties, and liquor licensing. May function as a notary public.

Ideal Candidate:

The Records & Licensing Specialist I is passionate about providing excellent customer service to the community, demonstrating poise, tact, and diplomacy with each situation. The ideal candidate models a positive outlook and has a firm understanding of land and marriage/civil union records, liquor licensing and renewal processes. Experience as a passport certified agent, office clerical work, or customer service, is highly preferred. The position requires a self-motivated and driven professional who elevates their internal and external interactions by modeling humility and excellent written and verbal communication.

This person must have the ability to interpret and follow State and Federal Regulations, be relentlessly detail oriented and offer guidance to customers on technical aspects of the application process. The candidate must also have the proven ability to move between diverse tasks with ease, and must thrive in a fast-paced, professional environment.

Spanish language skills and/or experience working with individuals from various cultures and communities is highly valued.

SCHEDULE:

This position requires regular on-site/in-office work and operates on a 4-day work week (Monday-Thursday, 7am-5:30pm).

COMPENSATION:

Hiring Range: $23.17 - $28.96 USD Hourly

Compensation will be determined based on education, experience, and skills.

BENEFITS:

Benefits include dental, medical, and vision insurance, paid time off and holidays, retirement matching, wellness programs, tuition reimbursement and more. Click here for our Total Rewards summary.

ESSENTIAL DUTIES:

The Records & Licensing Specialist I will:

• Issue marriage and civil union licenses to applicants that meet statutory requirements such as age and identification, assuring compliance with statutes, state rules, and procedures.
• Perform routine administrative and clerical duties. Enter data in spreadsheets and file maintenance software programs to record, scan, file, track, store, index, and research documents.
• Provides customer service. Identifies needs and concerns, shares information, and resolves issues. Escalates elevated or difficult situations to decision makers.
• Assess, apply, and collect fees determined through knowledge of fee and exemption statutes. Perform self-audit and reconciliation daily.
• Create database entries and process electronically recorded documents using specialized software. Determining and applying coding and indexing according to set procedures and standards.
• Conduct research of current and historical records for land records, marriage, and civil unions following statute requirements and office policies.
• Process customer requests for certified and non-certified copies via in-person, phone, e-mail and mail.
• Prepare minutes for Board of County Commissioners’ hearings and other boards. Schedule meetings for Liquor Authority and Cultural Council. Attend and record hearings. Prepare, proof, certify, and record resolutions. Prepare court ordered transcripts, legal notices, and research information for public and county employees.
• Review and process liquor license applications and renewals. Accept, check, and organize documents and forward them to other departments as needed for vetting and approval. Send appropriate documents to the Department of Revenue. Prepare licenses for the applicant. Track and update liquor license information.
• Issue passports and provide customer information and forms. Accept, check, and organize passport documents according to the rules set out by the U.S. Department of State. Serve as customer liaison with Passport Issuance Agency.
• May serve as public notary.
• Other duties as assigned.

QUALIFICATIONS:

Research shows that women and other underrepresented and historically marginalized groups tend to apply only when they check every box in the posting. If you are reading this and hesitating to click “apply” for that reason, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience.

Minimum Qualifications:

• 1 year work related customer service, data entry and cash handling experience.
• High School Diploma, GED or equivalent certificate.
• Note an equivalent combination of education and experience is acceptable.

Preferred Knowledge, Skills and Abilities:

• Experience with data entry.
• Experience with basic accounting/cash handling.
• Excellent Customer Service skills.
• Spanish language skills.
• Ability to provide service with professionalism and inclusivity.

ADDITIONAL JOB INFORMATION:

• Offer of employment contingent upon successful completion of criminal history background check, motor vehicle report, education verification, and/or references.
• Current Jefferson County employees must apply through their employee profile in Workday.
• In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

APPLICATION:

Qualified applicants are encouraged to apply immediately. All applicants must submit an online employment application by 11:59PM on the posted cut-off date. Follow this link to apply now: Jefferson County Colorado Career Opportunities

A resume and cover letter submitted with your application are encouraged but will not substitute for the information requested on the application. Applications are reviewed for minimum qualifications listed in the qualifications section of the job bulletin, and applicants are contacted directly by the hiring team if selected. To view the status of your application, please log into your candidate portal .

For more details on the recruitment process, please visit: https://www.jeffco.us/1860/FAQs

Questions? Contact the Jefferson County Recruitment Team at 303-271-8420 or CareerTalent@Jeffco.us

Education:

Experience:
Work Experience: Minimum one year

Certifications:

Languages:

Category:
Administrative, Business Programs and Services