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Recorder/Passport Specialist

Recorder's Department | Caldwell, ID | Full Time

Job Description

Starting Salary: $ 31,278 | $15.03/hourly

A typing test is required to complete the application process, please visit Include your test results with your application.


General Statement of Duties

Records and maintains County records and assists the public in accessing these records; processes license applications such as marriage, beer, wine and alcohol; and acts as an acceptance agent for passport processing.  Performs related work as required.

Classification Summary

The principal functions of an employee in this class is to record documents, research records, and process and accept marriage/alcohol licenses as well as passport applications.  A Recorder/Passport Specialist must possess strong clerical and customer service skills including a working knowledge of State and County recording regulations and department policies and procedures.  The work is performed under the supervision of the Recording Supervisor, although some latitude is granted for independent judgment using standard practices to resolve customer issues or correct problems.  The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities: 

  • Record, provide copies or certified copies, as well as verify and maintain a variety of documents such as real estate or other related documents including marriage and alcohol license;
  • Review documents and apply appropriate accept or reject criteria, both in manual and/or electronic recording of documents;
  • Distinguish between types of documents being recorded and categorize them appropriately;
  • Accurately index documents for easy retrieval in the future;
  • Maintain all archived and current recorded documents and files;
  • Answers incoming phone calls and greets walk-in customers;
  • Provides general information to the public, answers questions, provides specific information about recording issues and passport issues;
  • Provides referrals to other departments or staff as needed to the public;
  • Responds to citizens request in a courteous and effective manner;
  • Conducts document research for customers;
  • Receives and processes mail daily;
  • Accept and issue marriage licenses;
  • Process alcohol beverage licenses applications per both state and county regulations;
  • Provides Notary Service to customers;
  • Collects required fees for services rendered and balances funds received daily;
  • Acts as an acceptance agent for the U.S. Department of State processing passport applications, checking documentation, verifying identity, swearing in applicants and collecting fees;
  • Prepares transmittal documents for passports, applications and payment for delivery to the U.S. Department of State;
  • Identify fraudulent practices used to illegally obtain a U.S. Passport;
  • Performs all work duties and activities in accordance with applicable State statutes and County policies, procedures and safety practices.

Other Duties and Responsibilities

  • Performs duties in County Clerk’s area as required;
  • Performs other duties as assigned.

Knowledge, Skills and Abilities

Knowledge of:

  • High level of attention to detail and accuracy for recording documents and accepting passports.
  • Evaluate and analyze customer needs to provide exceptional customer service;
  • Establish and maintain effective working relationships with other County employees, supervisory personnel, local elected officials and the public;
  • Perform multiple tasks simultaneously, including handling interruptions, and returns to and completes tasks in a timely manner; Respond courteously to customer inquiries;
  • Operate standard office equipment, including a personal computer and programs applications appropriate to assigned duties;
  • Microsoft office processes (Outlook, Word, Excel) and job-related software applications;
  • Maintain confidentiality of information processed or prepared;
  • Perform duties accurately and efficiently under time sensitive deadlines.


Ability to:

  • Communicate effectively both orally and in writing;
  • Follow written and oral instructions;
  • Learn department functions thoroughly to provide general information and explain detailed process and procedures;
  • Maintain a professional demeanor during stressful situations.


Acceptable Experience and Training

  • High school diploma or GED equivalency; preferably supplemented with course work in accounting or secretarial, or other business applications;
  • One (1) to Three (3) years general office experience in Customer Service, and Land Records preferred, or;
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

  • Must be bonded or bondable as Notary Public;
  • Ability to complete, obtain and maintain a Passport Training Certificate;
  • Must successfully complete a background investigation.


Essential Physical Abilities

  • Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions, hear within the normal range of conversation, and communicate in person and by telephone;
  • Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and prepare and review documents and process them in a prescribed order, and organize documents and material;
  • Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate computer equipment and standard office equipment;
  • Sufficient personal mobility, agility, and balance, ability to lift 50 pounds occasionally, with or without reasonable accommodation, which permits the employee to work in an office environment.

EOE Statement

Canyon County is an Equal Opportunity Employer.  Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or