Jurisdiction: Cortland County

Jurisdictional Class: Competitive

Adopted: 10/20/05

Revised: 1/16/09

INDEX CLERK

DISTINGUISHING FEATURES OF THE CLASS:

The work involves responsibility for indexing, recording and researching various 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, recording and researching of legal instruments. This class is distinguished from Clerk in the specialized nature of the work and documents involved. 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 prepared for filing in the County Clerk’s Office and enters them in docket books or a computer;

Compares indices and digital images to original documents to assure accuracy and completeness;

Indexes and updates criminal files;

Processes pistol permit transactions;

Reviews and processes passports, and notary renewals;

Operates a variety of office equipment including a computer, typewriter, scanner, receipt machine, microfilm machine, and an adding machine;

Acts as cashier at a customer counter, determining fees and taking cash payments;

Assists customers with research including deeds and liens;

May index recorded documents.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES, AND PERSONAL

CHARACTERISTICS:

Working knowledge of the terminology used and the type of documents filed in the County Clerk’s Office;

Working knowledge of the laws governing the indexing and recording of deeds, mortgages, wills, liens and other legal documents and the rules relating to indexing;

Working knowledge of modern office terminology, procedures, equipment and business English;

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 read and understand legal documents;

Ability to follow written and oral instructions;

Ability to organize and maintain accurate records and files;

Ability to communicate effectively both orally and in writing;

Physical condition commensurate with the demands of the position.

INDEX CLERK Con’t.

2

MINIMUM QUALIFICATONS: Either:

(a) Graduation from high school or possession of a high school equivalency diploma and one (1) year of clerical experience in a law office assisting the legal staff in the preparation of legal documents and instruments.

(b) Three (3) years experience which must have involved filing legal instruments in a department of municipal government, a law office, or a title company.

NOTE: Successful completion of coursework in Paralegal or closely related field at a regionally accredited college or university may be substituted for the above experience with three (3) semester credit hours being equivalent to one (1) month experience.