County Clerk & Recorder Job Opening

Selected candidate will fill the remainder of Stephannie Van Damme's term

After almost 16 years of diligent service to San Miguel County our County Clerk and Recorder, Stephannie Van Damme, is stepping down from the office Stephannie was first elected in 2018 and is up for election in November 2026 as her term is set to expire in January 2027. Therefore, San Miguel County is seeking candidates to fill her vacancy for the remaining three years of the current term. As an elected officer, the selected candidate will have to run for election in November 2026 to continue holding the office. 

The candidate to fill this vacancy will be selected by the San Miguel County Board of County Commissioners (BOCC) and compensated at a rate of $88,253 per year, as set by state statute. The position will remain open until filled – with the anticipation that the successful candidate will begin training as soon as possible and officially assume the role and responsibilities of County Clerk and Recorder effective Monday, January 8, 2024. 

JOB DESCRIPTION

Candidates must be eligible to vote in Colorado and reside within San Miguel County.

The successful candidate will be responsible for running the Clerk’s Office and ensuring the statutory duties of the Office are fulfilled.  Those duties include a variety of services, including document recording, motor vehicles licensing, conducting and coordinating elections, and issuing marriage and liquor licenses. 

Tasks, Duties and Responsibilities Include, but are not limited to, the following: 

OFFICE ADMINISTRATION

• Manages administrative office duties including, but not limited to, ordering and maintaining supplies; daily financial reporting and account reconciliation; monitors budget as assigned; prioritizes and coordinates work assignments; prepares documents for Motor Vehicle, Recording, and Elections offices, the public, and state agencies; recommends improvement in workflow and procedures. 
• Prepares and provides financial reporting for end-of-month distributions and various department-specific reports. 
• Reviews and ensures updates of Clerk website and social media pages with up-to-date, essential information.
• Attends legislative meetings and training meetings for each of the Office’s departments as well as assigns staff attendance. Updates inter-office training materials as needed.  
• Creates office policy and procedure revisions as needed based on legislative changes, customer feedback, and staff recommendations. 
• Maintains knowledge and ability to perform the tasks required in each of the Clerk and Recorder departments and fills in for absent staff as needed. 
• Coordinates new employee onboarding and training plans. 

RECORDING 

• Reconciles payments received from vendors, credit card payments, ACH deposits, title company accounts, and in-person payments. 
• Manages document digitization projects. Distributes tasks to staff and coordinates document upload to the department website.
• Maintains department files and reports, whether hard copy or digital in accordance with Colorado state statute and San Miguel County policy. 
• Manages marriage license reporting to the state and maintains all marriage license supplies and files. 
• Manages the maintenance of all Liquor License files, and processes new applications and renewals.
• Attends and reviews County Clerk Association Recording Technical Committee meetings and group site content. 
• Reviews recorded documents for accuracy before uploading them to the website. 

 MOTOR VEHICLE 

• Able to obtain DRIVES training requirements.
• Reconciles payments from multiple sources and resolves any outstanding payment issues.
• Provides Colorado Department of Revenue with department DRIVES Authority reports monthly. 
• Reviews motor vehicle legislation and communication from CDOR and implements necessary updates to policies and procedures. 

ELECTIONS 

• Able to obtain and maintain Colorado Secretary of State Election certification at all times. 
• Manages election setup in both the Colorado voter registration system as well as voting systems equipment. 
• Receives and posts all special district notices both in the office and on the website. 
• Manage and conduct Hardware Diagnostic Systems and Public Logic and Accuracy testing of voting systems. 
• Maintains and updates the election address library and implements election district and split changes and updates. 
• Performs voter registration audits. 
• Coordinates Voter Center facilities and backup facilities for each election. 
• Coordinates updates and implements Election Judge training for each election. Coordinates all judge onboarding and employment paperwork with the Human Resources Department. 
• Facilitates all election reporting and voting systems backups.
• Completes election billing, invoicing, and reimbursements. 
• Conducts the elections audits and canvass along with Party representatives. 
• Conducts publishing election results both timely and accurately.   

DESIRED KNOWLEDGE, SKILLS & ABILITIES

Desired Knowledge: Ability to thoroughly learn and understand the guidelines, policies, procedures and materials (i.e. Colorado Revised Statutes, County Policies and Procedures, etc.) used in the department within a designated time frame. Ability to perform a variety of typing and clerical work with a high degree of accuracy and requiring some exercise of independent judgment. Ability to follow strict Federal and State laws, internal County guidelines, and best practices regarding the physical and cyber security of all records, personal information, and election-specific materials.

Knowledge of or the ability to learn software applications specific to the County Clerk & Recorder's Office including, but not limited to: SCORE (Statewide Colorado Registration & Election); DRIVES (Colorado Driver License, Record, Identification and Vehicle Enterprise Solution); Saul’s Creek (Recording & Marriage License Software Systems).

Knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, Gmail, Google Sheets, and Google Docs; knowledge of QuickBooks accounting software.

Language Skills: Must have the ability to communicate effectively both verbally and in writing and the skill to organize materials and present information clearly and concisely in verbal and written form. Must understand and follow verbal and written instructions. Must have proficient knowledge of proper grammar, punctuation and spelling in all oral and written communication and have the ability to write routine reports and correspondence. Must be able to read, comprehend and apply laws, regulations, policies and standard operating procedures required for this position, as well as basic “how-to” documents and manuals. 

Interpersonal Skills: Must have the ability to establish and maintain cooperative working relationships with fellow employees, representatives of other agencies and organizations and members of the community. Must have strong customer service skills and have the ability to provide information, answer questions and take messages. Must be able to accept interruptions in a polite and effective manner. Must have the ability to be an effective team member and maintain sensitive and confidential information. Must maintain appropriate professional boundaries in relationships with customers, clients and the general public. 

Mathematical Skills: Must have the ability to work with basic mathematical concepts such as addition, subtraction, multiplication and division and apply concepts such as fractions, percentages, ratios and proportions to practical situations. 

Reasoning Skills: Must be able to apply basic principles of logic and reasoning to a variety of practical problems. Have problem solving and troubleshooting skills. Must have strong organizational skills and the ability to prioritize and work on multiple tasks. Must be able to exercise independent judgment under pressure. Must be able to accomplish assigned tasks to meet established performance standards and objectives and think through the consequences of a decision prior to making it. 

Office Technology/Computer Skills: Must be able to effectively use modern office technology and equipment, including computers, calculators, telephone and copiers with scanning and faxing capabilities. Must have fundamental experience and knowledge of word processing, database manipulation, spreadsheets, email and the knowledge to save and retrieve documents from a variety of destinations and sources. Must be able to learn the software and programs related to this position and utilized by the County.     

EDUCATION, REQUIRED LICENSES & CERTIFICATIONS

• A high-school diploma, GED, or equivalent is required. 
• Possess and maintain a current Colorado Certified Election Official certificate or have the ability to obtain it within (1) year from the date of hire.   
• Must possess and maintain a valid Colorado Driver’s License and satisfactory driving record.
• Obtains Colorado Election Official Certification required every 2 years.
• The successful candidate is required to be sworn in as an agent of the San Miguel County Clerk and Recorder’s Office to discharge duties conveyed by CRS 1-1-110.
• United States Citizenship is required.
• You may be called upon to perform duties outside your day-to-day activities to support county emergency operations. County officials are encouraged to complete National Incident Management System (NIMS) training within the first 6 months of appointment. 
• Must be able to satisfactorily pass a comprehensive criminal background check. 
• Ability to pass a CBI background check.
• Qualified candidates possessing an equivalent combination of knowledge, skills and experience will also be considered.

ADDITIONAL RESOURCES & SUPPORT

• Colorado Constitution: Article XIV
• Colorado County Clerks Association: https://www.clerkandrecorder.org
• Colorado Secretary of State - Elections & Voting: https://www.sos.state.co.us/pubs/elections/ 
• Colorado Revised Statutes:
• § 30-10-319, 320, 321, 401 through 421

APPLICATION PROCEDURE

Interested candidates are encouraged to apply immediately. All applications must be submitted online.  Select the Apply Online link, (creating an account is recommended) answer all application questions in steps 1-7. Candidates are required to attach a resume and cover letter (in step one). Please ensure all requested items are submitted and completed for consideration. Upon receiving your completed application, you will receive an email from noreply@civicplus confirming your application has been received.

Please email hr@sanmiguelcountyco.gov if you have any questions.