• Job Description

  Req#: 4951145
  Under the general direction of the Director, Finance Agency, the County Clerk-Recorder is responsible for the planning, organizing, directing and administration of the overall operation of the Clerk-Recorder’s Office. The department is responsible for the recording and filing of various authorized documents such as real estate records, maps, fictitious business names, notary oaths and bonds, etc.; providing access and copies of official records for the public; issuing certified copies of all births, deaths, and marriages in the County of Santa Clara; issuing marriage licenses, officiating marriage ceremonies; and managing County records.
  
  Recruitment Brochure
  To learn more about this position, click here.
  
  
  Filing Period and Application Procedur e
  Final Filing Date: Friday, June 20, 2025. The recruitment may be extended or closed as early as 10 days after issue date. You are encouraged to apply as soon as possible and to monitor this site for updated closing information.
  
  This recruitment requires the submission of an online application. No paper applications will be accepted. Applicants must apply online at www.sccjobs.org.
  
  It is important that the following information be included in your application packet as it will be evaluated during the competitive review process:
  
  1. Résumé;
  2. References contact information (minimum of 3);
  3. Cover letter explaining why you are the ideal candidate including specific examples from your experience (maximum of 3 pages);
  4. Complete responses to the supplemental questions.
  
  Questions regarding this Executive recruitment may be directed to Adrian Cudal, Executive Services at 408.299.5851 or adrian.cudal@esa.sccgov.org
  
  
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  • Administers, through subordinate managers and supervisors, the professional and technical work of the Clerk Recorder’s Office and the County Archives;
  • Monitors, reviews, and analyzes new or proposed legislation and regulations and determines the impact on the County;
  • Implements and administers state and local laws relating to the County Clerk-Recorder and County records management;
  • Establishes and maintains goals, objectives, and plans for carrying out the functions of the Department consistent with overall County and Finance Agency goals, and community needs;
  • Plans, organizes, manages, and evaluates the staff and functions of the multiple divisions of the Department;
  • Represents the Director of Finance in assuming leadership roles, such as serving as chair, or as a member of, various committees, task forces and advisory boards;
  • Ensures the development of policies and procedures, controls, and reporting systems for the effective administration and implementation of services, functions, and legal requirements;
  • Maintains awareness of best practices, and significant developments in the functions of the county clerk-recorder and records management industry, and updates policies and procedures accordingly;
  • Participates in the design, procurement, implementation and ongoing administration and update of records and document management systems;
  • Manages the development and execution of strategic, business, and operational plans for the department by establishing relevant priorities and key responsibilities;
  • Determines and implements policies, practices, procedures, priorities, and work standards that affect the department as well as the agency and County as a whole to enhance service deliveries;
  • Reviews organizational structure and issues and operational methods for maximum efficiency and effectiveness;
  • Establishes and maintains effective working relationships with staff, other departments, agencies, and the public;
  • Develops and maintains effective working relationships with Federal, State, and local government agencies and community groups to ensure service goals/requirements are met and to coordinate for program effectiveness and efficiencies.
  • Directs the preparation, review, and control of the department’s annual budget;
  • Prepares, reviews, and approves detailed reports and correspondence;
  • May be assigned Disaster Service Worker duties, as assigned; and
  • Performs related duties and special projects as required.
  
  
  
  Sufficient education, training and experience, which demonstrate the ability to perform the above management responsibilities and possession of the following knowledge and abilities.
  
  Experience Note: The qualified candidate would typically possess education and experience equivalent to a Bachelor's Degree in either Law, Business, Public Administration, Information Management, Records Management or closely related field and a minimum of five (5) to eight (8) years progressively responsible experience in the management of a County Clerk and/or Recorder's Office and/or document archiving procedures and retention. A Master's degree is highly desirable.
  
  Knowledge of:
  • Principles and practices of management necessary to plan, organize, direct, manage, and evaluate programs, administrative policies, organizational structures, staff and services;
  • Principles, practices and techniques of governmental administration, organization, budget preparation, personnel management, labor relations, counseling, supervision, training and development, financial administration, and public relations for local government;
  • Federal , State and County legislation, codes, regulations, and polices pertinent to the functions of the County Clerk-Recorder’s Office and records retention and management;
  • Modern technology systems and financial applications for systems management;
  • Professional standards for excellent customer service in a public records setting;
  • Basic principles of records and document systems management; and
  • Principles and techniques of effective public and media relations.
  
  Ability to:
  • Plan, organize, manage, and evaluate the functions and staff of the Clerk-Recorder’s Office and the County Archives;
  • Evaluate, develop, implement, enforce and interpret objectives, goals, policies and procedures, to meet standards for the archiving of records for preservation, access, and retrieval and to satisfy all applicable laws, codes and regulations;
  • Evaluate alternative solutions, recommend or adopt effective courses of action; and
  • Develop budget and project revenues and expenditures for the programs;
  • Interpret, explain, and enforce the provisions of governing laws and regulations;
  • Analyze new and proposed legislation and evaluate the impact on the operation of the department;
  • Prepare clear, concise correspondence, reports, and instructions;
  • Oversee and manage modern information technology systems and software applications for information access and retrieval;
  • Create and deliver records-related training to individuals and groups
  • Oversee the records retention schedule pursuant to the County's records retention policy;
  • Ensure proper preservation and archiving of records and documents;
  • Effectively communicate to diverse audiences at all levels within the organization and the public.
  • Establish and maintain effective working relationships with staff, government officials, the general public, community groups, and the media.
  
  
  

• About the company

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