Santa Clara County
Assistant County Clerk-Recorder (Executive Leadership Level)
Santa Clara County, San Jose, California, United States, 95199
Overview
The County is seeking a dynamic and experienced senior executive to help lead the Clerk-Recorder Department, managing 54 full-time staff and $33.7 million revenue budget. Under the general direction of the County Clerk-Recorder, assists in managing, planning, organizing, and directing the activities and staff related to the various divisions within 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. Please Note: This is NOT an entry-level clerical position. We are seeking an experienced senior manager to help lead the Clerk-Recorder Department. Recruitment Brochure: To learn more about the position, click here.
Filing Period and Application Procedure
This recruitment is continuous until filled; the first review of applications will be on Friday, October 10, 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 https://esa.santaclaracounty.gov/career-seekers It is important that the following information be included in your application packet, as it will be evaluated during the competitive review process: Résumé; Cover letter explaining why you are the ideal candidate, including specific examples from your experience (maximum of 3 pages); Complete responses to the supplemental questions. Thorough referencing and a background investigation will be conducted once mutual interest has been established. The finalist will be asked to provide a minimum of five references, and prior authorization from the finalist will be obtained by Executive Services. Questions regarding this Executive recruitment may be directed to Adrian Cudal, Executive Services at 408.299.5851 or adrian.cudal@esa.sccgov.org Stay Informed on Our Latest Executive Leadership Recruitments Subscribe to our Executive Leadership Careers Newsletter! Click here. Or follow us on Meta, Instagram, LinkedIn.
Responsibilities
Plans, organizes, directs, monitors, and evaluates the work of multiple divisions of the Clerk-Recorder's Office and the County Archives; Reviews and analyzes proposed and new state and local laws to determine impact, makes recommendations and implements necessary changes; Assists in the formulation of policies and procedures for executing the goals and objectives of the department, recommends and implements changes in methods and procedures to improve the efficiency and effectiveness of operations; Hires or makes recommendations on hiring, promotions, transfers, suspensions or the discharge of subordinates as required; Provides oversight, through division managers, of the day-to-day operations of the department; Oversee and/or manage large complex projects; Oversees and ensures the continued utilization and efficiency of automated systems, and makes recommendations for enhancement, as necessary; Assists in the preparation, presentation, monitoring and control of the annual department budget; Maintains awareness of best practices, and significant developments in the functions of the County Clerk-Recorder, records management, and information technology industry, and updates policies and procedures accordingly; 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; Participates in the design, procurement, implementation and ongoing administration and update of records and document management systems; Assesses changes in systems and technology and makes recommendations for improvements; Ensures the continuous training of staff in activities, procedures and customer service related to the Department; Develops and maintains effective working relationships with Federal, State and Local government agencies, community groups, staff, other departments, agencies, and the public to ensure that service goals and requirements are met and coordinate program effectiveness and efficiencies; Prepares special reports as directed by the department head; Represents the County Clerk-Recorder with other agencies, County departments, meetings, and conferences; Makes presentations to State legislators, appears before community groups, and responds to media inquiries; Acts as the County Clerk-Recorder in his/her absence; May be assigned Disaster Service Worker duties, as assigned; and Performs related duties and special projects as required
Experience and Qualifications
Sufficient education, training and experience, which would demonstrate the ability to perform the above management responsibilities and the possession of the following knowledge and abilities. Experience Note : The qualified candidate would typically possess education and experience equivalent to a Bachelor\u2019s Degree in either Law, Business or Public Administration, Information Technology/Management, Records Management, Project Management or a closely related field, and a minimum of five (5) years progressively responsible experience in the management and/or development of systems within a county clerk and/or recorder's office, and/or archives or records center. A Master\u2019s degree is highly desirable. Knowledge of: Principles and practices of management necessary to plan, organize, direct, manage and evaluate programs, administer policies, organizational structures, customer and records services; Basic group dynamics and effective group or committee participation and leadership; The legislative process and the functions and operations of federal, state and local government; Principles, practices and techniques of administration, organization, budget preparation, personnel management, labor relations, counseling, supervision, training and development, financial administration, and public relations for local government; General principles and applications of information, records, and document systems; Principles of management analysis and organizational design necessary to formulate and implement administrative policy; Complex document indexing, coding and classification systems; Effective project management; Creation and management of a record retention schedule, including preservation and archival of records; and Professional standards for excellent customer service in a public records setting. Ability to: Plan, organize, manage, and evaluate the functions and staff of the Clerk-Recorder's Office and the County Archives; Analyze, develop, interpret, and enforce objectives, goals, policies, and procedures in order to meet standards for the processing, preserving, accessing, and archiving of records, and to satisfy all the provisions of new and/or proposed legislation or governing laws and regulations; Oversee the records retention schedule pursuant to the County's records retention policy Oversee and manage modern information technology systems and software applications for information access and retrieval; Organize and implement the consistent training and development of subordinate staff to optimize efficiency and customer service delivery; Manage multiple priorities and pressure, and meet deadlines in a high-volume transaction environment; Ability to investigate and analyze difficult administrative and personnel problems and implement solutions; Successfully oversee and manage multiple projects that range from simple to highly complex. Prepare clear, concise correspondence, reports, and instructions; Reason logically and creatively to define, investigate, and resolve complaints and problems; use independent and sound judgment in responding to inquiries/issues; Evaluate alternative solutions, recommend or adopt effective courses of action; and Effectively communicate to diverse audiences at all levels within the organization and the public, both orally and in writing.
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The County is seeking a dynamic and experienced senior executive to help lead the Clerk-Recorder Department, managing 54 full-time staff and $33.7 million revenue budget. Under the general direction of the County Clerk-Recorder, assists in managing, planning, organizing, and directing the activities and staff related to the various divisions within 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. Please Note: This is NOT an entry-level clerical position. We are seeking an experienced senior manager to help lead the Clerk-Recorder Department. Recruitment Brochure: To learn more about the position, click here.
Filing Period and Application Procedure
This recruitment is continuous until filled; the first review of applications will be on Friday, October 10, 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 https://esa.santaclaracounty.gov/career-seekers It is important that the following information be included in your application packet, as it will be evaluated during the competitive review process: Résumé; Cover letter explaining why you are the ideal candidate, including specific examples from your experience (maximum of 3 pages); Complete responses to the supplemental questions. Thorough referencing and a background investigation will be conducted once mutual interest has been established. The finalist will be asked to provide a minimum of five references, and prior authorization from the finalist will be obtained by Executive Services. Questions regarding this Executive recruitment may be directed to Adrian Cudal, Executive Services at 408.299.5851 or adrian.cudal@esa.sccgov.org Stay Informed on Our Latest Executive Leadership Recruitments Subscribe to our Executive Leadership Careers Newsletter! Click here. Or follow us on Meta, Instagram, LinkedIn.
Responsibilities
Plans, organizes, directs, monitors, and evaluates the work of multiple divisions of the Clerk-Recorder's Office and the County Archives; Reviews and analyzes proposed and new state and local laws to determine impact, makes recommendations and implements necessary changes; Assists in the formulation of policies and procedures for executing the goals and objectives of the department, recommends and implements changes in methods and procedures to improve the efficiency and effectiveness of operations; Hires or makes recommendations on hiring, promotions, transfers, suspensions or the discharge of subordinates as required; Provides oversight, through division managers, of the day-to-day operations of the department; Oversee and/or manage large complex projects; Oversees and ensures the continued utilization and efficiency of automated systems, and makes recommendations for enhancement, as necessary; Assists in the preparation, presentation, monitoring and control of the annual department budget; Maintains awareness of best practices, and significant developments in the functions of the County Clerk-Recorder, records management, and information technology industry, and updates policies and procedures accordingly; 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; Participates in the design, procurement, implementation and ongoing administration and update of records and document management systems; Assesses changes in systems and technology and makes recommendations for improvements; Ensures the continuous training of staff in activities, procedures and customer service related to the Department; Develops and maintains effective working relationships with Federal, State and Local government agencies, community groups, staff, other departments, agencies, and the public to ensure that service goals and requirements are met and coordinate program effectiveness and efficiencies; Prepares special reports as directed by the department head; Represents the County Clerk-Recorder with other agencies, County departments, meetings, and conferences; Makes presentations to State legislators, appears before community groups, and responds to media inquiries; Acts as the County Clerk-Recorder in his/her absence; May be assigned Disaster Service Worker duties, as assigned; and Performs related duties and special projects as required
Experience and Qualifications
Sufficient education, training and experience, which would demonstrate the ability to perform the above management responsibilities and the possession of the following knowledge and abilities. Experience Note : The qualified candidate would typically possess education and experience equivalent to a Bachelor\u2019s Degree in either Law, Business or Public Administration, Information Technology/Management, Records Management, Project Management or a closely related field, and a minimum of five (5) years progressively responsible experience in the management and/or development of systems within a county clerk and/or recorder's office, and/or archives or records center. A Master\u2019s degree is highly desirable. Knowledge of: Principles and practices of management necessary to plan, organize, direct, manage and evaluate programs, administer policies, organizational structures, customer and records services; Basic group dynamics and effective group or committee participation and leadership; The legislative process and the functions and operations of federal, state and local government; Principles, practices and techniques of administration, organization, budget preparation, personnel management, labor relations, counseling, supervision, training and development, financial administration, and public relations for local government; General principles and applications of information, records, and document systems; Principles of management analysis and organizational design necessary to formulate and implement administrative policy; Complex document indexing, coding and classification systems; Effective project management; Creation and management of a record retention schedule, including preservation and archival of records; and Professional standards for excellent customer service in a public records setting. Ability to: Plan, organize, manage, and evaluate the functions and staff of the Clerk-Recorder's Office and the County Archives; Analyze, develop, interpret, and enforce objectives, goals, policies, and procedures in order to meet standards for the processing, preserving, accessing, and archiving of records, and to satisfy all the provisions of new and/or proposed legislation or governing laws and regulations; Oversee the records retention schedule pursuant to the County's records retention policy Oversee and manage modern information technology systems and software applications for information access and retrieval; Organize and implement the consistent training and development of subordinate staff to optimize efficiency and customer service delivery; Manage multiple priorities and pressure, and meet deadlines in a high-volume transaction environment; Ability to investigate and analyze difficult administrative and personnel problems and implement solutions; Successfully oversee and manage multiple projects that range from simple to highly complex. Prepare clear, concise correspondence, reports, and instructions; Reason logically and creatively to define, investigate, and resolve complaints and problems; use independent and sound judgment in responding to inquiries/issues; Evaluate alternative solutions, recommend or adopt effective courses of action; and Effectively communicate to diverse audiences at all levels within the organization and the public, both orally and in writing.
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