Harvey County

Office Associate - Harvey County

Newton, KS

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Minimum starting rate: $17.98/hour

Employment type: Full-time

Summary: Under the general supervision of the Register of Deeds, this non-exempt position is responsible for administrative and clerical support of the Register of Deeds department and support functions for Harvey County to record and index documents. Work involves responsibility for maintaining data and records, data entry support, filing support, researching land records and legal descriptions, real estate records, and processing passports.

Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Answer telephones, direct calls, and take messages.
- Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, and address questions.
- Compute, record, and proofread data, records, descriptions, and other information, for records or reports.
- Type, format, proofread, and edit correspondence and other documents.
- May count and handle money, receipt money from customers, balance cash in drawers, deposit funds in vault, balance funds, accounts and books.
- Maintain and update filing, mailing, database systems, records, either manually or using a computer related to update records and changes.
- Perform other duties such as data entry, refunds, daily deposits, mailings, filing, typing, correspondence, preparing bulk mail, records management and scanning.
- Respond to routine inquires from telephone callers and visitors. Direct information to other departments if necessary, and review documents for accuracy, completeness, and proper signatures.
- Use software to enter and produce correspondence, reports, tables, and financial schedules.
- Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
- Compile, copy, sort, and file records of recording activities.
- Compute, record, and proofread data and other information, such as records or reports.
- Review files, records, and other documents to obtain information to respond to requests. Prepare lists of all legal instruments applying to a specific piece of land and the buildings on it.
- Examine and record land records and documentation such as mortgages, deeds, liens, judgments, easements, plats, contracts, and agreements in order to verify factors such as properties' legal descriptions, ownership, or restrictions.
- Read search requests in order to ascertain types of title evidence required and to obtain descriptions of properties and names of involved parties.
- Copy or summarize recorded documents, such as mortgages, trust deeds, and contracts that affect property titles.
- Examine individual titles in order to determine if restrictions, such as delinquent taxes, will affect titles and limit property use.
- Enter into record-keeping systems appropriate data needed to create new title records or update existing ones.
- Transition land record data between computer systems and backup systems, distributing copies to appropriate parties and places.

Competencies:
Customer Focus and Public Relations - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Safety - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Able to read and effectively interpret information.
Accountability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Education and/or Experience:
High school education or G.E.D.; six months to twelve months related experience or training; or equivalent combination of education and experience.

Preferred Education and/or Experience:
Associate's degree or equivalent from two year-college or technical school; or one year to two years related experience and/or training; or equivalent combination of education and experience.

Language Skills:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:
Must possess strong computer skills that at a minimum include Microsoft Office Suite products including Word and Excel.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Applications are available in the Administration Office of the Harvey County Courthouse, 800 N. Main St., Newton, KS, or you can apply online on this job posting.

Vacancy open until filled. EOE.