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Position Summary

 

The Deputy Register of Deeds serves as personal staff to the Register of Deeds per county resolution. Under the supervision of the Register of Deeds, the Deputy position involves technical, clerical and financial duties in assisting with the operation of the Register of Deeds office. The employee in this position is responsible for the smooth operation, processing and maintenance of records. Work is subject to review by the Register of Deeds. 

Minimum education/experience required: High School diploma or GED equivalent. *Preferred candidate must be proficient in reading cursive handwriting and have legible penmanship.

 

 

Essential Functions

 

·       Assists the Register of Deeds with duties and directs the operation of the office in the Register of Deeds absence;

·       Responsible for reception record and bookkeeping;

·       Assists with the indexing of instruments in tract indexes and grantor/grantee;

·       Inputs instruments into the Document Imaging System;

·       Assists the public in the preparation of forms and statements;

·       Responds to public inquiries both in person and over the telephone.

 

  

Marginal Functions

 

·       Performs other duties as deemed necessary or assigned;

·       Attends training seminars and classes as required by the Register of Deeds;

·       May be required to cross train in other suitable county departments.

Position Requirements

 

Experience: Clerical and/or records maintenance experience preferred. Employee is expected to have acquired the necessary information and skills within six months in the position.

 

Education: High school diploma or GED equivalent. Technical degree or some college credit in clerical or secretarial work or a related field is preferred.

 

Technical Skills: Strong analytical, documentation and organizational skills. Ability to deal tactfully with other persons and to communicate effectively and clearly, both orally and in writing. Proficiency in using computer software applications to include word processing, spreadsheets and databases. Ability to access, input and retrieve information from the computer. Ability to efficiently operate typewriters, adding machines, computers, photocopiers and related office machines. Knowledge of business correspondence, filing, typing and clerical procedures. Ability to understand and interpret real property legal descriptions.

 

Problem Solving: Limited problem solving exists in relation to the daily performance of departmental functions.

 

Decision-Making: Limited decision making responsibilities. Decisions involve determining the proper recording of documents and relaying correct information to the public.

 

Supervision:   Occasional supervision of subordinate personnel in the absence of the Register of Deeds. Job decisions and work performance is reviewed by the Register of Deeds.

 

Financial Accountability: Employee may assist the Register of Deeds in the annual departmental budgetary process. Employee is accountable for proper recording of fees collected from the public.

 

Personal Relations: Occasional contact with county departments and extensive contact with the general public.

 

Working Conditions: Adverse working conditions do not exist in this position. Work hours are generally 8:00AM to 5:00PM with some overtime possibly required upon approval of supervisor.

 

Physical Requirements: To perform the duties of this job, the employee must have fine and gross manual dexterity. Specific vision abilities required by this position include close vision, color vision and depth perception. Ability to sit and stand for longs periods of time. Ability to lift up to twenty-five (25) pounds; bend, stoop and kneel.