Deputy Register of Deeds - Part-time

TITLE: Deputy Register of Deeds

DEPARTMENT: Register of Deeds

LOCATION: Government Center

SUMMARY:

This is a semi-skilled, entry level position in the Deputy Classification. Works average of 28 hours per week, (1,500 per year). Weekly hours may vary depending on needs of the department. Under the general direction of the Register of Deeds or the Chief Deputy Register of Deeds, performs work in the recording and indexing of all instruments and writings authorized by Wisconsin State Statutes in relation to real estate documents and performs all duties and functions as required by Wisconsin State Statutes with regards to State Vital Records.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Reviews real estate documents presented for recording according to Wisconsin State Statutes and makes determinations as to whether to accept or reject the documents.
• Communicate with attorneys, surveyors, title company representatives and other customers regarding statutory requirements.
• Receipt, enter and index documents into computer software.
• Reviews images for quality, accuracy, and defects
• Aids the public for requests of real estate and vital records.
• Properly answers telephone, forwards calls and/or takes accurate messages.
• Assists with processing, indexing and scanning of vital records as required.
• Assists with online requests of vital records.
• Assists with daily mail requests.
• Assists genealogists as required.
• Assists the Chief Deputy with the duties of the register of deeds in their absence.
• Assists in implementing operational policies, goals and objectives for the department; assures office processes are carried out according to federal, state and county laws, ordinances, rules and regulations.
• Assists in developing long and short-range planning and needs assessment for the improvement of the office.

EDUCATION REQUIREMENTS

• High School diploma or its equivalent with a minimum of three (3) years of office experience, with general office procedures and computer knowledge. Reading and understanding legal description, real estate recording documents is preferred.

KNOWLEDGE, SKILLS, LICENSURE AND EXPERIENCE REQUIRED

• Ability to operate optical imaging system.
• Ability to operate Windows based PC.
• Ability to efficiently operate Microsoft Office with Excel and Word
• Ability to use general office equipment such as a calculator, copy machine, phones, typewriter and other equipment required to perform job duties.
• Ability to maintain confidentiality of records.
• Ability to accurately type a minimum of 40 words per minute.
• Knowledge of business correspondence format, grammar, English and Spelling
• Ability to establish and maintain effective working and public relationships.
• Ability to understand and effectively carry out written and oral instructions.
• Ability to work under limited supervision once the job training is completed.
• Perform related functions as assigned.
• Ability to pass a written real estate aptitude exam may be required.
• General knowledge of land descriptions and maps is helpful
• General geographical knowledge of Green Lake County is helpful.
  
  

PHYSIAL REQUIREMENTS

• Frequent bending, lifting, twisting, stretching, squatting, sitting, standing and walking.
• Approximately 60% of the time is spent sitting, talking and hearing.
• Approximately 20% of the time is spent walking or standing
• Approximately 20% of the time is spent performing medium lifting (25-50 pounds), carrying, bending and reaching, stooping, climbing or kneeling
• In unusual situations lifting heavier (than above stated weight) may be required.

This is a public service position, and employee is required to be courteous, cooperative and respectful at all times with the public and clients; also establishes and maintains a courteous and cooperative and respectful working relationship with other employees, supervisors and public officials.

This position description has been prepared to assist in defining job responsibilities, physical demands, working conditions and needed skills. It is not intended as a complete list of job duties, responsibilities and/or essential functions. This description is not intended to limit or modify the rights of any supervisor to assign, direct, and control the work of employees under supervision. The county retains and reserves any and all rights to change, modify, amend, add to or delete from, any section of this document as it deems, in its' judgment, to be proper.