Recorder Data Entry/2nd Deputy

Incumbent serves as Recorder Data Entry for the Recorder, responsible for reviewing documents submitted for recording, checking for recording requirements, and assisting the public with questions regarding recording process. This is full-time position with benefits, working 7 hours/day, 35 hours/week.

DUTIES:

Opens office, cash drawers, logs on computers, and opens incoming mail to prepare for daily functions and operations of the office.

Enters data for all recorded documents, balances cash drawers, prints required reports, and works on back loading documents.

Reviews documents to ensure compliance with all Indiana Codes for recording process, and retrieves documents, makes copies, certifies documents, and sends faxes.

Calculates departments fees, provides documents that transfer property to the Auditor’s Office for review, and facilitates e-recording software and reviews documents.

Answers telephone and greets office visitors, answering questions and providing assistance.

Assists public with equipment operation, making copies, and searching records.

Prints daily reports and records various documents.

Communicates with other County offices for statutory approvals.

Cross trains and performs duties of other department staff as assigned to ensure completion of tasks.

JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED.

Must be at least 18 years of age.

Working knowledge of state statues pertaining to document recording and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard office procedures with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations, such as scanning and microfilming documents.

Working knowledge of standard English grammar, spelling, and punctuation and ability to type with speed and accuracy.

Ability to cross train and perform duties of other department staff.

Ability to provide public access to, or maintain confidentiality of, department information and records according to state requirements.

Ability to comply with all employer and department personnel policies and work rules including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to effectively communicate orally and in writing with co-workers, other County departments, CSI Computer Systems, Dox PoP, banking institutions, surveyors, abstractors, other companies or agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to compute and perform arithmetic operations.

Ability to compile, collate, or classify data.

Ability to analyze, evaluate, observe, or investigate information.

Ability to properly operate a variety of standard office equipment, including computer, telephone, calculator, fax machine, microfilm reader, printers, postage meters, scanner, and typewriter.

Ability to work rapidly for long periods, work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to maintain accurate and organized files.

Ability to understand and follow oral and written instructions, and memorize and retain instructions.

Ability to work alone under minimum supervision and with others in a team environment.

Ability to occasionally work extended hours and travel out of town for meetings/conferences, sometimes overnight.

RESPONSIBILITY:

Incumbent’s work priorities and schedule are primarily determined by supervisor and the service needs of the public, and assignments are guided by definite objectives using a variety of methods or procedures. Incumbent plans and arranges own work, only referring to supervisor for unusual matters. Errors in work are primarily detected or prevented through procedural safeguards and notification from other departments/agencies. Undetected work errors could result in a loss of money for the department and inconvenience to other agencies or the public.

PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, CSI Computer Systems, Dox PoP, banking institutions, surveyors, abstractors, other companies or agencies, and the public for the purposes of exchanging information, negotiating, and explaining policies and procedures.

Incumbent reports directly to Recorder.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, including sitting/standing/walking for long periods, sitting/walking at will, lifting/carrying objects weighing under 25 pounds, handling/grasping objects, close and far vision, color/depth perception, bending, reaching, crouching/kneeling, speaking clearly, keyboarding, and hearing communication.

Incumbent occasionally works extended hours and travels out of town for meetings/conferences, sometimes overnight.