Register of Deeds Specialist-Part Time

This is at Part-Time 16hr/week Position

Primary reference resource for obtaining information concerning vital records, real estate records and personal property recordings. Directly responsible for the duties necessary for the review, recording, indexing, accessing, bookkeeping and preparation of certified copies of vital records of all birth, death, marriages, divorces and domestic partnerships in Rock County, all military discharge records and legal instruments affecting interest in real estate. 

95% - Primary reference resource of obtaining information concerning vital records, real estate records and personal property recordings:

• Reviews real estate documents for accuracy, completion and conformity under state statute before being accepted.
• Prepares real estate documents for recording and stat entry.
• Searches real estate database for recorded and filed documents.
• Performs quality control of real estate documents.
• Scan recorded documents and vital records
• Assigns numbers to vital records, indexes and file records and send originals to State Vital Statistics.
• Prepares amendments to vital records according to statutory and administrative code procedures.
• Reviews death and marriage records for completeness and accuracy according to statutory and administrative code requirements.
• Receives, reviews, indexes and files military discharge papers presented by veterans services.
• Processes, collects fees, generate computer receipts, balance daily cash, check, charge and escrow accounts; review and verify receipts and reports and make adjusting entries as required.
• Reviews the application forms and personal identification presented by counter or mail for certified copies of vital records.
• Maintain the indexes, locates the records, prepares certified copies of documents for customers or other agencies.
• Explains to general public how to search the real estate records and the vital records open to the public.
• Examines and verifies Uniform Commercial Code filings.
• Works the counter as needed.
• Answers correspondence through email, mail and telephone.
• Retrieves and processes orders and recordings from secure websites.
• Acts as agent for the Wisconsin Department of Safety and Professional Services to complete stipulation and waiver forms for Rental Unit Efficiency Standards and collects appropriate fees.   

5% - Performs other duties as assigned. 

• Knowledge of real estate documents related to ownership and other types of interest in real estate.
• Knowledge of the varied methods of real estate financing.
• Knowledge of state statute related to real estate instruments and recording documents.
• Knowledge of legal descriptions related to real estate.
• Ability to identify document types and the ability to locate and enter appropriate information into a complex database index.
• Knowledge of state statute related to vital records and the recording of such documents.
• Knowledge of document indexing.
• Knowledge of basic system analysis, principles and practices.
• Knowledge of general computer skills and Microsoft Office Suite.
• Knowledge of computerized record keeping.
• Ability to enter data accurately and at an acceptable rate.
• Ability to enter large amounts of money into a cashiering system correctly and maintain the bookkeeping system for these fees accurately and correctly.
• Ability to interpret, explain, and apply policies, regulations, laws and procedures.
• Ability to establish and maintain effective working relationships with other employees, cooperative agencies, other departments and the public
• Skill in communicating effectively, orally and in writing
• Ability to assist in implementing new programs and to assist in the training of staff.
• Ability to perform assigned functions with a minimum of error.

• Requires any combination of training and experience equivalent to three (3) years of clerical experience.
• Computer experience in Windows and Microsoft Office.
• One (1) year of substantial involvement with a wide variety of real estate documents.
• One (1) year of involvement with vital records preferred.

Physical elements:

• Ability to sit for long periods of time.
• Ability to lift up to 30 pounds occasionally or a negligible amount of force frequently to lift, carry, push or pull.
• Ability to bend occasionally.

Equipment use:

• Ability to use a keyboard efficiently and accurately.
• Familiar with the use of other types of office equipment such as printer, scanner, copy/fax machine, etc.

Working conditions:

• Almost all work indoors.

Salary : $25 - $27