First Deputy - Register of Deeds

Job Description

This position serves as the Chief Deputy and second-in-command to the Register of Deeds and assists with the administration, supervision, coordination, and daily operations of the Register of Deeds Office. The position provides advanced technical expertise in real estate and vital records recording, applies and interprets applicable Wisconsin Statutes, regulations, and County policies, and exercises independent judgment in the review and processing of documents and records. The First Deputy also provides leadership and direction to office staff, assists with financial and administrative functions, and supports continuous improvement of office procedures and services. The position is responsible for ensuring that office functions are performed accurately, efficiently, consistently, and in compliance with applicable laws, regulations, and established procedures. The First Deputy assumes the duties and responsibilities of the Register of Deeds during the Registrar's absence and performs other duties and responsibilities delegated by the Register of Deeds.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Reviews, analyzes, evaluates, and interprets real estate documents, legal descriptions, vital records and related materials to immediately determine compliance with statutory and recording requirements; identifies deficiencies and communicates necessary corrections.
• Applies and interprets Wisconsin Statutes, federal and state regulations, Department of Revenue and Department of Health Services requirements, County policies, and office procedures when reviewing real estate and vital records.
• Prepares, issues, and certifies copies of real estate records and vital records in accordance with applicable laws, and responds to authorized requests from the general public, government agencies, and other authorized parties.
• Provides advanced technical assistance, information, and education on related Wisconsin Statutes to property professionals, government agencies, county staff, and members of the public regarding recording requirements, real estate records, legal descriptions, vital records, applicable statutes, and office procedures.
• Resolves complex recording and records-related issues by researching applicable requirements, evaluating available information, determining appropriate action, and coordinating with the Register of Deeds, other County departments, state agencies, government officials, and other parties when necessary.
• Provides technical assistance and support regarding the use of County and state systems and websites, including the County Website/GIS system, Wisconsin Department of Revenue website/Electronic Transfer Return system, State Vital Records System and other specialized systems used by the Register of Deeds Office.
• Performs and oversees bookkeeping and financial functions including charge accounts, escrow accounts, invoices, deposits, delinquent accounts, NSF checks, account reconciliation and balancing, financial record maintenance, and resolution of financial discrepancies or account issues.
• Prepares, reviews, and interprets daily, monthly, quarterly, annual, statistical, and operational reports for distribution to government agencies, County departments, management, and other stakeholders.
• Directs and oversees the daily work of other office personnel, assigns and prioritizes work; reviews work for accuracy, completeness, timeliness, and compliance; provides coaching, mentoring, performance guidance, and technical assistance; and addresses operational or work-related issues as appropriate.
• Trains new and existing staff regarding office procedures, recording requirements, systems, statutory requirements, customer service expectations, and other duties necessary for the effective operation of the Register of Deeds Office.
• Maintains appropriate inventory levels and purchases office supplies and materials, in accordance with County procedures, operational needs, and budgetary recommendations.
• Assists the Register of Deeds with preparation and monitoring of the annual department budget, identification of operational and resource needs, expenditure review, and year-end analysis and preparation of information for auditors.
• Performs the functions assigned to Register of Deeds Second Deputies, and other duties within the scope of the position as assigned by the Register of Deeds.
• Provides administrative support to the Register of Deeds including preparing, reviewing, and editing correspondence, documents, spreadsheets, reports, and other administrative materials.
• Assumes the duties and responsibilities of the Register of Deeds during the Registrar's absence, including compliance, financial and administrative responsibilities, and other duties necessary for the continued operation of the office.
• Performs other duties as assigned.

This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes.

• Comprehensive knowledge of and ability to read, interpret, and apply legal descriptions, deeds, real estate documents, vital records, maps, statutory language, administrative practices, office procedures, County policies, and related written materials applicable to the function of the Register of Deeds Office.
• Knowledge of Wisconsin Statutes and applicable requirements established by the Wisconsin Department of Revenue, Department of Health Services and Department of Financial Institutions, and other governmental authorities relevant to the functions of the Register of Deeds Office.
• Strong organizational and time management skills to handle a high volume of detailed work accurately and independently, prioritize competing responsibilities, respond to interruptions, and adjust priorities as operational needs, deadlines, and work demand changes with minimal direction and supervision.
• Ability to apply sound and ethical judgment, discretion, and ethical decision making when handling records and financial information, and maintain confidentiality regarding public records, business-related files, reports, and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Ability to prepare, review, analyze and maintain accurate, organized, complete, and legible records, notes, reports, correspondence, and other documentation.
• Knowledge of state and federal government agencies relevant to the position, local government organization and its departmental operating requirements.
• Ability to establish and maintain effective working relationships with coworkers, elected officials, government agencies, property professionals, other stakeholders, and members of the public.
• Ability to provide effective customer service, respond appropriately to questions and concerns, explain requirements, resolve routine and complex issues, and maintain professionalism during difficult or stressful interactions,
• Considerable knowledge of modern office practices, procedures, equipment, office assistance techniques and the computer applications necessary to perform the duties of the position.
• Ability to analyze information, identify discrepancies or deficiencies, research applicable requirements and determine appropriate actions.
• Knowledge of the use of a multi-line telephone system.
• Ability to effectively operate standard office equipment and use word processing, spreadsheet, database, GIS, financial, and other specialized applications, including simultaneously entering, retrieving, reviewing, and verifying information across multiple systems at a reasonable rate of speed and in a timely manner.
• Ability to provide direction, training, coaching, mentoring, and technical assistance to other employees and to support consistent application of office procedures and requirements.
• Ability to work the allocated hours of the position.

This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner.

• Ability to communicate clearly, effectively, and professionally in English, both verbally and in writing, with coworkers, supervisor, elected officials, government agencies, property professionals, other stakeholders, and the general public.
• Ability to engage with the public and all business partners, handle inquiries, ask appropriate clarifying questions, resolve conflicts, and build positive relationships with a diverse population.
• Ability to read comprehend, and accurately interpret typed, handwritten, and cursive writings, including complex legal, technical, regulatory, and administrative documents relevant to the position.
• Ability to listen actively and accurately understand verbal instructions or concerns.

Ability to perform accurate mathematical calculations using addition, subtraction, multiplication, division, percentages, and other routine mathematical calculations and to apply those calculations accurately to financial and administrative information.

• Ability to identify, compile, research, analyze, interpret, resolve and verify mathematical or financial discrepancies by comparing source documents, system records, reports, and account information.
• Ability to apply mathematical reasoning and attention to detail to ensure accuracy and completeness of financial and operational information.

This section outlines the cognitive skills required to perform the job effectively. This includes the ability to apply logic, make decisions, solve problems, and understand complex information.

• Ability to understand, interpret and apply applicable laws, regulations, policies, procedures, and effectively carry out verbal and written instructions to support accurate decision-making, legal compliance, and effective administration of the Register of Deeds functions.
• Ability to identify and define complex problems; analyze information from multiple sources; recognize patterns and implications; consider alternative perspectives and potential consequences; and draw logical, well-supported conclusions or determine appropriate actions in a timely manner.
• Ability to think quickly, maintain self-control, and adapt to changing priorities and high-pressure or stressful situations.

The physical and work environment characteristics described in this description are