Deputy County Recorder

Recorder's Office Administrative Assistant

Under the general guidance and direction of the County Recorder this position performs principal administrative and supervisory duties by helping plan, organize, direct, and assess activities of the Recorder's Office to best serve the public. Performs a lead role in recording and indexing property/real estate documents and other documents, collecting accounts receivable and maintaining financial records, preparing reports, and managing office operations. Supports continuous improvement and implements appropriate changes for optimal operational performance. This position is appointed by and directly reports to the Story County Recorder. Salary is set by the Recorder and is based upon a percentage of the Recorder's compensation. Starting wage for this position will be $75,281.40.

Job Duties/Responsibilities

• Responds to inquiries and provides information to the general public, county departments, federal and state agencies, vendors, and other stakeholders.
• Assists to coordinate the recording, indexing, and key verifying of property/real estate documents and other documents in accordance with laws, regulations, policies, and procedures.
• Assists to coordinate issuance of vital records. Collects and analyzes data related to vital statistics.
• Assists to coordinate issuance of registrations and licenses for boats, off highway vehicles, and snowmobiles. Collects and analyzes data related to these services.
• Prepares correspondence, presentations, and reports. Updates website/coordinate with county on updates to social media/press releases/correspondence.
• Assists processing and payment of claims and order office supplies/equipment needs.
• Plans, coordinates, and supervises work of assigned administrative staff for compliance with laws, regulations, policies, and procedures.
• Oversees training of assigned administrative staff, ensures work is performed accurately and effectively, and evaluates performance.
• Assists to review work methods for efficient operations and to develop changes in business processes for improved services.
• Prepares billing statements for businesses using services of the Recorder's office, assists with the collection of accounts receivable, balances payments received. May prepare deposits, regular financial reports, and assist with management of financial records.
• Assists in establishing future departmental needs and participates in the budgetary process.
• Must be capable of regular and predictable attendance to perform assigned responsibilities.
• Performs additional duties as assigned.
• Performs the duties of the County Recorder when delegated.

Knowledge Required by the Position

• Knowledge of applicable laws, codes, regulations, policies, and procedures.
• Knowledge of legal terminology, property/real estate practices, and associated documents (such as affidavits, deeds, liens, mortgages, plats, real estate contracts, releases, and miscellaneous documents).
• Knowledge of professional communication with correct use of business English.
• Knowledge of accounting, budgeting, and financial management principles and practices.
• Knowledge of human resource management principles and practices, leadership, and team building.
• Knowledge of records management and public records.
• Knowledge of document management software.
• Knowledge of quality assurance methods and continuous improvement.
• Skill in excelling in customer service to handle inquiries, process requests, and address concerns.
• Skill in communicating effectively both orally and in writing with diverse audiences.
• Skill in organizing work, being attentive to details, and performing with accuracy and efficiency.
• Skill in maintaining confidentiality.
• Skill in establishing cooperative working relationships and collaborating with others.
• Skill in analyzing issues, identifying alternative solutions, and solving problems.
• Skill in multitasking and managing multiple priorities often with frequent interruptions and tight deadlines.
• Skill in analyzing data, compiling reports, and preparing presentations.
• Skill in creating checklists, standard operating procedures, and templates to support operations.
• Skill in interpreting and applying laws, regulations, policies, and procedures.
• Skill in planning, supervising, assessing, and guiding the work of administrative staff.
• Skill in navigating multiple software applications and multiple technologies.

Qualifications

Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for three to five years that includes at least two years in a supervisory role. Possession of or ability to readily obtain a valid driver's license issued by the State of Iowa for the type of vehicle or equipment operated.

Physical & Environmental Characteristics

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee occasionally lifts light (24 pounds or less) and heavy (25 pounds or more) objects.
• The work is typically performed in an office.
• Attendance, dependability, and punctuality are vital.