Document Specialist

Job TitleThe Recorder of Deeds is seeking a detail-oriented team player with data entry experience for this entry level position. Understanding of legal documents relating to property is a plus. Maintain Recorder of Deeds public Search Room. Perform deed and title research of land records in conjunction with the County's UPI program. Provide excellent customer service.Essential DutiesGreet customers and answer phones. Handle inquiries and/or direct calls to appropriate staff member or other county departments. Refer to outside agencies as necessary.Maintain positive and courteous relations with the public.Help customers search and copy land record documents available on our public access system, on microfilm, and historical record and index books dating back to the 1700's.Print, certify and cashier copies of documents for the public.Open/close and maintain cash station.Process Name Searches for open mortgages prior to court hearing for name changes.Examine incoming documents for recordability, correct UPI format.Perform deed research to verify UPI accuracy and property ownership using our Records Management System, ChescoViews, and Chester County EFilm.Process daily mail, Fed Ex, UPS.Scan recorded documents into our Records Management System.Timestamp, label and file Subdivision Plans and Mapfiles.Index documents for Document Date, Grantor, Grantee, UPI, Municipality, Legal Description, Related Book and Page.Make indexing corrections suggested after outside vendor review.Mail recorded documents back to original submitters.Work with title companies, law firms and other counties to determine proper UPI numbers.Work with the Assessment Department and other taxing entities to solve problems.Handle customer requests for information regarding property owners, addresses, map products, etc.Maintain records using department procedures.Contribute to daily workflow and departmental goals.Perform other duties, tasks and special projects, as required.After mastery of Search Room and BLR functions, may be required to calculate and collect all recording fees and state and local realty transfer taxes, and place documents on the Record with 100% accuracy.Qualifications/Preferred Skills, Knowledge & ExperienceHigh School Diploma or General Education Degree (GED).Good time management and organizational skills.Strong interpersonal and customer service skills.Accurate and detail oriented with good verbal and written communication skills.Ability to recognize a legal document's content, intent and the parties involved.Ability to read maps and concentrate for long periods of time.Basic knowledge of the operation of standard office equipment such as copy machines and scanners.Knowledge and skill to read and interpret legal descriptions and maps.Ability to interface effectively with all levels of County government.Easily adapts to changes in the work environment.Ability to use common sense understanding to carry out written or verbal instructions.Problem-solving and research skills.Ability to follow office protocols and resolve routine problems.Ability to work independently or as part of a team and proceed with objectives.Flexible and proactive, with an ability to carry tasks to completion.Exhibits a strong work ethic and a willingness to learn new tasks.Professionalism, integrity, and honesty with an ability to handle confidential matters.Preferred Skills, Knowledge & Experience:College degree or work experience in real estate related industry or government.Data entry experience or mortgage or title company experience.One or more years of experience in customer service.Knowledge and familiarity with legal documents pertaining to real estate land transfers.Basic knowledge and understanding of the County's townships, cities and boroughs.Working knowledge or the ability to learn Tyler Records Management System.Paralegal, notary or other legal background or experience.Additional InformationRelevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:Basic to Intermediate Office Suite Skills, (Word, Excel, PowerPoint, and Explorer).Basic Outlook Skills (email and calendar)Knowledge and skill with database and spreadsheet applications.Experience with or the ability to learn Records Management SystemsExperience with or the ability to learn BLR applications for UPI verificationExperience with or the ability to learn Microfilm viewer/printer, large format scanner/printer, cash registerPhysical Demands: While performing the duties of this position, the employee is frequently required to stand, walk, sit, talk or hear, and lift and carry items. Occasionally, the employee may need to reach above shoulders; work with arms above shoulder height; bend at the waist or work while bent at the waist; kneel, stoop, crouch or squat; twist or rotate at the waist; push items; work with office machinery. The special vision requirement listed for this position is: Close vision in order to view document images, maps and microfilm.Work Environment: The noise level in the work environment is usually quiet to moderate. Will work inside in an office environment. Work can be stressful and is often a production environment with daily deadlines.Other: Ability to work extended hours, as necessary. This position plays a critical role in the ongoing collection of recording and UPI fees, real estate transfer taxes and maintenance of the County's tax rolls. This position requires close supervision.