Administrative Assistant - Register of Deeds

Position Summary

: Under the supervision of the Register of Deeds, the Administrative Assistant performs responsible bookkeeping and clerical duties, assists in the recording of documents pertaining to real estate and Uniform Commercial Code Filings, and is fully cross-trained in all department functions. The employee in this position is frequently expected to act independently in answering citizen inquiries, typing correspondence, preparing billing, scheduling appointments and maintaining the office in good working order. Provides information and assistance to public on government agency programs and procedures: Explains regulations, agency policies, form completion procedures, obtain required documents.

Examples of Work (Essential Functions):

Directs and instructs the public how to use records in the office and on the county web site; Assists customers on inquires and document submission, provides information and direction on the telephone or at the counter; takes messages, or transfers calls to other county offices; Sends copies of requested documents to customers and bills them for the charge or withdraws funds for payment from prepaid accounts; Evaluates documents for recording to assure all information is available, original, and complete, validate documents; Computes, collects proper fees and receipts money for documents; Performs quality control of documents with coworkers; Records documents electronically and by hard copy for deeds, mortgages, easements, oil and gas leases, plats into the land index books; Scans documents into CIC, confirms image; Performs balancing at the end of each day; Prepares daily deposit; Records statistics on all activities, prepares monthly report on number of instruments reported; prepares a daily report for title companies; Types and files correspondences, reports and records; Responsible for filing and maintaining Uniform Commercial Code filings, searches, and purging of records; Maintains office equipment; Maintains public information on the County Register of Deeds site; Maintains, numbers, dates, files, purges Real Estate Sales Validation Questionnaires; Maintains files in an orderly accessible manner; Performs other duties as deemed necessary or as required. Examples of Work (Marginal Functions):

Collects and sorts mail; Maintains records of sick and vacation time; Maintains various logs and recording sheets and departmental files; Reconciles back accounts; Schedules appointments. Certificate, License

: Notary Public. Required Education and/or Experience:

One year related experience, High School Diploma or G.E.D.; or equivalent combination of education and experience. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after six months in the position. Clerical and bookkeeping experience. Preferred Education and/or Experience

: Two years related experience, High School Diploma or G.E.D.; or Associate’s degree; or equivalent combination of education and experience. Abilities, Knowledge, Skills:

Ability to express or exchange ideas by means of communication, and convey and receive detailed or important information and instructions to and from the general public; Ability to follow oral and written instructions; Ability to operate a typewriter, computer, and other related office equipment; Ability to reliably and predictably carry out duties; Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence; Ability to speak effectively before groups of customers or employees of an organization; Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume; Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form; Ability to deal with problems involving several concrete variables in standardized situations; Knowledge of office practices and procedures, bookkeeping principles; Knowledge of principles and processes for providing customer and personal services; Knowledge of county geography and meaning of legal descriptions, legal documents; Skill in interpersonal, oral and written communication. Problem Solving

: Problem solving exists in this position. Problems include handling citizen complaints and concerns. Decision Making

: Decision-making exists in this position. Decisions include establishing job priorities. Accountability

: Employee is responsible for funds collected in the office. Employee is not responsible for budgetary control of the department and does not participate in the annual budget process. Supervision

: Supervision is provided and job related decisions are reviewed by the department head or supervisor as necessary. Employee does not have responsibility over subordinate personnel. Personal Relationships

: Continual contact with other county departments and the general public. Working Conditions

: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate. Physical Requirements

: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. Lifting, moving, pushing or pulling up to 25 pounds does generally occur. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus. Heavy computer data entry. Sustained movements of the wrists, hands and/or fingers in typing or otherwise working primarily with the fingers rather than the whole hand or arm. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all essential functions, marginal functions, responsibilities, duties, and skills required of personnel so classified in this position.