Part-time Clerk/Register of Deeds Clerk

Clerical Assistant

Under the supervision of the County Clerk/Register of Deeds, performs general clerical duties including answering phones, word processing, data entry, file maintenance, reception and customer service. Answers phone calls and provides information on documents that have been recorded, fee schedules, and other information related to recording property. Provides back-up/overflow support to the County Clerk's portion of the office as needed.

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Performs general clerical duties including answering phones, word processing, data entry, file maintenance, reception and customer service.
2. Works at the counter and processes customer requests.
3. Collects fees for services and maintains cash drawer.
4. Receives documents such as deeds, mortgages, land contracts, leases and security agreements that convey or encumber title to real estate or personal property.
5. Examines documents for conformance to legal requirements and authenticity. Places proper timing information, numbering sequences, and official signature and seal on each document and inputs data into the system as required.
6. Compares data on the computer with the original recorded documents such as deeds, mortgages, and liens for accuracy.
7. Responsible for microfilming and photographing activities; prepares instruments to be photographed according to established procedures, and prepares machine for filming.
8. Returns instruments not meeting recording requirements to owners, mortgage companies, and other recording parties with an explanation of document deficiencies. Logs in, scans, and indexes rejected documents.
9. Mails recorded documents to owners, mortgage companies, and other recording parties following verification of data entry and microfilming.
10. Researches information on property, checks on the status of deeds, determines grantor-grantee, mortgager-mortgagee, survey, and other information, and answers questions related to departmental operations. Assists the general public and companies to determine accurate land ownership of property. Instructs the public on how to search records.
11. Scans documents and organizes into electronic files.
12. Provides back-up clerical support for the County Clerk portion of the operation as needed.
13. Performs other duties as directed.

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

• High school diploma or equivalent and one year of experience with real estate documents and property descriptions.
• The county, at its discretion, may consider an alternative combination of formal education and work experience.
• Michigan Vehicle Operator's License.
• Certification as a Notary Public after hire.
• Knowledge of the principles and practices of records management and office procedures.
• Knowledge of the principles and practices of local, state, and federal laws, rules, and regulations as they relate to real estate documentation, state and county recording of property, and basic bookkeeping principles.
• Ability to learn and understand vital record documents, processing of vital records and concealed pistol permits, and maintain detailed and accurate records in both electronic and non-electronic formats.
• Skill in providing customer service.
• Skill in assembling and analyzing data, and preparing accurate information.
• Skill in effectively communicating ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with county employees, contractors to the county, representatives of other governmental units, professional contacts, elected officials, court officials and the public.
• Skill in the use of office equipment and technology, including Microsoft Suite applications, database entry and the ability to learn new software programs applicable to the position.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodations will be made, as needed, for office employees required to lift or move objects that exceed this weight. The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.