Deputy Clerk

Job Summary:
The Deputy Recorder provides highly responsible administrative work involving direction of a variety of business management or support service functions. The daily workflow assigned to the individual in this position reports to the Elected Recorder of Deeds.

Principal Accountabilities:

• Plans, assigns, reviews, and coordinates the work of unit engaged in preparing, reviewing, posting, and processing a variety of legal, financial, procedural, and informational documents.


• Performs highly responsible administrative duties requiring the exercise of initiative and independent judgment in devising and installing work methods and in applying complex rules, procedures, and regulations.


• Processes, protects, and preserves files and indexes of permanent legal documents pertaining to real estate, marriage licenses, state and federal tax liens, military discharges, and other miscellaneous records of Lincoln County.


• Checks incoming documents for statutory recording requirements and calculates recording fees. Notifies customers when documents do not comply with recording requirements or when recording fees are insufficient.


• Receives recording and copy fees. Issues receipts. Records and reconciles daily recording fees and service log payments. Submits daily fees to Treasurer for deposit.


• Assigns book, page, document numbers and other recording information to legal documents through computerized counter reception program.


• Enters data into computerized database index to ensure access to recorded documents.


• Verifies and corrects data entry and scanned images in database by comparing them to original legal, recorded documents.


• Research and answers questions in person and by telephone from the public using the database, book indexes and recorded documents; Provides end-user instruction in the use of the database, book indexes, microfiche and equipment.


• Researches and applies appropriate statutes, regulations and local records standards as they relate to the duties of the Recorder. Track legislation related to the duties of the Recorder.


• Provides copies and certifies authenticity of documents to customers when requested. Takes applications for and issues marriage licenses.


• Responsible for recording, safekeeping, and organizing all documents related to real estate transactions in a competent and logical manner.


• Performs other related duties as assigned.

Knowledge, Skills, & Abilities

• Exceptional organizational skills for efficient record-keeping.
  


• Strong attention to detail to ensure the accuracy of documents.
  


• Excellent communication and interpersonal skills for effective collaboration.
  


• Proficiency in using office software and tools, including Microsoft Office.
  


• Sound understanding of relevant laws and regulations governing the Recorder's office.
  


• Ability to prioritize tasks in a high-demand environment.
  


• Dedication to upholding the highest standards of integrity and ethics.
  


• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
  


• Ability to work independently.
  

Experience & Education

• High school diploma or general education degree (GED); and five years related experience and/or training in office work or the equivalent of two years as Administrative Assistant I; or equivalent combination of education and experience.
  

Supervisory Responsibilities

• There are no supervisory responsibilities in this position.
  

Physical Requirements/Working Environment

• Prolonged periods sitting at a desk and working on a computer.
  


• Must be able to lift to 15 pounds at times.
  

Travel

• Travel requirements will vary with the assignment.

Benefits

• 14 paid holidays


• Receive 8 hours vacation and 4 hours personal time per month


• Potential for overtime or comp time


• CERF Retirement


• Paid health/dental/vision insurance for employees
  
  
  
  • Option health/dental/vision insurance available for family/dependents at employee's expense
  
  
  
  


• Qualifying employer for Public Service Loan Forgiveness Program


• County provided Life and AD&D insurance


• Optional additional voluntary life insurance

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.