Deputy Recording Clerk

                                                                 Hendricks County Job Description

Title:                   Deputy Recording Clerk                                                                          

FLSA Status:      Non-exempt

Department:      Recorder                                                                                          

Supervisor:        Recorder                                                                                              

Purpose of Position: To ensure accurate recording procedures are being followed so that records are captured and can be accessed when needed. To receive, audit for state statute requirements, uniformity/errors as well as to index and upload in the appropriate category in the file management system.

Essential Functions:

• Receives documents for recording via online recording service, by Mail, or in person.


• Ensures that documents meet all the state statute recording requirements.


• Audits documents for grammar and legibility as well as any errors the presenter may want fix prior to recording.


• Utilizes the numerical recording system on a first come first serve basis and recorded sequentially with the recorders stamp.


• Scans documents to specialized land records management filing system to create a permanent record.


• Interprets document information and transcribes data using land record file management system to create a searchable index.


• Validation and verification of entered documents to ensure accuracy and precision of transcribed information obtained from the document.


• Coordinate with team members to complete all necessary tasks of the day by the deadline.


• Provide certified copies for customers upon request of recorded documents.


• Digitize and index older records for the purpose of preserving and limiting the need for handling of historical data.


• Collects fees related to recording and/or copies of documents as well as maintain and balance a cash drawer.


• Assists customers by locating recorded documents including but not limited to, Deeds, Mortgages, Mortgage Releases, Plats and Surveys as well as making copies, and providing requested information.


• Correspond with customers via email, receiving calls and forwarding calls to the appropriate department to obtain answers to the requested information.


• Formulates outgoing mail, prepares envelopes, and required documentation as well as collect incoming mail.


• Prepares computer generated reports upon request from customers.

Non-Essential Functions

• Removal and destruction of records that have no official or historical value according to regulations set by the state.


• Keep a balance of all monies kept in the register per state board of accounts requirements.


• Compile daily reports as needed for checks and balances.


• Performs other duties as assigned.

Education & Qualification Requirements:

• High School Diploma or GED


• Strong aptitude for detail and accuracy in data entry.


• Desire to continuously improve knowledge in areas of Department responsibilities, State statutes etc.


• General computer skills and knowledge of word processing programs. i.e., Word.


• Ability to engage others effectively and tactfully.


• Ability to learn and operate office equipment.


• Good organizational skills


• Knowledge of basic English and arithmetic including but not limited to, spelling, punctuation, addition, subtraction, multiplication, and division.


• Ability to communicate well, both verbally and in writing.


• Basic knowledge of general office practices, such as filing, record keeping, phone etiquette, etc.


• Attention to detail.

Responsibility:

Incumbent works under established guidelines and procedures.  Tasks are fairly routine but require some selection of applicable methods and procedures.  Errors in work are detected by observation and supervisory review.  Errors cause limited loss of time and limited inconvenience to the public and the possibility of future lawsuits.

Working Relationships:

Incumbent maintains frequent contact with co-workers, other county departments, surveyors, title companies and members of the public. This is for the purpose of giving and receiving factual information and rendering service. 

Working Conditions & Physical Demands:

Work is performed in a well-lit and climate-controlled office. Uses word processor, Microsoft Office programs, Internet, Copier, Telephone, Oce Scanner, adding machine and other office equipment. May sit or stand for an extended period.

These specifications should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job function. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in these specifications.

I have read and understand this job description, and its relationship to the position I occupy.

Signature: ________________________________________        Date: ____________________

Printed Name: _____________________________________