Administrative Assistant - Register of Deeds

Butler County•El Dorado, KS

7d•Onsite

About The Position

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.

Requirements

One year related experience
High School Diploma or G.E.D.; or equivalent combination of education and experience
Clerical and bookkeeping experience
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

Nice To Haves

Two years related experience
Associate’s degree; or equivalent combination of education and experience

Responsibilities

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
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
Performs other duties as deemed necessary or as required