Administrative Assistant

Carroll County•Carroll County, NH

About The Position

Under the direct supervision of the Register of Deeds, the Administrative Assistant supports the operation of the Register of Deeds office in accordance with applicable laws, rules, regulations, policies, procedures, and the stated advertisement. The role requires an enthusiastic, detail-oriented, self-motivated person with typing and computer skills, strong people skills, a service-oriented approach, organization, flexibility, and dependability. The employee will be cross-trained and expected to assist with various office functions, working independently or as part of a team. The position generally works Monday through Friday, 8:00 a.m. to 4:00 p.m. A high school diploma or equivalent is required. An understanding of the duties involved in operating a Registry of Deeds is preferred. Working knowledge of legal documents, word processing and spreadsheet computer skills, bookkeeping, public relations, cash transactions, proficient typing, and attention to detail are required. Equivalent combinations of education and experience demonstrating the required knowledge, skills, and abilities will be considered.

Requirements

High school diploma or equivalent.
Working knowledge of legal documents.
Computer experience with word processing and spreadsheets, including intermediate experience with programs such as Microsoft Word and Microsoft Excel.
Bookkeeping skills.
Strong public relations and customer service skills.
Cash transaction experience and honesty and integrity in handling money.
Proficient typing skills and attention to detail, including the ability to spell properly and accurately process documents.
Ability to learn Registry of Deeds duties and understand relevant principles, policies, and procedures.
Ability to research property.
Ability to establish and maintain effective working relationships with Commissioners, Department Heads, Elected Officials, employees, and the general public.
Ability to communicate and exchange ideas verbally and in writing, and to receive detailed information through oral communication.
Ability to use a computer keyboard with eye-hand coordination and finger dexterity.
Ability to work with frequent interruptions and respond appropriately to unexpected issues.
Ability to endure periods of heavy workload or excessive stress and accurately complete tedious tasks requiring concentration.
Ability to work independently and with others as a team; flexibility and dependability are required.
Ability to lift up to 40 pounds and perform sedentary work that includes continuous sitting or standing and walking.
Ability to perform the primary job functions safely, with or without reasonable accommodations or mechanical devices.
A combination of education and experience demonstrating satisfactory possession of the required knowledge, skills, and abilities will be considered.

Nice To Haves

An understanding of and experience performing the various duties associated with operating a Registry of Deeds.

Responsibilities

Open and close the office daily, ensuring doors are open and equipment is operating for the 8:00 a.m. to 4:00 p.m. business day.
Inspect documents submitted in person or by delivery and, when they meet statutory requirements, record them, collect applicable taxes and fees, and account for the receipts.
Provide courteous and helpful customer service to the public by phone, email, and in person.
Accurately index recorded documents and proof indexed documents.
Proof indexed and scanned documents on the public retrieval database.
Safely secure and preserve recorded documents.
Prepare indices for public viewing in the vault.
Tally daily intake, prepare deposits, reconcile accounts, manage accounts receivable and payable, and produce reports.
Provide technical assistance throughout the office as needed.
Perform other office operations and procedures as requested or required by the office and law.
Assist with special projects as requested.
Learn and carry out tasks performed in the Carroll County Registry of Deeds, including understanding its principles, policies, and procedures.
Maintain confidential information relating to administrative and personnel matters.