Chief Deputy Recorder

Jefferson County, MO•Hillsboro, MO

70d

About The Position

The position involves assisting the Recorder of Deeds in the daily operations of the Recorders' Office and acting for and on behalf of the Recorder of Deeds in his/her absence.

Requirements

High School Diploma or equivalent
Five (5) years of experience as a supervisor, office manager or an assistant to a top level manager
Or equivalent combination of education and experience.
Knowledge of or ability to learn the Missouri State Statutes and ability to interpret the Recorder of Deeds laws, established procedures, policies and programs.
Skill to analyze data and information using established criteria in order to determine consequences and to identify and select alternatives.
Ability to compare, count, measure, copy, record and transcribe data and information.
Ability to classify, compute, tabulate and categorize data.
Ability to train, mediate, and/or provide first line supervision.
Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations.
Ability to utilize a variety of advisory data and information such as billing invoices, budget reports, cash reports, balance sheets, receipts worksheet, job applications, time sheets, leave requests, performance evaluations, computer software operating manuals, indexes, recorded documents, marriage applications/licenses, state statutes, county ordinances, procedures, guidelines and non-routine correspondence.
Ability to calculate percentages, fractions, decimals, and ratios.
Ability to proficiently reconcile cash, checks, escrow/charge transactions, etc., with daily receipts documentation.
Ability to interpret basic descriptive statistical reports.
Ability to operate a variety of office equipment.

Responsibilities

Assists the Recorder of Deeds and performs duties in his/her absence.
Cross trains in all office duties.
Assists the Recorder of Deeds in the development of office policies and regulations and implementation of the same.
Monitors need for procedural changes and discusses with Recorder of Deeds.
Works with IT Department and software vendor for optimal use of technology, assists in maintenance of department website, making necessary corrections of computer transactions, etc.
Conducts staff meetings, discusses and produces minutes for staff members on request.
Performs various customer service duties including mail and email correspondence, customer problems, etc.
Assists customers with use of in-house as well as website software.
Maintains office records in an organized manner for future access and audits.
Assists Recorder of Deeds with preparation of annual budget for submission to the Finance Department.
Monitors department budget activity throughout the fiscal year and keeps Recorder of Deeds apprised of status.
Maintains time sheets, leave requests and other payroll paperwork files.
Conducts new employee orientation meeting.
Evaluates work performance of employees on a regular basis and discusses findings with appropriate administrative supervisor.
Reviews and advises administrative supervisors regarding concerns and/or findings.
Tracks performance indicators and submits them to the Recorder of Deeds.
Tracks employee performance daily to determine work priorities.
Works with administrative supervisors to allocate personnel, assign tasks and direct work teams to prevent bottlenecks and improve workflow.
Assists administrative supervisors and Recorder of Deeds with personnel issues (including hiring, promotions, disciplinary actions, etc.).
Collects, sorts, opens and distributes all incoming mail to proper departments.
Assist other supervisors and clerks in preparing documents for recording, file U.S. and Missouri Tax Liens and Releases.
Supervises clerical staff to ensure that customer policies and procedures are met, ensure proper work flow with timeliness and accuracy of recording documents.
Maintains and orders supplies for the office as needed through the county procurement office, and tracks the expenditures.
Examines and processes all legal documents entering the department via mail, courier, or counter customers.
Logs such documents received into computer system and prepares receipts.
Archives recorded documents.
Prepares documents for scanning, certification and sigh-out.
Photocopies recorded documents and certifies copies.
Performs records searches as requested.
Counts and distributes money for cash drawer.
Maintains daily records for number of documents received (real estate transfer documents, financing statements, marriage license applications, etc.)
Performs work at assigned location during specified business hours.
Performs related additional duties as required and assigned.