Chief Deputy Register of Deeds

Marathon County•Arlington, VA

2d•$30

About The Position

The Chief Deputy Register of Deeds is obligated by oath to comply with Wis. Stats. 59.43, 69 and 77.21 – 77.265, 84.095, 157.061, 236.25, 703, 706.055 and is responsible for working directly with the Registrar in achieving operational goals and insuring standards and services are met in a timely manner. Coordinate workloads, project schedules and prioritize consumer services such as researching and answering inquires pertaining to real estate, vital records, legal documents, and land descriptions. This position serves in a non-judgmental manner, protecting confidential, restricted records and information obtained or provided within an open office environment and upholding all security and safety measures within and outside the office.

Requirements

Associate degree in related field or three years of experience, including reading and understanding legal descriptions, real estate and/or title work, and general office procedures and computers.
Must have previous customer service and supervisory experience with inclusive of face to face and telephone contact.
Supervisory principles.
Customer service principles.
Applicable Federal, State, and Local laws, rules, regulations, codes and/or Wisconsin State Statutes 59 and 59.43.
Departmental functions, policies, and procedures.
Indexing standards
Report preparation techniques
Computer and related software applications
Knowledge of legal and real estate forms
Ability to maintain confidentiality of information where legally required
Prioritizing and assigning work
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to give and receive work direction.

Responsibilities

Assumes the duties of the Register of Deeds in his or her absence in compliance with Wis. Stats. 59.43(3). This includes supervising employees, decision making in all aspects of office and troubleshooting any issues that may arise. Attend meetings in the registrar’s absence.
Supervises staff by prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; providing guidance; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment; and making hiring, termination, and disciplinary recommendations.
Supervises the day-to-day activities of assigned function, which may include planning and prioritizing work; implementing and monitoring processes; identifying and implementing opportunities to improve levels of service.
Processes, records, scans, indexes, files and prints marriage licenses, death certificates, military DD214s, deeds, and related documents according to established procedures and standards; verifies the accuracy of the documents; and ensures compliance with applicable statutes.
Provides customer service to individuals in person, via e-mail, and over the phone; provides information and explains department policies, procedures, and regulations.
Prepares routine correspondence to customers, companies, or corporate agencies notifying them of applicable deficiencies in documents.
Codes and processes invoices and credit card statements, prepares customer invoices, prepares monthly escrow statements, completes month-end balancing, daily balancing and Workday entry. Correct financial receipting errors and work with third party vendors in correcting errors.
Compiles rounds with staff, compiles mid-year and annual evaluations of staff.
Furnish the public with forms for self-probating an estate and including the Termination of Decedent’s Interest forms.
Assists genealogists, realtors, attorneys, title searches, surveyors, appraisers, and the general public in the use of the office indexes and computer systems.
Assist the Registrar with hiring, training, and management of staff.
Assist LandShark online system users with account questions and troubleshooting. Set up and maintain contracts for new online escrows. Work with customers in linking their escrow accounts to their LandShark account.
Handle financial issues including collection of NSF checks, receipting errors, recording errors, etc.
Inform and educate the ROD staff with any updates to the Land Records Management, Imaging System and SVRIS changes; administrative code and State Statute changes that apply to the ROD office.
Maintain staff work and vacation schedules and process payroll for office.
Assist other Departments/Offices.
Performs other duties of a similar nature or level.