Chief Deputy Register of Deeds

St Joseph County•Centreville, MI

4d•Onsite

About The Position

The Chief Deputy Register of Deeds provides first-line assistance to ensure compliance with state statutes, county policies and procedures, and office policies and procedures. Performs a wide range of administrative support functions necessary for the efficient and effective delivery of services within the office of the Register of Deeds. Provides supervision and direction to support other staff members engaged in document recording, data entry and imaging, ensuring an even workflow. Is responsible for accounts receivable and payable and prepares various monthly reports. Regularly performs the functions of a deputy in the office and represents the Register of Deeds in that official’s absence following established policies and procedures. Supervises direct reports.

Requirements

Bachelor’s degree or high school diploma supplemented by advanced coursework in accounting, office management, or real estate practices and documentation.
Three years of progressively more responsible experience in real estate or prior experience in Register of Deeds operations.
Experience and proficiency in Microsoft Office Suite applications.
Commissioned by the Michigan Secretary of State as a Notary Public.

Responsibilities

Motivates, guides, and supervises direct reports while guiding them on the department’s shared vision.
Delegates tasks and responsibilities to ensure department goals are met; trains new staff in the department; provides input into constructive and timely performance evaluations; provides input on discipline and termination of employees in accordance with County policy.
Oversees the daily workflow of the department.
Develops, implements, administers, updates, and modifies operating policies and procedures to ensure continuing substantive and procedural compliance with new and amended federal, state, and local statutes, ordinances, judicial precedents, and administrative rulings.
Designs, develops, modifies, and updates and/or directs the modification of training manuals, training opportunities and reference material for staff.
Collaborates with staff and other applicable departments to analyze and evaluate departmental performance data to improve customer service and increase the accuracy, security and retrievability of land records.
Balances accounts and prepares financial statements.
Creates and presents reports that explain the department’s financial operations.
Examines public records for affidavits regarding tax or insurance payments, computes the interest rate, and prepares a statement of necessary redemption funds.
Processes redemption certificates upon foreclosed property redemption and mails notifications to appropriate parties.
Reviews documents to ensure appropriate fees have been collected and laws and regulations have been followed.
Review and audit financials and indexed recorded documents to ensure accuracy.
Interprets substantive and procedural provisions of the Michigan Compiled Laws, Uniform Commercial Code (UCC), judicial precedents, administrative rules, and federal, state, and local statutes, ordinances, and regulations that govern the documentation of real property ownership and the disposition of related income.
Provides guidance to employees, property owners, attorneys, title companies, financial institutions, taxing jurisdictions, and the public.
Accepts UCC filings, reviewing each for essential recording requirements including debtor name, address, signatures, and collateral details.
Inputs all compliant UCC information into the digital database.
Conducts searches of UCC filings, state and federal tax liens, and issues a Certified Information Request Report of the public record along with copies of said filings and billing statement.
Preserves documents through imaging, microfilming, and photocopying for secure backup.
Validates copies by certifying them as True Certified Copies.
Generates and distributes weekly and security CDs for abstract offices.
Processes applications for passports.
Keeps abreast of legislative and regulatory developments, new administrative techniques, and current issues through continued education and professional growth.
Attends conferences, workshops, and seminars as appropriate.
Acts for the Register of Deeds in the absence of the County Clerk/Register of Deeds as directed.
An employee in this position may be called upon to do any or all of the above tasks. (These examples do not include all of the tasks which the employees may be expected to perform.)