Deeds Clerk II

Cumberland County Government•Portland, ME

6d•$24 - $29•Onsite

About The Position

The Deeds Clerk II position is responsible for ensuring compliance with Title 33 of Maine Revised Statutes through the acceptance, processing, recording and management of documents for public record. This role performs complex clerical, record keeping and accounting duties. The position is 40 hours per week and includes a full benefits package. Starting pay is determined based on qualifications, experience, and internal equity in alignment with the County’s step-based compensation system. Applicants must be authorized to work for ANY employer in the U.S. as sponsorship is not available.

Requirements

High school diploma or equivalent required.
One year’s experience of related governmental, financial or real estate title work.
Any equivalent combination of education and experience or training will be considered.
Applicants must be authorized to work for ANY employer in the U.S.

Nice To Haves

Associates degree in business administration or related field desirable.

Responsibilities

Evaluate, process and record overnight and U.S. mail deliveries, electronic filings, and documents submitted in person.
Assess each document that is presented for recording to ensure it meets recording requirements and compliance with all State Statues.
Maintain knowledge of the purpose and composition of a variety of legal documents.
Maintain knowledge of the general provisions of Title 33, which governs the Registry of Deeds to ensure consistent product that meets the statutory requirements of the State of Maine.
Maintain professional and technical knowledge by studying applicable federal, state, county and local laws and ordinances; attending educational workshops; reviewing professional publications; practicing skills; participating in professional societies.
Maintain extensive knowledge of State of Maine transfer tax statues, especially regarding the nuances of specific exemptions.
Maintain knowledge of federal foreclosure legislation.
Maintain technical knowledge of electronic recording system.
Possess ability to discern the “granting clause” and how it impacts the grantor/grantee indexing information.
Index every document accurately to add the document to the public record database.
Communicate with customers and provide high level of customer service regularly, including face to face customers, as well as via email and telephone.
Certify all documents and plans recorded at the end of each day.
Ensure all original documents are mailed back to the appropriate submitter.
Ability to appropriately recognize municipal, non-municipal and quasi-municipal (exempt from transfer tax but not from surcharge) documents and charge accurate fees accordingly.
Knowledge of fee requirements for additional names and references and ability to discern circumstances in which those fees should be assessed.
Complete daily money reports and transfer tax reports to be submitted to the finance department in the absence of the Register and Deputy Register.
Ability to respond to inquiries from both legal professionals and the general public regarding recording procedures, statutory requirements, document rejection inquiries and various other registry related issues.
Develop and maintain working knowledge of all deed areas.
Performs other duties as needed and requested.