Deputy County Recorder

Dubuque County•Dubuque, IA

13h•Onsite

About The Position

Under the general guidance and direction of the County Recorder, performs principal administrative and supervisory duties. Helps plan, organize, direct, and assess activities of the Recorder’s Office to best serve the public. Performs a lead role in recording and indexing property/real estate documents and other documents, collecting accounts receivable and maintaining financial records, preparing reports, and managing office operations. Supports continuous improvement and implements appropriate changes for optimal operational performance.

Requirements

Bachelor’s degree from an accredited college or university in business administration, legal studies, public administration, record management, or related field AND five years of progressively responsible administrative experience in an office setting that includes at least two years in a supervisory capacity OR an equivalent combination of education, training, and experience.
Criminal History/DHS Registry check required.
Must be authorized to work in the United States.
Knowledge of applicable laws, codes, regulations, policies, and procedures.
Knowledge of legal terminology, property/real estate practices, and associated documents (such as affidavits, deeds, liens, mortgages, plats, real estate contracts, releases, and miscellaneous documents).
Knowledge of professional communication with correct use of business English.
Knowledge of accounting, budgeting, and financial management principles and practices.
Knowledge of human resource management principles and practices, leadership, and team building.
Knowledge of records management and public records.
Knowledge of document management software.
Knowledge of quality assurance methods and continuous improvement.
Skill in communicating effectively both orally and in writing with diverse audiences.
Skill in organizing work, being attentive to details, and performing with accuracy and efficiency.
Skill in supervising, training, and guiding administrative staff.
Skill in maintaining confidentiality.
Skill in establishing cooperative working relationships and collaborating with others.
Skill in analyzing issues, identifying alternative solutions, and solving problems.
Skill in multitasking and managing multiple priorities often with frequent interruptions and tight deadlines.
Skill in analyzing data, compiling reports, and preparing presentations.
Skill in creating checklists, standard operating procedures, and templates to support operations.
Skill in interpreting and applying laws, regulations, policies, and procedures.
Skill in planning, supervising, assessing, and guiding the work of administrative staff.
Skill in navigating multiple software applications and multiple technologies.
Skill in using Microsoft Office software.

Nice To Haves

Excelling in customer service to handle inquiries, process requests, and address concerns.

Responsibilities

Responds to inquiries and provides information to the general public, county departments, federal and state agencies, vendors, and other stakeholders.
Assists to coordinate the recording, indexing, and key verifying of property/real estate documents and other documents in accordance with laws, regulations, policies, and procedures.
Assists to coordinate issuance of vital records.
Collects and analyzes data related to vital statistics.
Assists to coordinate issuance of registrations and licenses for boats, off highway vehicles, and snowmobiles.
Collects and analyzes data related to these services.
Prepares correspondence, presentations, and reports.
Plans, coordinates, and supervises work of assigned administrative staff for compliance with laws, regulations, policies, and procedures.
Oversees training of assigned administrative staff, ensures work is performed accurately and effectively, and evaluates performance.
Assists to review work methods for efficient operations and to develop changes in business processes for improved services.
Prepares billing statements for businesses using services of the Recorder’s office, assists with the collection of accounts receivable, balances payments received and prepares deposits, prepares regular financial reports, and assists with management of financial records.
Assists in establishing future departmental needs and participates in the budgetary process.
Must be capable of regular and predictable attendance to perform assigned responsibilities.
Performs additional duties as assigned.
Performs the duties of the County Recorder when delegated.