Deputy Register of Deeds

County of Mecklenburg, NC•Charlotte, NC

About The Position

Performs routine work by assisting the public with forms, data and processes on the filing, retention, and retrieval of documents and information. This position, under direct supervision, is responsible for general administrative functions in the Register of Deeds Office. The Register of Deeds Office is led by the elected Register of Deeds for Mecklenburg County. The Office serves as the custodian and manager of a large number of Mecklenburg County’s public records that date back to the mid-1700s to the present and range from real estate related documents to Marriage, Birth, Death, Notarial and other miscellaneous records. The Register of Deeds is required to follow legislation set forth by the NC General Assembly, which dictates how the office does business and processes documents. The Office of the Register of Deeds provides a number of different services to the professional and legal communities as well as the general public. These services include but are not limited to: recording instruments pertaining to real estate transactions, registering Assumed Business Names; issuing marriage licenses, administering notary oaths; and the sale of vital records. Employees in this class make up the majority of the Register of Deeds staff. These individuals either work on the front-line assisting in-person customers; or on the back-end registering electronically recorded documents and/or indexing recorded documents. These individuals will also be responsible for answering the phones and assisting in-person customers with record research. To perform their job successfully, these individuals must be able to read and comprehend legal documents and will be required to learn and apply statutory and other applicable rules that govern real estate and vital records transactions. Depending on their assigned tasks, a typical day will consist of reviewing documents and typing all day and potentially cash handling. They will be in front of a computer all day and perform repetitive or routine functions where accuracy is an essential component of the task.

Requirements

Minimum of two years of clerical experience
Associates degree in Business Administration, Public Administration or a related field
May require a valid North Carolina or South Carolina Driver’s License
Knowledge of: Business English, spelling and arithmetic
Overall function and responsibilities and services in assigned area
Administrative and clerical procedures such as filing and other office procedures and terminology
Skills: Customer service
Coordination and organization
Judgement and decision making
Time management
Abilities: Applied Learning: Assimilating and applying new job-related information in a timely manner
Building Customer Loyalty: Effectively meeting customer needs; building productive customer relationships; taking responsibility for customer satisfaction and loyalty
Building Trust: Interacting with others in a way that instills confidence in one’s intentions and those of the organization
Communicate: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the information provided
Managing Work: Effectively managing one’s time and resources to ensure that work is completed efficiently
Stress tolerance: Maintaining stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and to the organization
Computer Skills
Proficient use of various computer applications including Microsoft Office Suite

Responsibilities

Read and interpret legal and real estate related submitted for registration to ensure recording, filing, and indexing of maps, real estate documents, and other records filed with the office is done pursuant to North Carolina General Statutes.
Responsible for knowing and applying statutory and other applicable rules related to the recording and maintenance of real estate and vital records in order to assist customers on the phone, electronically or in person with information and data on legal documents.
Provide information on the filing, retention and retrieval of legal documents.
Assist customers by providing information and services on work performed, files, information and legal documents maintained by the office.
Research and certify documents for customers.
Provide direct assistance in the completion of documents or requests including licenses, real estate information, statistics, marriage applications, notary oaths, etc.
Record documents and file intended to be registered with the office.
Responsible for the accurate and timely indexing of all recorded documents and other information entered into Public Records.
Authenticate documents and ensures appropriate signatures and seals are affixed.
Apply appropriate recording standards and fee structure related to each respective document presented for registration.
Understand and enforce statutory guidelines relating to the requisition of vital records.
Receive and sort mail and documents received.
Read and interpret documents submitted for registration to ensure appropriate recording, filing, and indexing of maps, real estate documents, and other records filed with the office.