Deputy Register – Register of Deeds
About The Position
Under the supervision of the Register of Deeds and the direct supervision of the Chief Deputy Register of Deeds, the Deputy Register receives, examines for recordability, and indexes deed packages and other documents related to property ownership in accordance with state law. The role processes documents submitted in person, by mail, or electronically; verifies that recording requirements are met; records and indexes eligible documents; scans documents into the database; collects recording fees and applicable transfer taxes; and returns recorded originals to submitters. The position also conducts property and lien searches and assists customers and professionals with recording requirements, office functions, policies, and document searches, in person and by telephone. The position handles payments and balances a cash register daily, processes incoming mail, and supports customers seeking immediate access to documents, including materials maintained on film. It works in an indoor environment and requires frequent customer communication, computer use, close visual work, and physical activity. The role must adhere to departmental standards regarding HIPAA and other privacy issues. During a public health emergency, the employee may be required to perform related duties beyond those listed.
Requirements
- High school diploma or equivalent.
- Additional coursework in data processing.
- Ability to communicate effectively and work with individuals to ensure clarity and understanding.
- Ability to perform the essential job functions, with reasonable accommodations available for qualified applicants.
- Ability to sit, stand, walk, climb, balance, twist, bend, stoop or crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, and perform repetitive wrist, hand, or finger movements.
- Ability to exert 20–50 pounds of force in performing physical requirements; the position is classified as medium work.
- Ability to perform close visual work, communicate and respond to inquiries in person and by phone, operate a PC or laptop, and enter and retrieve information from a computer.
- Ability to handle varying and often high levels of stress.
Nice To Haves
- Advanced coursework in real estate transactions and/or title work, generally obtained through the first year of college, specialized training, or equivalent.
- At least two years of clerical experience in a title work or real estate setting, or equivalent; highly preferred.
- Strong communication and/or customer service skills; highly desired.
Responsibilities
- Research property information and check the status of recorded documents, including grantor/grantee, mortgagor/mortgagee, survey, easement, and other information.
- Search computer records and filmed images to locate requested documents; searches may involve tract land descriptions.
- Receive documents relating to land ownership and interests, including deeds, mortgages, leases, liens, foreclosures, surveys, and other documents that convey or encumber land title.
- Accept and record sheriff’s deeds and foreclosure documents, judgment liens, construction and mechanic’s liens, and state and federal tax liens when received.
- Review and analyze submitted documents to ensure they meet state-law recording requirements before placing them on public record.
- Process eligible documents by assigning an instrument number and time and date stamp, and collecting required fees and transfer taxes.
- Determine and collect state and county transfer taxes based on consideration amounts, and verify whether applicable exemptions are listed.
- Enter document information into the system, including document code, grantor and grantee names, consideration amount, legal description, and cross-reference information.
- Scan documents into the database and ensure images are clear for permanent records and filming purposes.
- Receipt large sums of money and balance the cash register daily in accordance with acceptable accounting practices.
- Prepare recorded original documents for mailing back to the submitter or other requested party after verifying data and images.
- Notify submitters in writing when documents fail to meet recording requirements, returning originals and payment for correction.
- Respond to inquiries from title examiners, attorneys, realtors, public officials, other professionals, and the public regarding recording requirements, searches, and tax liens.
- Assist in-office customers with document requests, locating non-digital documents on film, providing blank deed forms as a courtesy, and recommending legal assistance for creating documents.
- Assist customers with computer use when needed.
- Prepare and accept land corners, surveys, plats, and condominiums for recording.
- Open, stamp, analyze, and process mail, including identifying packages requiring tax certification from the Treasurer’s Office.
- Perform other duties as assigned and adhere to departmental standards regarding HIPAA and other privacy matters.
- During a public health emergency, perform duties similar to those in the job description as required.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
