MANAGER OF RECORDS & REPORTS

Richland County Government•Denver, CO

About The Position

This position in the Register of Deeds (ROD) Office oversees daily operations that support the recording, indexing, preservation, and public availability of real estate records for Richland County. This role ensures compliance with South Carolina recording laws, protects property ownership rights through accurate recordation, and supervises staff delivering front-line customer service to residents, attorneys, real estate professionals, and other stakeholders. The incumbent carries out operational planning, quality control, training, and process improvement in support of the County’s mission of transparency and public access to land records.

Requirements

Bachelor degree in accounting or a related field.
5 years prior experience.
Any combination of education and experience that meets the requirements for performing the essential functions of this job.
Requires a valid state driver’s license.
Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.
Requires receiving/ giving information, guidance or assistance to people to directly facilitate task accomplishment.
Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, scanners, telephones, books or similar equipment; may service office machines, including adding paper and changing toner.
Requires performing skilled work involving set procedures and rules but with frequent problems.
Requires the skill set to learn, navigate, and provide input on Register of Deeds software.
Requires using basic algebra involving variables and formulas and/or basic geometry involving plane and solid figures, circumferences, areas and volumes, and/or computing discounts and interest rates.
Requires the ability to count money, make change, and perform petty cash draw audits.
Requires reading technical instructions, procedures manuals, and charts to solve practical problems such as routine office equipment operating instructions; composing routine and specialized reports, forms, and business letters, with proper format; speaking compound sentences using normal grammar and word form.
Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.
Must be proficient in use of Microsoft Office.
Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.
The work is sedentary work which requires the person in this position to occasionally exert up to 30 pounds of force to grasp, lift, carry, push, pull or otherwise move objects, including the human body.
Additionally, the following physical abilities are required: Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
Grasping: Applying pressure to an object with the fingers and palm.
Handling: Picking, holding, or otherwise working, primarily with the whole hand.
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. Including color, depth perception, and field vision.
This position requires regular and reliable attendance and the employee’s physical presence at the workplace.

Responsibilities

Provides professional, comprehensive, courteous customer service; assists customers or obtains information for customers as requested; explains department and County policies and procedures; refers customers to other personnel or offices as appropriate.
Respond to inquiries made thru phone, voicemail, fax, email and written correspondence.
Assist in monitoring division operations to ensure compliance with state laws and county ordinances.
Assists in development of goals and long-range plans for the Register of Deeds office.
Assist Departments and Divisions in ordering record management supplies.
Advise County personnel on record management policy and procedures to ensure compliance with State and County laws, policy and procedure.
Assist in the administration of the County’s record management program.
Assist Division manager with research projects and reports.
Move physical deed, mortgage, plat and index books to perform research and make copies.
Asist with Freedom of Information Act requests.
Assist with Ombudsman service requests.
Assist with grant research and preparation.
Assists in division inventory management.
Assist with time keeping.
Maintains and update the division’s standard operating procedures.
Regularly coordinates with the Assistant Directors in responding to inquiries about statistics, performance and productivity issues.
Assists with maintaining equipment.
Regularly verifies the proper identification for the microfilm rolls in the public area.
Assist in verifying microfilmed images of pre-1998 documents for planned back-file conversion of microfilm to digital format.
Serves as a liaison between the Register of Deeds and the public, and those of other divisions, departments, agencies and professionals in receiving information, identifying and resolving customer services issues.
May assist in coordinating programs and community service’s activities and attend community meetings.
Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors.
Performs other clerical work, including but not limited to correspondence, copying and filing documents, sending and receiving faxes, entering and retrieving computer data, processing daily mail and receiving/responding to email.
Receives and responds to public/customer inquiries, requests for assistance.
Maintains current and archived records and files in accordance with record retention policies; retrieves files and/or information from files upon request.
Attends training, meetings, seminars, and/or workshops to enhance job knowledge and skills as directed.
Serve as back up cashier
Performs essential functions and other duties as assigned.