26-25 Office Coordinator - Register of Deeds

Brookings County•Brookings County, SD

15h•Onsite

About The Position

The Office Coordinator performs clerical work maintaining records filed with the Brookings County Register of Deeds Office. The role serves as the office’s first contact with the public, provides receptionist and customer assistance, and supports the processing and maintenance of vital, property, lien, and other records. The position works under the direct supervision of the Register of Deeds, or under the Deputy’s supervision when the Register of Deeds is absent. The coordinator may serve in the Deputy Register of Deeds capacity when the Deputy is absent or as directed by the Register of Deeds. Duties may be adjusted according to workload and office priorities, and the employee is expected to work collaboratively and assist with tasks that support efficient office operations.

Requirements

High school diploma or GED certification.
At least two years of experience in an office setting with clerical and/or office assistant responsibilities, including filing, correspondence, and receptionist duties; or an equivalent combination of education and experience acceptable to the hiring authority.
Experience operating computers and modern software programs such as Microsoft Office and Windows.
Knowledge of modern office practices, procedures, and equipment, including computers, document scanners, calculators, copy machines, fax machines, and typewriters.
Knowledge of local, state, and federal laws pertaining to Register of Deeds Office functions.
Ability to make mathematical computations accurately and quickly.
Ability to communicate effectively verbally and in writing.
Ability to understand and follow written and verbal instructions.
Ability to maintain professional relationships with the public and other employees.
Organizational skills.
Ability to stand for long periods and regularly lift and/or move up to 30 pounds, and occasionally lift and/or move up to 50 pounds.

Nice To Haves

Knowledge of property descriptions.
Additional coursework in computers or modern office practices.

Responsibilities

Serve as the office receptionist by answering telephone calls, greeting visitors, responding to inquiries, and directing people to appropriate personnel.
Maintain county lien records, including posting liens and lien satisfactions.
Conduct and assist customers with property, title, and genealogy searches.
Prepare certified copies, including birth, death, and marriage certificates, military records, and other copies as directed.
Issue marriage licenses.
Prepare and distribute monthly vital records reports to the South Dakota Department of Health.
Keep Vital Records applications and supplies, including marriage license packets, stocked.
Create and maintain security paper reports and order additional paper as needed.
Maintain burial records.
Email daily documents to title companies.
Assist with balancing daily cash and charge fees collected and run daily and monthly computer reports as directed.
Make weekly and monthly bank deposits as a backup duty.
Maintain and enter recorded documents in the fee book, and index and scan documents in DocPro as needed or as backup.
Attend required training sessions and meetings.
Perform work in a manner consistent with safe practices.
Maintain positive, professional relationships with the public and other employees.
Perform other duties necessary to the proper performance of the position.
Serve in the Deputy Register of Deeds capacity when the Deputy is absent or as directed by the Register of Deeds.
Balance month-end charges, print reports, send statements as needed, and balance and maintain the charge book.
Work collaboratively, remain flexible, and assist with duties needed to ensure efficient office operations.