Second Deputy - Register of Deeds

St. Croix County•Hudson, WI

2d•$24 - $34•Onsite

About The Position

This position performs operational and other administrative support duties as assigned to assist in all aspects of the Register of Deeds office. The role involves providing technical assistance, customer support, and training for various software systems and legal requirements related to real estate and vital records. Key responsibilities include analyzing and interpreting documents for filing, preparing and certifying records, compiling statistical information, performing bookkeeping functions, and researching, scanning, and indexing documents.

Requirements

Ability to read and interpret legal descriptions, statutory language and real estate documents.
Knowledge of Wisconsin Statutory requirements established by the Wisconsin Department of Revenue, Department of Health Services and Department of Financial Institutions.
Ability to provide effective customer service and interact professionally, respectfully, and tactfully with individuals from diverse backgrounds.
Technical proficiency in the use of relevant software applications, databases, standard office equipment, and other technology tools relevant to the position (e.g., Microsoft Office, Outlook, SharePoint, etc.).
General knowledge of standard office procedures, practices, and equipment.
Strong organizational and time management skills, including the ability to prioritize work, meet deadlines, and adapt to changing priorities and work demands.
Ability to perform work with a high degree of accuracy and attention to detail, including the preparation and review of reports, correspondence, and other documentation.
Ability to work effectively as part of a team, collaborating with colleagues across departments to achieve common goals.
Ability to apply ethical judgment and maintain confidentiality regarding business-related files, reports, and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
Ability to type accurately at a reasonable speed.
Ability to work the allocated hours of the position.
Ability to communicate clearly, effectively, and professionally in English, both verbally and in writing, with coworkers, supervisor, elected officials, government agencies, property professionals, other stakeholders, and the general public.
Ability to engage with the public and all business partners, handle inquiries, ask appropriate clarifying questions, resolve conflicts, and build positive relationships with a diverse population.
Ability to read comprehend, and accurately interpret typed, handwritten, and cursive writings, including complex legal, technical, regulatory, and administrative documents relevant to the position.
Ability to listen actively and accurately understand verbal instructions or concerns.
Ability to perform basic mathematical skills.
Ability to understand, interpret and apply applicable laws, regulations, policies, procedures, and effectively carry out verbal and written instructions to support accurate decision-making, legal compliance, and effective administration of the Register of Deeds functions.
Ability to identify and define complex problems; analyze information from multiple sources; recognize patterns and implications; consider alternative perspectives and potential consequences; and draw logical, well-supported conclusions or determine appropriate actions in a timely manner.
Ability to think quickly, maintain self-control, and adapt to changing priorities and high-pressure or stressful situations.
Work may involve the occasional exertion of up to 50 pounds of force; work regularly involves sitting, frequently involves standing and performing fine motor skills and repetitive motions, and occasionally involves walking, stooping, kneeling, crouching or crawling and reaching above shoulder level or below the waist.
Visual ability to perform tasks such as reading documents, operating vehicles, using computer screens, or working with detailed data.
Ability to communicate and exchange information effectively with others, with or without reasonable accommodation.
High School Diploma/equivalent.
Minimum of two (2) years administrative or clerical experience in an office setting, preferably in an office setting that specializes in real estate documents or researching real estate title.
Previous customer services experience required.
Must be bondable.

Nice To Haves

One (1) year diploma or post-secondary education preferred.

Responsibilities

Provides technical assistance, customer support, training to clients and support of the IT Department for software upgrades for the County Website/GIS system, DOR website/Electronic Transfer Return, and Vital Records, while coordinating information with other departments regarding real estate and vital records.
Provides training and technical information regarding Wisconsin Statutes to property professionals, government agencies, and the public regarding recording requirements, property records, and vital records.
Analyzes, evaluates, and interprets documents and vital records for filing to determine acceptance or rejection according to local, state, and federal guidelines.
Prepares, issues, and certifies copies of real estate records and vital records for the public and other agencies.
Compiles statistical information and prepares informational reports for government agencies, and for internal County departments and external clients.
Files reports, applications, and records in accordance with County and State guidelines.
Performs bookkeeping functions including charges, receipt fee payments, prepares remittances, prepares deposit reports, balance accounts and handling money.
Reviews, records, indexes, and certifies Military Discharge records for Veterans and the Veterans Service Office.
Researches, prepares, scans and indexes real estate documents and vital records.
Creates and prepares emails, letters, and memorandums.
Provides backup and training to other office personnel as needed.
Other duties as assigned.