Chief Deputy Register of Deeds

Prepares and maintains records for the Register of Deeds office by performing advanced and a complex variety of time sensitive real estate transactions, clerical, financial and administrative functions. This position works extensively with the Title Companies, Banks, Attorneys and many different business partners to assure their needs and transactions are recorded in a timely manner. Expect to act as a primary reference resource to deal with the public for many different needs; including but not limited to: vital records and real estate transactions. Confidentiality is critical for this position. The duties of the office are governed by the statutes of the State of Wisconsin. This position oversees the Vital Record Section of the office as well as working with the auditors and accounting procedures. This position shall aid the register in the performance of the register’s duties under the registers direction, and in case of the registers vacancy or the register’s absence or inability to perform the duties of the register’s office the deputy shall perform the duties of register until the vacancy is filled or during the continuance of the absence or inability. Regular attendance and punctuality along with being prepared to commence work at designated work locations, on the assigned or scheduled days and hours is expected. Responsible for providing truthful and accurate written and verbal communications.

Essential Functions

Determines and performs proper grantor/grantee and tract indexing of recorded documents to the computerized Fidlar software system and record legal documents per State Statute. Communicates with attorneys, surveyors, title insurance representatives, other business partners and customers regarding tract indexing requirements. Make judgment decisions when there are discrepancies. Responsible for efficient and effective methods of entering and accessing information.
Image documents in accordance with established practices. Performs quality control measures and reviews images for quality, accuracy, defects and adjusts if required, before being made available electronically to attorneys, surveyors, title insurance representatives or any public users.
Check for accuracy and completion of Wisconsin Real Estate Transfer Returns, before being recorded.
Performs daily, monthly and year end bookkeeping, runs various daily, monthly and all year end reports. Prepares vouchers, invoices and accounts payable invoices. Balances the cashiering system daily and makes weekly deposits with the Treasurer, as well as working closely with the auditors.
Responsible for the collection of payment and accurate financial record keeping for all transactions.
Handle on-line requests from business partners and the public, which include on-line credit card real estate document requests and vital record document requests.
Coordinate operations with various state and federal agencies, including Vital Records, Administration, Safety and Professional Services, Department of Revenue, Natural Resources and Internal Revenue Service.
Review, submit and scan marriage certificates with the State Vital Records Office (SVRO). Works with the SVRO regarding procedures for correcting and filing of these records. Close correspondence with the funeral directors on filling requests for death certificates and answering any questions on vital records.
Receipts and balances in the State Vital Records (SVRIS) program and in the Register of Deeds receipting program.
Works with confidential matters relating to military discharges and confidential birth records.
Perform the duties of the Register of Deeds in their absence and provide supervisory assistance to other staff.
Attend meetings in the registrar’s absence.

General Functions

Greet and assist the general public as needed. Complies with State Statutes associated with the office. Including answering the phone and receipting payments, processing requests and notarizing documents.
Responsible for efficient and effective methods of entering and accessing information.
Answers customer and business partner inquiries on the phone and in the office regarding specific information with respect to recorded documents and instructs those on the use of the real estate indexing system.
Assists customers and business partners by directing them to the appropriate section within the Register of Deeds office and other Door County departments.
Process incoming and outgoing mail.

Required Training and Experience

Must have a High School diploma or equivalent.
One (1) year progressive experience working in a legal office or as a paralegal.
Two (2) or more years of experience in business, land title or related field.
Three (3) or more years of progressive work experience in the Register of Deeds office or equivalent experience in real estate law or title work.
Ability to type a minimum of 40 words per minute determined by a standard keyboard test.

Knowledge, Skills, and Abilities Required

Able to operate current software system and applicable accessories. Knowledge on the retrieval of information imaged and ability to operate a variety of office machines including but not limited to a photocopier, microfiche reader, microfilm printer, fax machine, calculator, telephone, computer, and typewriter with accuracy and at a reasonable rate of speed.
Knowledge of office procedures, policies, and legal real estate terminology.
Ability to properly read legal descriptions. Knowledge of state statutes regarding Register of Deeds functions is required.
Knowledge of real estate and legal forms. Knowledge of procedures pertaining to the recording, filing, transcribing and certification of deeds mortgages, and other legal documents processed in this office.
Ability to use tact and courtesy in maintaining an effective working relationship with department employees, county supervisors, county officials, and general public.
Ability to read, comprehend, and communicate, both verbally and in writing as well as effectively administer by written, and verbal communications.
Knowledge of basic mathematic computations, along with affectively collecting appropriate monies.
Ability to maintain confidentiality of information.
Capable of working with limited supervision and to make authorized decisions regarding issuance of vital records or the recording of legal documents.
Ability to work under pressure and process information according to state statute.
Must be a leader and able to supervise other staff if necessary.

https://www.governmentjobs.com/careers/codoor

Deadline Note: