Deputy Register of Deeds

Within the Register of Deeds team you will strive to provide excellent internal and external customer service in a detail oriented work environment.

As a Deputy Register of Deeds you will prepare and maintain records for the Register of Deeds office by performing a wide variety of time sensitive real estate transactions, clerical, financial and administrative functions. The Deputy Register of Deeds 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 be dealing with the public for many different needs; including but not limited to: vital records, which can essentially be emotional, and real estate transactions. Confidentiality is a must in certain situations. The duties of the office are governed by the statutes of the State of Wisconsin. 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.

This position is located at the Door County Government Center. 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. This position is responsible for providing truthful and accurate written and verbal communications.

Believe you’d be a great fit? Apply today!

The hiring timeline for this position is as follows:
02/20/24-03/03/24 – Accepting applications
03/05/24 – Internal review of applications received
03/12/24 – Clerical skills assessment
03/19/24 – Tentative interviews
05/06/24 – Tentative start date

Essential Functions
Determines proper grantor/grantee and tract indexing of recorded documents to the computerized Fidlar software system and examines and processes paper and electronic real estate documents authorized by law to be recorded. 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 makes adjustments if required, before being made available electronically to attorneys, surveyors, title insurance representatives or any public users.
Index and maintain various indexes for plats, condominiums, transportation project plats, veteran’s discharges, federal tax liens and certified survey maps. Creates legal description tract index.
Works with confidential matters relating to military discharges and confidential birth records. This includes filing all military discharges and handling their requests for certified copies.
Check for accuracy and completion of Wisconsin Real Estate Transfer Returns, before being recorded.
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 Department of Health/Vital Records, Administration, Safety and Professional Services, Department of Revenue, Natural Resources and Internal Revenue Service.
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.
Perform the duties of the Register of Deeds in the absence of the Register and Chief Deputy.
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
High School diploma or equivalent.
Supplemented by two (2) or more years of office experience. Work experience in a legal office or as a paralegal or land title strongly preferred.
Ability to type a minimum of 40 words per minute determined by a standard keyboard test.
Preferred Training and Experience
Two (2) years or more of work experience in the Register of Deed’s Office.
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 keyboard 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.
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 where legally required.
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.

https://www.co.door.wi.gov/237/Employment

Deadline Note: This position is open until filled. Apply today!