First Deputy – Register of Deeds
POSITION SUMMARY:
This position serves as the Chief Deputy and second-in-command to the Register of Deeds and assists with the administration, supervision, coordination, and daily operations of the Register of Deeds Office. The position provides advanced technical expertise in real estate and vital records recording, applies and interprets applicable Wisconsin Statutes, regulations, and County policies, and exercises independent judgment in the review and processing of documents and records.
The First Deputy also provides leadership and direction to office staff, assists with financial and administrative functions, and supports continuous improvement of office procedures and services. The position is responsible for ensuring that office functions are performed accurately, efficiently, consistently, and in compliance with applicable laws, regulations, and established procedures.
The First Deputy assumes the duties and responsibilities of the Register of Deeds during the Registrar’s absence and performs other duties and responsibilities delegated by the Register of Deeds.
ESSENTIAL FUNCTIONS:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.
• Reviews, analyzes, evaluates, and interprets real estate documents, legal descriptions, vital records and related materials to immediately determine compliance with statutory and recording requirements; identifies deficiencies and communicates necessary corrections.
• Applies and interprets Wisconsin Statutes, federal and state regulations, Department of Revenue and Department of Health Services requirements, County policies, and office procedures when reviewing real estate and vital records.
• Prepares, issues, and certifies copies of real estate records and vital records in accordance with applicable laws, and responds to authorized requests from the general public, government agencies, and other authorized parties.
• Provides advanced technical assistance, information, and education on related Wisconsin Statutes to property professionals, government agencies, county staff, and members of the public regarding recording requirements, real estate records, legal descriptions, vital records, applicable statutes, and office procedures.
• Resolves complex recording and records-related issues by researching applicable requirements, evaluating available information, determining appropriate action, and coordinating with the Register of Deeds, other County departments, state agencies, government officials, and other parties when necessary.
• Provides technical assistance and support regarding the use of County and state systems and websites, including the County Website/GIS system, Wisconsin Department of Revenue website/Electronic Transfer Return system, State Vital Records System and other specialized systems used by the Register of Deeds Office.
• Performs and oversees bookkeeping and financial functions including charge accounts, escrow accounts, invoices, deposits, delinquent accounts, NSF checks, account reconciliation and balancing, financial record maintenance, and resolution of financial discrepancies or account issues.
• Prepares, reviews, and interprets daily, monthly, quarterly, annual, statistical, and operational reports for distribution to government agencies, County departments, management, and other stakeholders.
• Directs and oversees the daily work of other office personnel, assigns and prioritizes work; reviews work for accuracy, completeness, timeliness, and compliance; provides coaching, mentoring, performance guidance, and technical assistance; and addresses operational or work-related issues as appropriate.
• Trains new and existing staff regarding office procedures, recording requirements, systems, statutory requirements, customer service expectations, and other duties necessary for the effective operation of the Register of Deeds Office.
• Maintains appropriate inventory levels and purchases office supplies and materials, in accordance with County procedures, operational needs, and budgetary recommendations.
• Assists the Register of Deeds with preparation and monitoring of the annual department budget, identification of operational and resource needs, expenditure review, and year-end analysis and preparation of information for auditors.
• Performs the functions assigned to Register of Deeds Second Deputies, and other duties within the scope of the position as assigned by the Register of Deeds.
• Provides administrative support to the Register of Deeds including preparing, reviewing, and editing correspondence, documents, spreadsheets, reports, and other administrative materials.
• Assumes the duties and responsibilities of the Register of Deeds during the Registrar’s absence, including compliance, financial and administrative responsibilities, and other duties necessary for the continued operation of the office.
• Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE REQUIREMENTS
• Associates degree in a surveying, land information, accounting, or administrative/business program.
• Three (3) years of work experience in a register of deeds department or working with real estate or legal descriptions.
• Previous customer services experience required.
• Previous accounting or bookkeeping experience required.
• Must be bondable.
Starting pay is determined within the expected hiring range based on qualifications, directly related experience, and internal equity. Employees may advance through the full salary range in accordance with County policy.
Expected Hiring Range: $26.57 – $30.07/hour
Full Salary Range: $26.57 – $37.03/hour
Department: Register of Deeds
FTE: 1.0
St. Croix County is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We take affirmative action to ensure equal opportunity for all applicants without regard to an individual’s race, color, age, religion, sex, sexual orientation, national origin, gender identity, disability, marital status, veteran status, or other legally protected characteristics.
Deadline Note: