Job Details

Job Title

Performs responsible administrative, technical, and public service work assisting the Register of Deeds with the daily operations of the Register of Deeds Office.

Work involves receiving, examining, recording, indexing, maintaining, and providing access to a variety of legal and public records in accordance with North Carolina General Statutes, County policies, and established office procedures. Employees in this position interact extensively with the public, attorneys, title companies, governmental agencies, and other customers and must exercise accuracy, confidentiality, sound judgment, and professionalism.

Assists the Register of Deeds with the daily administration and operation of the Register of Deeds Office.

Receives and processes instruments and documents presented for recording, including deeds, deeds of trust, powers of attorney, plats, satisfactions, assignments, and other legal instruments.

Examines documents for completeness, statutory requirements, recording requirements, and proper fees prior to acceptance for recording.

Records, indexes, scans, and maintains official documents in accordance with applicable laws and office procedures.

Enters accurate information into computerized record-keeping and indexing systems.

Assists customers in locating and obtaining public records and provides general information regarding recording procedures and available records.

Issues certified and uncertified copies of records and collects appropriate fees.

Assists with the processing of vital records, including birth, death, and marriage records, as assigned and in accordance with applicable laws and confidentiality requirements.

Assists with marriage license applications and related documentation as authorized.

Processes and maintains records requiring restricted access or confidentiality in accordance with State law.

Assists attorneys, title companies, surveyors, real estate professionals, governmental agencies, and members of the public with records and recording-related inquiries.

Receives and accurately accounts for recording fees, copy fees, marriage license fees, and other applicable charges.

Processes cash, checks, credit/debit card transactions, and other authorized forms of payment.

Assists with daily balancing and reconciliation of receipts and prepares or assists with required financial reports.

Provides assistance with statutory reports and other reports required by the State or County.

Assists with maintaining records in accordance with applicable retention schedules and records-management requirements.

Researches historical and current records as requested by authorized individuals.

Assists with correcting recording or indexing errors in accordance with established procedures and applicable law.

Provides courteous and professional customer service while handling sensitive or confidential information.

Answers telephone calls, responds to correspondence and email inquiries, and directs customers to appropriate resources when necessary.

Assists with the preparation of documents, correspondence, reports, forms, and other office materials.

Maintains organized physical and electronic files and records.

Assists with training and providing guidance to other office staff regarding recording procedures, software, customer service, and office policies.

May serve as acting supervisor or assume designated responsibilities in the absence of the Register of Deeds, as authorized.

Keeps current with changes to North Carolina laws, rules, regulations, and procedures affecting the Register of Deeds Office.

Maintains confidentiality of personal, financial, legal, and other sensitive information.

Performs related duties as assigned.

Knowledge of:

• North Carolina laws, regulations, and procedures applicable to registers of deeds and public records.
• Recording and indexing procedures for real property and other legal instruments.
• Vital records and marriage license procedures.
• Basic principles and practices of records management and document retention.
• Office administration, filing, and financial record-keeping procedures.
• Modern office practices, procedures, and equipment.
• Computerized records-management and document-imaging systems.
• Customer service principles and professional communication practices.
• Basic mathematical principles and cash-handling procedures.

Ability to:

• Accurately review, record, index, and retrieve legal and public records.
• Interpret and apply established laws, rules, policies, and procedures.
• Maintain a high degree of accuracy while handling large volumes of documents and transactions.
• Safeguard confidential and sensitive information.
• Operate computers, scanners, imaging systems, and specialized records-management software.
• Learn and effectively use County and State information systems.
• Perform mathematical calculations and accurately collect and account for fees.
• Communicate clearly and professionally, both orally and in writing.
• Establish and maintain effective working relationships with coworkers, supervisors, attorneys, governmental officials, and members of the public.
• Handle difficult or sensitive customer interactions with tact, patience, and professionalism.
• Organize work effectively and meet established deadlines.
• Work independently while exercising appropriate judgment regarding matters requiring supervisory review.
• Maintain accurate records and identify discrepancies or errors.
• Adapt to changes in laws, technology, procedures, and office operations.

Minimum Qualifications

Education and Experience: Associate degree from an accredited college or university in business administration, public administration, legal studies, records management, or a related field and two years of progressively responsible administrative, clerical, legal, governmental, or records-management experience; or an equivalent combination of education and experience.

Experience working in a Register of Deeds Office, courthouse, legal office, governmental records environment, or other position involving the processing of legal or public records is preferred.

Special Requirements

• Must possess or obtain any training or certification required by the North Carolina Department of the Secretary of State or other applicable State authority.
• Must successfully complete required Register of Deeds training and continuing education.
• May be required to complete background screening as a condition of employment.
• Must maintain any certifications or qualifications required for the position.

Physical Requirements

This work requires the ability to sit, stand, walk, bend, reach, stoop, and occasionally lift and carry files, boxes, records, and office supplies weighing up to approximately 25 pounds. Employees must have sufficient visual acuity to read documents, computer screens, legal instruments, and handwritten information and sufficient hearing and communication ability to interact effectively with coworkers and the public.

Work is primarily performed in an office environment with frequent interaction with the public. The position may involve periods of sustained computer use, repetitive data entry, handling of large volumes of paperwork and records, and exposure to confidential or sensitive information. The employee may occasionally be required to work outside normal business hours for special events, statutory requirements, or other County needs.

Disclaimer

The duties listed above are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be an exhaustive list of all responsibilities, duties, knowledge, skills, abilities, or working conditions associated with the position. Duties may be modified as necessary to meet the needs of McDowell County and the Register of Deeds Office.

How to Apply

PRE-EMPLOYMENT DRUG SCREENING AND BACKGROUND CHECK IS REQUIRED

APPLICANTS WILL BE GIVEN CREDIT ONLY FOR INFORMATION PROVIDED IN RESPONSE TO THIS ANNOUNCEMENT. No additional information will be solicited by the McDowell County; therefore, persons who submit incomplete applications may not receive full credit for their education, training and experience.

McDowell County is an equal opportunity employer. It is the policy of the County to recruit, hire, train and promote individuals without regard to age, sex, race, color, religion, political affiliation or national origin. The County will interactively work with disabled applicants and employees to identify reasonable accommodations that will allow the individual to perform essential job functions.

McDowell County participates in E-Verify.

Applications are available:

• on our website: www.mcdowellhrportal.org - under "Job Opportunities"
• McDowell County Administration Building: 25 W Fort Street Marion, NC 28752

Applications can be submitted:

• Online at www.mcdowellhrportal.org
• in person at the County Administration building: 25 W Fort Street Marion, NC 28752
• or by Mail to: McDowell County Human Resources 60 East Court Street Marion, NC 28752
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