The Deputy performs a variety of duties as principal assistant to the Register of Deeds in maintaining the efficient operation as required by State Statutes. This is a semi-skilled position in the Deputy Classification. Under the general direction of the Register of Deeds, performs technical work in the recording and indexing of all instruments and writings authorized by law in relation to real estate documents and vital records.
DUTIES AND RESPONSIBILITIES:
- Reviews real estate documents presented for recording according to Wisconsin State Statutes and makes a determination as to whether to accept or reject the documents, including the collection and proper accounting for fees.
- Records and files all deeds, mortgages, Lis Pendens and other real estate documents. There are over 100 types of documents that are recorded and indexed for real estate.
- Each electronically received document (erecord), is reviewed, receipted, assigned a document number and indexed. Then documented in a daily log sheet, verified and returned to the submitter.
- Each paper document is reviewed, receipted, assigned a document number scanned, and indexed; then documented in a daily log sheet, verified and returned to the customer.
- Index all associated documents to past related documents as required on each newly recorded document.
- Reviews, receipts, indexes and verifies plat and subdivisions.
- Reviews, receipts, indexes and verifies corporation names, name changes, by-laws and by law changes.
- Maps and tracts all real estate descriptions to the proper plat, or section, town and range tract indexes.
- Reviews and records Certified Survey Maps.
- Review and redacts social security numbers from recorded documents in compliance with state statutes.
- Back index and verify recorded documents currently not in the computer system.
- Receives mail, and compiles according to order received, per statute.
- Assist GIS in searching and rescanning old documents as requested.
- Works cooperatively with office staff to accomplish office tasks and carry out functions of the office.
- Assumes the duties of the Register of Deeds in their absence.
- This is a public service position, and employee is required to be courteous, cooperative and respectful at all times with the public and clients; also establishes and maintains a courteous and cooperative and respectful working relationship with other employees, supervisors, and public officials. Employee is expected to be presentable with work attire.
- Prepares informational mailings to local realtors, attorneys, funeral directors, and lending institutions.
- Register, files and indexes military discharges for Veteran’s Service Office or Veteran.
- Processes Federal Tax Liens and releases submitted for recording by Internal Revenue Service.
- Conducts searches of Uniform Commercial Code filings on the computer Statewide UCC Lien System.
- Reviews vital records for death and marriage for accuracy and statutory requirements.
- Registers, files and indexes, as required by law, marriage and death certificates.
- Proofread every death record for eligibility. Make contact with Funeral Directors/Coroner/Doctors with questions/clarifications. Accept record into State computer system. Monitor any rejected records.
- Review, file, index and scan a copy of every marriage and domestic partnerships certificate.
- Maintain tickler of pending death certificates to ensure timely receipt.
- Contact Hospitals/Nursing Homes for proper paperwork that is missing regarding pending death certificates.
- Review lists to determine timeliness of death records which need to be received within 10 days. If not received, contact funeral director to discuss.
- Correct, amend or remove copies of vital records as instructed by state vital records office.
- Enter vital record transactions into Wisconsin’s Statewide Vital Records Information System (SVRIS).
- Processes applications for certified copies of birth, death, marriage and divorce certificates.
- Processes vital record requests from State web base.
- Process online requests for birth, death, marriage, divorce and land records from customers
- Issues certified copies of legal documents.
- Maintains the daily and monthly bookkeeping system.
- Prepares monthly, annual and state agency reports.
- Prepares daily deposit of receipted funds.
- Interacts directly with the Department of Revenue, State Vital Records Office, Fidlar computer systems and other Register of Deeds Offices.
- Communicates with attorneys, surveyors, title company representatives and other customers regarding recording requirements.
- Reads and comprehends the Wisconsin Statutes pertaining to the Register of Deeds Office.
- Provides customer service for walk-ins, phone calls, or email requests.
- Assists customer with inquiries in regard to procedures and specific information about recorded and filed documents.
- Makes digital backups of recorded and filed documents.
- Genealogy requests, provides customer service in person, phone, or email requests and inquiries.
- Registers in person searchers and provides them with a tutorial of our records.
SKILLS AND ABILITIES:
- Ability to operate Windows based PC
- Ability to efficiently operate Microsoft Office with emphasis in Excel and Word
- Ability to pass a written real estate aptitude exam.
- Ability to make decisions in accordance with laws, regulations and established procedures.
- Ability to interpret state and local laws relating to legal records management.
- General knowledge of land descriptions and maps.
- General geographical knowledge of Green Lake County.
- Ability to maintain confidentiality of records.
- Ability to accurately type with good keyboarding skills.
- Knowledge of business correspondence format, grammar, English and Spelling.
- Ability to understand and effectively carry out written and oral instructions.
- Ability to work under limited supervision once the job training is completed.
- Perform related functions as assigned.
- Skill in the use of general office equipment including but not limited to: computer, duplex scanner, copy machine, telephone, calculator, fax machine, microfiche reader and printer.
- Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards.
- Ability to compare, count, differentiates measure, assemble, copy and record and transcribe data and information.
- Ability to classify, compute and tabulate data.
- Ability to utilize a variety of advisory data and information such as transfer returns, department indexes, monthly budget reports, land ownership records, vital records, a variety of maps, statutes, procedures, guidelines and non-routine correspondence.
EDUCATION: High School diploma or its equivalent, supplemented by post high school course work in office practice and real estate principles preferred. Or an Associate or business degree from an accredited vocational, college, or technical school in office management. Supplemented by courses in real estate principles and laws
EXPERIENCE / JOB KNOWLEDGE: A minimum of two (2) years of responsible office experience and real estate principles, or any equivalent combination of education and experience that provides the necessary knowledge, skills and abilities
PHYSICAL DEMANDS: Up to 55% of the time is spent sitting reading and writing and typing. About 10% of the time is spent lifting and carrying objects (volumes) weighing 20-25 pounds. 20% of the time is spent listening, talking and observing. About 15% is spent standing, stooping and climbing.
Management’s assignment of essential functions is not designed to limit the manner in which duties may be accomplished. Management shall comply with all applicable workplace laws and shall communicate with any employee with a disability to determine the availability of a reasonable accommodation(s) to allow the employee to perform the essential functions of the job.
ENVIRONMENTAL DEMANDS: 100% of the time is spent indoors.
This is a public service position. Employees are required to be courteous, cooperative and respectful at all times with the public and clients. This includes establishing and maintaining courteous, cooperative and respectful working relationships with other employees, supervisors and public officials.
This position description has been prepared to assist in defining job responsibilities, physical demands, working conditions and needed skills. It is not intended as a complete list of job duties, responsibilities and/or essential functions. This description is not intended to limit or modify the rights of any supervisor to assign, direct, and control the work of employees under supervision. The county retains and reserves any and all rights to change, modify, amend, add to or delete from, any section of this document as it deems, in its’ judgment, to be proper.
Green Lake County provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Green Lake County complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Green Lake County has facilities. This policy applies to all terms and conditions of employment.