Register of Deeds

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Register of Deeds

Market Range:

00

Approved Date:

2/10/2021 5:29:29 PM

FLSA:

Exempt

EEO Code:

OFFICIALS AND ADMINISTRATORS

Career Level:

EA

Career Level Description:

Appointed Leadership

Job Code:

100631

Job Family:

Public Records

Sub Family:

Deeds & Records Management

Primary Purpose

Serves as the custodian and manager of public records and is subject to the laws governing the care, maintenance and access to such information. Manages the recording of all deeds, titles, liens, mortgages, maps, military records and instruments of writing as authorized by law. Oversees the issuance of marriage licenses, registering armed-forces discharges, assessments of water and sewer authorities, assumed name certificates, select bankruptcy records, official bonds, farm names, grave removals, historic landmarks, historic properties' ordinances, inheritance and estate tax waivers, torrens land transfers, mortgage in lieu of bonds, waste disposal notices, exemption orders, and other miscellaneous records. Serves as an elected official.

•

Oversees the integrity of all documents, records and processes entrusted to the Wake County Register of Deeds by North Carolina statutes, state regulations and county voters. Oversees the receipt and review of documents received for recording to ensure compliance with recording requirements, maintenance and calculation of applicable fees and transfer taxes, assignment of document numbers to recordable documents, and return of unrecordable documents for correction(s).

1

30%

•

Provides leadership and develops the strategic direction for the continuous improvement of departmental operations.  Determines areas for operational improvement based on outcome measurement data and customer feedback. Reviews, develops and implements policies, procedures, processes, internal controls and guidelines to protect the interests of the county and maintains the integrity of legal records in compliance with legislation, regulations and policies. Implements strategies necessary to expand and improve the electronic processing, approval and storage of documents.

2

20%

•

Manages the human resources of the department to fulfill the duties of the Register of Deeds. Provides direction to division managers regarding business activities, human resources issues, salary determination and performance management. Oversees the interviewing and selecting of applicants, training, work products, disciplinary decisions and actions, and establishes/evaluates performance for direct reports.

3

20%

•

Directs and manages the planning, budget preparation and maintenance for the fiscal year budget. Performs complex and varied financial strategic planning, budgeting and forecasting revenues and expenditures including monitoring financial outcomes, providing timely financial analysis and direction as well as maintaining and adjusting cost allocation plans.

4

15%

•

Advises and consults with county management on departmental matters. Develops a variety of statistical and narrative reports for the County Manager's Office, Board of County Commissioners and others as requested.

5

10%

•

Provides leadership to a variety of professional organizations and industry associations in order to shape the structure and substance of the recording process, recording standards and recording technology in the future. Determines appropriate action and partnerships necessary to modify state laws and regulations.

6

5%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

EA

Career Level Description:

Appointed Leadership

Qualifications

•

Elected/Appointed

•

Elected/Appointed

•

Equivalent education and experience are accepted

•

Thorough knowledge of applicable county, state and federal policies associated with property, titles, real estate and records.

•

Thorough knowledge of indexing of legal documents and the proper coding.

•

Knowledge of the general statutes and laws relating to matters under the jurisdiction of the Register of Deeds.

•

Ability to interpret and explain complex policies, processes, regulations, and applicable laws in layman’s terms.

•

Ability to research and analyze complex problems and the ability to review related information to develop and evaluate options and implement solutions.

•

Advanced critical thinking and project management skills.

•

Ability to work collaboratively and maintain effective interpersonal relationships.

•

Supervisory and employee management skills.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Enforcing Laws, Rules & Regulations

Enforces governmental laws, rules, and regulations, and initiates enforcement actions in a way that the public perceives as fair, objective, and reasonable.

Innovation

Applies original thinking in approach to job responsibilities and to improve processes, methods, systems, or services.

Political Savvy

Identifies internal and external politics that impact the work of the organization. Perceives organizational and political reality and acts accordingly.

Cooperative Leadership

Promotes and generates cooperation among one's peers in leadership to achieve a collective outcome; fosters the development of a common vision and fully participates in creating a unified leadership team that gets results.

Organizational Alignment

Ensures the organization’s goals and objectives align with the County’s mission and vision.

Strategic Vision

Sees the big, long-range picture and leads others accordingly.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate in-depth information for the purpose of interpreting and/or negotiating

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X