Register of Deeds Specialist

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

Job Information

Title:

Register of Deeds Specialist

Market Range:

MR14

Approved Date:

1/31/2024 9:56:55 AM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C3

Career Level Description:

Core Services Level 3

Job Code:

100632

Job Family:

Public Records

Sub Family:

Deeds & Records Management

Primary Purpose

Register of Deeds Specialist serves as a team lead for an assigned unit in the Register of Deeds Office, focusing in one of four areas:

    Recording

    Vital Records

    Indexing

    Passport Acceptance

The Register of Deeds Specialist's purpose is to:

    Provide excellent customer service to all Register of Deeds patrons, whether by phone, email or in person.

    Act on behalf of the Register of Deeds, as Deputy, maintaining professionalism, while following all federal, state and local rules and regulations governing this

    office.

    Work with acute attention to detail, ensuring they are following current legislation affecting this office.

    Lead unit in supervisors absence.

•

Customer Service:  All Specialists – Provide outstanding customer service, via phone, email and in person.  Provide instructions to customer on the use of our land records and vital records computer software, in the office, based on their needs.  Ensuring visual fidelity and confidentiality of personal information.  Function as team lead, ensuring staff can concentrate focus on customer needs.

1

30%

•

Records:

Recording Specialists: Issues certified copies of these records on request. Accurately return documents to intended recipient. Produce and distribute task schedule for the unit. Confirm staff are checking documents to ensure statutory requirements are met.

Indexing Specialists: Verify all records with accuracy rate of at least 90%.

Vital Records Specialists: Locate retrieve and file birth death and marriage records. Scan or upload and index all incoming records. Produce and distribute task schedule for the unit.  

Passport Acceptance Specialists: Keep record of all passport applications according to US Department of State (USDOS) guidelines. Create appointment schedule for public use, ensure staff is available.

2

30%

•

Data Entry/Indexing:

Recording Specialists: Enter data into ROD system of all incoming real estate and other legal documents

Indexing Specialists: Monitor production and error rates of staff. Make corrections to any reported errors on the Consolidated Real Property Index.

Vital Records Specialists: Record DD-214 into system and index incoming records

Passport Acceptance Specialists: Input customer information into passport application.

3

30%

•

Cross Training (All Specialists): Will assist the supervisor to train staff in main focus area and cross-trains Technicians from other units.

4

10%

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:

C3

Career Level Description:

Core Services Level 3

•

Works to deliver day-to-day objectives that directly impact the achievement of results for the Work Group.

•

Work consists of tasks that are typically not routine.

•

Works independently under limited supervision, applying discretion when required.

•

Responsible for recommending adjustments to processes or systems that improve the effectiveness of the Work Group.

•

May be required to apply discretion within broad operational boundaries and procedures.

•

Communicates within and outside Work Group to obtain information or explain practices and policies.

•

Responsible for providing, guidance, coaching, and training to lower-level support employees.

•

Requires broad knowledge of operational systems and practices typically gained through extensive experience, technical training, and/or advanced education.

Qualifications

•

High school diploma or GED

•

Two years of job-related experience

•

Equivalent education and experience are accepted

•

Detail oriented with strong organizational and record keeping skills.

•

Ability to document clients records in paper and electronic systems. Ability to participate in periodic audit and review of client records for quality assurance.

•

Ability to lead and motivate a team.

•

Excellent written and oral communication skills.

•

Good problem solving and analytical 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

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

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.

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 and apply routine verbal and/or written instructions

Organization

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

Decision Making

Make decisions that have an impact on the immediate work unit's operations and/or services

Communication

Communicate and explain a variety of information

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