Register of Deeds Technician

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

Job Information

Title:

Register of Deeds Technician

Market Range:

MR12

Approved Date:

1/31/2024 9:57:47 AM

FLSA:

Non-Exempt

EEO Code:

ADMINISTRATIVE SUPPORT

Career Level:

C2

Career Level Description:

Core Services Level 2

Job Code:

100634

Job Family:

Public Records

Sub Family:

Deeds & Records Management

Primary Purpose

Register of Deeds Technicians focus in one of four main areas:

    Recording

    Vital Records

    Indexing

    Passport Acceptance

The Register of Deeds Technician'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.

•

Customer Service: All Technicians - Provide outstanding customer service via phone, email and in person.  Provide instructions to customers on the use of our land records and vital records computer software, in the office and at home. Direct patrons to the proper area in the office, based on their needs. Ensuring visual fidelity and confidentiality of personal information.

Function as a team member, with customer needs as main focus.

1

30%

•

Records:

Recording Technicians: Issues certified copies of these records on request. Accurately return documents to intended recipient.

Indexing Technicians: Verify all recorded records prior to indexing completion

Vital Records Technicians: Locate, retrieve, and file birth, death, and marriage records.  Scan or upload and index incoming records. 

Passport Acceptance Technicians: Keep record of all passport applications according to US Department of State (USDOS) guidelines.

2

30%

•

Data Entry/Indexing:

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

Indexing Technicians: Double key all entries with accuracy rate of at least 90%

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

Passport Acceptance Technicians: Input customer information into passport application

3

30%

•

Training/Cross Training (All Technicians) Function across units to provide continuity of services and a continuous learning environment to include obtaining training and education in applicable policies and procedures.

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:

C2

Career Level Description:

Core Services Level 2

•

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

•

Work typically involves regular review by senior employees and/or supervisors.

•

Responsible for making minor adjustments to work methods to solve problems that are routine and typically exist in current work processes and systems. May be required to highlight areas of concerns/problems and submit or recommend solutions to supervisor in own Work Group.

•

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

•

May provide guidance and assistance to new or entry-level employees.

•

Requires basic job knowledge of systems and procedures obtained through prior work experience or education.

Qualifications

•

High school diploma or GED

•

One year of job-related experience

•

Equivalent education and experience are accepted

•

Ability to research and respond to a wide variety of inquiries.

•

Excellent customer service skills.

•

Excellent organization and time management skills.

•

Ability to work independently in carrying out oral and written instructions.

•

Ability to establish and maintain effective working relationships with others.

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.

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.

Good Judgment

Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Listening

Understands and learns from what others say.

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 individual work schedule 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