Administrative Specialist- Register of Deeds

The Administrative Specialist performs duties necessary for recording legal documents, ensuring they meet legal standards and determining whether to accept or reject a document. This position also accurately verifies information entered into grantor/grantee and tract indexes, covers duties in absence of Chief Deputy Register of Deeds, and performs other clerical support duties as assigned to assist in all aspects in of the Register of Deeds office operations.

• Applies knowledge of legal descriptions and real estate documents. Performs the initial processing of all real estate legal documents submitted for recording in the Register of Deeds office to ensure they meet legal standards.
• Interprets, explains, and applies policies and regulations to review documents submitted to complete various real estate transactions; checks key components of the document for entries; identifies and communicates specific deficiencies that must be corrected before the document will be acceptable, while avoiding giving legal advice; checks that the proper recording fee has been submitted.
• Employs personal computer and standard office equipment operational skills; assists with high volume data entry and auditing online real estate documents; indexes previously recorded and scanned documents into current indexing program; enters real estate & vital record transactions into computerized cashiering system; provides training to users in accessing the computerized tract index records and scanning system; assists in training new staff and aids less experienced workers;
  
  assists in maintaining County vital records by receiving and proofreading them for accuracy; processes first phase and scans real estate documents for recording; audits images and data entered from daily recorded legal documents on computerized real estate program; prepares certified copies of real estate records for title companies, attorneys, and reception counter customers.
• Performs duties in the absence of Chief Deputy Register of Deeds; indexes documents into computerized grantor/grantee index and tract index; runs necessary reports; prepares monthly invoices to charge customers.
• Serves as a deputy when appointed by the Registrar; authorizes real estate, vital records, and general requests.
• Provides exceptional customer service to represent the department positively; assists with serving the public at receptionist counter and on the telephone; responds to public requests for certified copies of vital records; processes online applications for vital records and land records requests; addresses real estate problems and requests; assists attorneys, surveyors, title insurance companies and the public regarding real estate documents and recording requirements.
• Performs other related duties as required or assigned.

• Three (3) years of experience with real estate documents.
• Three (3) years of clerical/administrative support.
• Experience with legal descriptions.
• Appointment will be conditional upon successful completion of a criminal background check.

• Associate degree in clerical, paralegal or related business field.
• Experience performing high volume data entry.