Administrative Specialist- Register of Deeds

Position Summary

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 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.

Eau Claire County is not only a great place to work, but has many exciting benefits!

Paid Time Off (PTO):
Accrual is based on years of service with the County, starting at 6.4 hours accruing each pay period (20.8 days per year), with the maximum accrual rate of 35.75 days per year.
Manager PTO accrual available upon request.

Holidays
:
Eleven paid holidays:
New Year's Day, Martin Luther King, Jr. Day, a Spring Holiday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Day after Thanksgiving, Christmas Eve Day, Christmas Day and New Year's Eve Day.

Retirement
:
The County provides a retirement account in Wisconsin Retirement System (WRS). Employees pay one-half of the actuarially required contributions.

For further benefit information please click on the link:
Employee Benefits.

Eau Claire County provides leave under the Family Medical Leave Act:  for more information.

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IMPORTANT NOTE:

This information gives only a brief summary of the plans in effect for regular, full-time Non-Represented employees of Eau Claire County and may not be all-inclusive. Eau Claire County's policies and County Code govern if there are differences between this information and the policies.