Assistant Register of Deeds

The Assistant Register of Deeds serves as the principal administrative and financial support person to the Register of Deeds while also performing skilled legal-recording, vital-records, and customer-service work. The position requires exceptional organization, accuracy, sound judgment, discretion, and the ability to manage multiple deadlines and priorities with limited supervision. Work includes accounting and financial recordkeeping; accounts payable and receivable; purchasing; deposits and reconciliations;

preparation of forms, travel records, reports, and correspondence; coordination of office workflow; and recording, indexing, proofreading, and maintaining official public records.

• Provides direct administrative support to the Register of Deeds and helps ensure that assignments, forms, deadlines, meetings, and office priorities are completed accurately and on time.
• Assists with completing and organizing county forms.
• Maintains orderly electronic and paper filing systems; tracks pending matters, follow-up items, renewals, contracts, and deadlines; and retrieves information promptly when needed.
• Helps organize the Register's schedule.
• Drafts, proofreads, and formats professional correspondence.
• Communicates professionally.

• Provides direct administrative support to the Register of Deeds and helps ensure that assignments, forms, deadlines, meetings, and office priorities are completed accurately and on time.
• Assists with completing and organizing county forms.
• Maintains orderly electronic and paper filing systems; tracks pending matters, follow-up items, renewals, contracts, and deadlines; and retrieves information promptly when needed.
• Helps organize the Register's schedule.
• Drafts, proofreads, and formats professional correspondence.
• Communicates professionally.

• Performs and maintains accurate office accounting functions, including accounts payable, accounts receivable, fee collections, deposits, purchasing, invoice processing, and related financial records.
• Receives and accounts for fees and various payment forms.
• Prepares purchase orders, orders supplies and services.
• Tracks expenditures, receipts, deposits, outstanding items, and budget-related information.
• Maintains strong internal controls.

• Receives, reviews, verifies, and records legal instruments and maps in accordance with applicable laws, standards, and office procedures; identifies apparent deficiencies and explains recording requirements without providing legal advice.
• Indexes and proofreads real-estate transactions and plats; verifies indexed information, makes authorized corrections, and confirms accuracy before records are released to the permanent public record.
• Scans recorded documents, plats, and vital records and performs back-scanning of birth, death, marriage, and military records as needed.
• Issues marriage licenses and certified or noncertified copies of birth, death, and marriage records; processes amendments, legitimations, delayed certificates, and related vital-record matters.
• Indexes vital records received from the State of North Carolina and maintains required records.

• Assists the Register with monitoring office workflow, distributing work, training and supporting staff, maintaining consistent procedures, and addressing routine operational needs.
• Responds courteously and accurately to inquiries respectfully and professionally while applying laws, policies, and fees consistently.
• Protects confidential and legally restricted information and exercises discretion.
• Abides by and assists with implementation of county safety standards, technology-security practices, policies, and regulations.
• Performs other related duties and special projects as assigned by the Register of Deeds.

• Thorough knowledge of office administration, bookkeeping and accounting practices, accounts payable and receivable, cash handling, reconciliation, purchasing, filing, and records management.
• Exceptional organizational and time-management skills.
• Ability to learn and accurately apply laws, regulations, fee schedules.
• Strong proofreading, data-entry, numerical, analytical, and problem-solving skills; demonstrated accuracy and attention to detail.
• Proficiency with Microsoft Office, email, spreadsheets, document…