Second Deputy - Register of Deeds

POSITION SUMMARY:

This position performs operational and other administrative support duties as assigned to assist in all aspects of the Register of Deeds office.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Provides technical assistance, customer support, training to clients and support of the IT Department for software upgrades for the County Website/GIS system, DOR website/Electronic Transfer Return, and Vital Records, while coordinating information with other departments regarding real estate and vital records.
• Provides training and technical information regarding Wisconsin Statutes to property professionals, government agencies, and the public regarding recording requirements, property records, and vital records.
• Analyzes, evaluates, and interprets documents and vital records for filing to determine acceptance or rejection according to local, state, and federal guidelines.
• Prepares, issues, and certifies copies of real estate records and vital records for the public and other agencies.
• Compiles statistical information and prepares informational reports for government agencies, and for internal County departments and external clients.
• Files reports, applications, and records in accordance with County and State guidelines.
• Performs bookkeeping functions including charges, receipt fee payments, prepares remittances, prepares deposit reports, balance accounts and handling money.
• Reviews, records, indexes, and certifies Military Discharge records for Veterans and the Veterans Service Office.
• Researches, prepares, scans and indexes real estate documents and vital records.
• Creates and prepares emails, letters, and memorandums.
• Provides backup and training to other office personnel as needed.
• Other duties as assigned.

This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes.

• Ability to read and interpret legal descriptions, statutory language and real estate documents.
• Knowledge of Wisconsin Statutory requirements established by the Wisconsin Department of Revenue, Department of Health Services and Department of Financial Institutions.
• Ability to provide effective customer service and interact professionally, respectfully, and tactfully with individuals from diverse backgrounds.
• Awareness of local community resources, public services, and social programs available to residents.
• Technical proficiency in the use of relevant software applications, databases, standard office equipment, and other technology tools relevant to the position (e.g., Microsoft Office, Outlook, SharePoint, etc.).
• General knowledge of standard office procedures, practices, and equipment.
• Strong organizational and time management skills, including the ability to prioritize work, meet deadlines, and adapt to changing priorities and work demands.
• Ability to perform work with a high degree of accuracy and attention to detail, including the preparation and review of reports, correspondence, and other documentation.
• Ability to work effectively as part of a team, collaborating with colleagues across departments to achieve common goals.
• Ability to apply ethical judgment and maintain confidentiality regarding business-related files, reports, and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Ability to type accurately at a reasonable speed.
• Ability to work the allocated hours of the position.

This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner.

• Ability to communicate clearly, effectively, and professionally in English, both verbally and in writing, with coworkers, supervisor, elected officials, government agencies, property professionals, other stakeholders, and the general public.
• Ability to engage with the public and all business partners, handle inquiries, ask appropriate clarifying questions, resolve conflicts, and build positive relationships with a diverse population.
• Ability to read comprehend, and accurately interpret typed, handwritten, and cursive…