Assistant Deputy Judicial Records - Deeds

Job Description

Summary: The Deputy Judicial Records - Deeds is responsible for directing and overseeing the receipt and filing of deeds, mortgages, adjudications, and related documents.

Essential Duties: Essential job duties for this position include the following items. Other duties must be performed as assigned or required.

Establish, carry out, and control procedures and operations necessary to the safekeeping of official documents of record.

Supervise clerical staff engaged in processing activities.

Plan, assign, and review the work of a small to medium staff of clerical positions engaged in receiving, processing and recording deeds, adjudications, mortgage, and other documents.

Interview applicants, orient and train new employees, and provide direction, assistance, and support to staff.

Prepare requisitions and purchase orders for supplies and gather cost information for use in budget preparation.

Develop and recommend implementation of internal procedures and systems, including forms, to ensure complete records of all activities.

Check indexing of documents for accuracy, ensuring proper entry of all grantors and grantees, prepare certifications of deeds, adjudications, and assignments of mortgages for use by other County offices.

Research indices for mortgages and prepare certification of changes.

Advise members of the public of laws and other requirements for recording deeds, mortgages, and other documents.

Assist members of the public with finding information and/or completing proper forms.

Answer inquiries by telephone or from visitors.

Reconcile monthly expenditure reports and daily bank deposits.

Perform related work as required.

Supervisory Responsibilities: The Asst Chief Deputy Position has supervisory responsibility for approximately (7) direct reports.

Qualifications: To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills and ability required.

Education/Experience:

Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Three to four years' experience in records management or office management work with exposure to legal and/or real estate terminology, forms, and procedures.

Language Skills:

Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make e

Mathematical Skills:

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Full-time