Recording Specialist

Job Summary

To perform data entry and provide the public with documents relating to real estate records and vital records filings.

Essential Duties

• Follow all standard office procedures, county ordinances and statutory requirements related to recording, filing, indexing, scanning and certification of real estate and vital record documents.
• Review vital records, real estate documents submitted to the office via mail, in-person and electronically for statutory completeness and accuracy.
• Verify proper remittance of and process recording/filing fees as established by state statutes and county ordinances.
• Assign date/time recording stamp, document number imprints on documents as required by state statutes and county ordinances.
• Perform scanning and data entry required for proper storage and retrieval of documents on the optical imaging software.
• Verify the accuracy of the data entered during the land scan/grantor-grantee process.
• Upon completion of scanning and data entry functions, return, file or destroy documents in keeping with statutory requirements, county ordinances and standard office procedures.
• Provide assistance to the public via telephone, email and in-person with questions related to real estate and vital record documents.
• Upon receipt of a properly completed application for certified copy of a vital record, collect the proper fee, search for the record requested and issue or deny a certified copy of the record in accordance with state statutes and standard office procedures.
• Monitor escrow accounts for all funeral homes vital record requests.
• Cover front counter duties during lunch breaks and absences.
• Perform other tasks as assigned by the Register of Deeds or the Deputy Register of Deeds.

Supervision Received
Receives supervision from the Register of Deeds and the Deputy Register of Deeds.

Qualifications

• High School Diploma or GED equivalent or any equivalent combination of education, training and experience, which provides the requisite knowledge, skills and abilities.
• Good public relations skills.
• Good communication skills.
• Attention to detail.
• Prompt and regular attendance.

Knowledge Skills & Abilities

This description has been prepared to assist in properly evaluating various classes of responsibilities, skills, working conditions, etc., present in the classification. It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of positions that will be given this title. It is not intended as a complete list of specific duties and responsibilities, nor is it intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind and level of difficulty.