DEPUTY REGISTER OF DEEDS I - 4000775040010328

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SUMMARY OBJECTIVE:

The purpose of this position is to provide customer service and routine clerical support in the Register of Deeds office in compliance with North Carolina General Statutes, Durham County policies and procedures.
This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

ESSENTIAL FUNCTIONS:

The essential functions listed below are those that represent the primary responsibilities and percentage of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.
•Receives electronically large volumes of registered birth/death certificates copies from the NC State Vital Records office; ensures each certificate is registered and contains the necessary information.
•Processes data entry of each name and necessary information into the computer system accurately.
•Files recorded and indexed documents, and ensure they are secured daily in designated areas.
•Issues marriage license to couples who have successfully fulfilled the requirements.
•Answer and take telephone messages and ensure that calls are returned.
•Collect fees, issue applicable change, and provide receipts to all customers; maintain cash drawers; verify cash, checks, and credit card payments; reconcile cash drawer at the end of each day.
•Assist customers in the use of the records management computer system to find recorded documents.
•Issues certified copies of recorded documents
•Prepare, open, distribute, and process incoming and outgoing mail.
•Assists customers in completing forms to secure copies of birth, marriage and death certificates and real estate documents.
•Administers oaths for the issuance of marriage license; handles related paperwork.
•Indexes and scans completed and returned marriage application forms.Indexes and scans completed approved notary appointments; indexes and scans each Notary Public in the computer system
•Indexes, scans, stores, saves, retrieves each Notary Public in the computer system, scans each signed original notary transmittal documents.
•Record and index Real Estate documents by checking for the required statutory information.
•Scan real estate documents making sure that all recorded pages are accounted for.
•Perform quality control of recorded real estate documents.
•Index real estate documents making sure that all grantors, grantees and that legal descriptions are indexed accurately.
•Performs related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

•Knowledge of standard office practices, procedures, equipment, and standard clerical techniques.
•Knowledge of business English, spelling, and arithmetic.
•Ability to learn assigned clerical tasks readily and to adhere to prescribed office routines.
•Ability to make simple arithmetic calculations and file alphabetically, numerically and chronologically.
•Ability to learn County and State statues governing certification and recording of legal documents and materials.
•Skilled in the operation of various office equipment.
•Possess the ability to establish and maintain effective working relationships with other employees and the general public and deliver a high level of customerservice.
•Knowledge of or familiarity with legal documents.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Graduation or GED equivalent.

• Two (2) years of experience in clerical or general office work or an equivalent combination of education and experience.

PHYSICAL DEMANDS:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
•Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

•None.

SPECIAL CERTIFICATIONS AND LICENSES:

•Commissioned as a notary public in the state of North Carolina or become commissioned as a notary public within one year of employment with the Office of Register of Deeds.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodation to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Durham County.
This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.

AMERICANS WITH DISABILITIES ACT COMPLIANCE:

Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.