26-25 Office Coordinator - Register of Deeds

Brookings County; Brookings (SD); On-site; USD 27,000 - 39,000; Full time

Job summary

Brookings County seeks an Office Coordinator – Register of Deeds to perform clerical duties, greet the public, manage records, and assist with vital records processes. The role involves data entry, filing, scanning, and daily cash handling with balancing tasks.

Strong knowledge of Microsoft Office, solid communication, and ability to lift up to 50 pounds are expected. This is a full-time position with benefits in the Brookings area.

Qualifications

• Extensive knowledge of modern office practices and equipment.
• Knowledge of laws pertaining to Register of Deeds functions.
• Ability to perform mathematical computations accurately.
• Strong verbal and written communication skills.
• Ability to follow written and verbal instructions.
• Professional relationship with the public and colleagues.
• Ability to stand long periods and lift up to 50 pounds.
• Familiarity with MS Office, Windows, Internet, Email, and document scanning.

Responsibilities

• Serve as first contact to the public as office receptionist.
• Maintain county lien records and post lien satisfactions.
• Assist customers with property, title, and genealogy searches.
• Prepare certified copies of vital records and other documents.
• Distribute monthly vital reports to the SD Department of Health.
• Keep Vital Records supplies stocked and manage paper orders.
• Create and maintain security reports and paper orders.
• Balance daily cash, run reports, and assist with deposits.
• Enter records in the fee book and use DocPro for scanning.
• Attend trainings and perform duties safely.
• Develop professional relationships with the public and staff.

Skills

Receptionist duties

Record keeping

Communication skills

Microsoft Office

Data entry

Customer service

Organizational skills

Physical stamina

Education

High School Diploma or GED

Computers coursework

Tools

Microsoft Office

DocPro

Job description

Job Opportunities

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26-25 Office Coordinator - Register of Deeds

Posting:#26-25

Posting Type: Internal & Open Announcement

Starting Wage:$23.90/hour

Full-Time Position with Benefits

Position Title: Office Coordinator – Register of Deeds

Department: Register of Deeds

Reports To: Register of Deeds

FLSA Status: Non-exempt

Wage Grade:N-5

DESCRIPTION OF WORK

General Statement of Duties

Performs clerical work in maintaining records filed with the Register of Deeds Office.

Supervision Received

Under the direct supervision of the Brookings County Register of Deeds. In the absence of the Register of Deeds, under the Supervision of the Deputy.

Examples of Duties

• Serves as the first contact to the public as the office receptionist answering the telephone and greeting individuals; answers questions and inquiries and/or directs individuals to the appropriate departmental personnel.
• Responsible for maintaining county lien records to include posting county liens and county lien satisfactions.
• Conducts and assists customers with property, title, and genealogy searches.
• Prepares certified copies to include birth, death, and marriage certificates, military records, and other certified copies as directed.
• Prepares and distributes monthly vital reports to the SD Department of Health at the end of the month
• Keeps Vital Records applications and supplies fully stocked including Marriage License packets.
• Create and maintain security paper reports and order additional paper as needed.
• Maintains the burial records
• Email daily documents to title company
• Assists with balancing of daily cash/charge fees collected and running daily and monthly computer reports as directed. Makes bank deposits weekly and monthly. (backup)
• Maintains and enters recorded documents in the fee book and indexing and scanning documents in DocPro (as needed/ backup)
• Attends training sessions and meetings as required.
• Performs work in a manner consistent with safe practices.
• Develops and maintains positive, professional relationships with the general public and other employees.
• Performs other such duties and functions as assigned and necessary to the proper performance of the position.
• In the absence of the Deputy Register of Deeds, or as directed by the Register of Deeds, serves in that capacity
• Balances month end charges , print reports and send statements as needed. Balances and maintains charge book.
• Job duties and responsibilities may be adjusted as needed based on workload and office priorities. All positions are expected to work collaboratively, remain flexible, and assist with any duties necessary to ensure the efficient and effective operation of the office.

QUALIFICATION FOR APPOINTMENT

Required Knowledge, Skills, and Abilities

• Extensive knowledge of modern office practices, procedures, and equipment to include typewriter, copy machine, fax machine, calculator, computers, document scanner, etc.
• Knowledge of local, state, and federal laws pertaining to the functions of the Register of Deeds Office.
• Ability to make mathematical computations accurately and quickly.
• Ability to communicate well both verbally and in writing.
• Ability to understand and follow written and verbal instructions.
• Ability to maintain a professional relationship with the general public and other employees.
• Ability to demonstrate organizational skills.
• Ability to stand for long periods of time, and regularly lift and/or move up to 30 pounds and occasionally lift and/or move up to 50 pounds.
• Knowledge of modern computer software programs to include Microsoft Office, Microsoft Windows, Internet, Email, and Document Scanning Software.
• Knowledge of property descriptions preferred.

Education

• High School Diploma or GED Certification.
• Additional coursework in computers or modern office practices preferred.

Experience

• No less than two (2) years experience in an office setting with clerical and/or office assistant responsibilities (including filing, correspondence, and receptionist duties).
• Experience operating computers, and modern software programs (such as Microsoft Office and Windows).
• OR
• Any equivalent combination of education and experience as is acceptable to the hiring authority.