Assistant Register of Deeds

Wilkes Co; Register (GA); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

Equal Opportunity Employer

Job summary

Wilkes County is seeking an Assistant Register of Deeds/GRADE 62 to provide comprehensive administrative support to the Register of Deeds. The role includes handling records, financial touchpoints, and customer service while maintaining accurate filing and recording procedures.

The successful candidate will manage deadlines, prepare correspondence, and assist with office operations, purchasing, and vital-record duties in a professional county office environment.

Qualifications

• Required: High school diploma or GED and substantial experience in administrative support, bookkeeping, records management, or related field.
• Preferred: Associate degree or higher in accounting, business administration, public administration, office administration, or related field.
• Preferred: Experience with accounts payable/receivable, cash handling and reconciliation, purchasing, governmental accounting, or work in a Register of Deeds office.
• Preferred: Supervisory, lead-worker, or workflow-coordination experience; Spanish-language proficiency is beneficial but not required.

Responsibilities

• Provides direct administrative support to the Register of Deeds and ensures assignments, forms, deadlines, meetings, and priorities are completed accurately and on time.
• Maintains orderly electronic and paper filing systems and tracks pending matters, follow-ups, renewals, contracts, and deadlines.
• Receives, reviews, verifies, and records legal instruments and maps in accordance with laws and procedures.
• Indexes and proofreads real-estate transactions and plats; scans and back-scans records as needed.
• Assists with monitoring office workflow, training staff, and addressing routine operational needs.

Skills

Office administration

Bookkeeping

Accounts payable

Accounts receivable

Cash handling

Reconciliation

Purchasing

Filing

Records management

Microsoft Office

Communication

Education

High school diploma or GED

Associate degree or higher (preferred)

Tools

Microsoft Office Suite

Document preparation

Records-management systems

Recording software

Job description

ASSISTANT REGISTER OF DEEDS/GRADE 62

The Assistant Register of Deeds serves as the principal administrative and financial support person to the Register of Deeds while also performing skilled legal-recording, vital-records, and customer-service work. The position requires exceptional organization, accuracy, sound judgment, discretion, and the ability to manage multiple deadlines and priorities with limited supervision. Work includes accounting and financial recordkeeping; accounts payable and receivable; purchasing; deposits and reconciliations; preparation of forms, travel records, reports, and correspondence; coordination of office workflow; and recording, indexing, proofreading, and maintaining official public records.

Essential Duties And Responsibilities

• Provides direct administrative support to the Register of Deeds and helps ensure that assignments, forms, deadlines, meetings, and office priorities are completed accurately and on time.


• Assists with completing and organizing county forms.


• Maintains orderly electronic and paper filing systems; tracks pending matters, follow-up items, renewals, contracts, and deadlines; and retrieves information promptly when needed.


• Helps organize the Register's schedule.


• Drafts, proofreads, and formats professional correspondence.


• Communicates professionally.

Administrative and Executive Support

• Provides direct administrative support to the Register of Deeds and helps ensure that assignments, forms, deadlines, meetings, and office priorities are completed accurately and on time.


• Assists with completing and organizing county forms.


• Maintains orderly electronic and paper filing systems; tracks pending matters, follow-up items, renewals, contracts, and deadlines; and retrieves information promptly when needed.


• Helps organize the Register's schedule.


• Drafts, proofreads, and formats professional correspondence.


• Communicates professionally.

Accounting, Purchasing, and Financial Administration

• Performs and maintains accurate office accounting functions, including accounts payable, accounts receivable, fee collections, deposits, purchasing, invoice processing, and related financial records.


• Receives and accounts for fees and various payment forms.


• Prepares purchase orders, orders supplies and services.


• Tracks expenditures, receipts, deposits, outstanding items, and budget-related information.


• Maintains strong internal controls.

Recording, Vital Records, and Records Management

• Receives, reviews, verifies, and records legal instruments and maps in accordance with applicable laws, standards, and office procedures; identifies apparent deficiencies and explains recording requirements without providing legal advice.


• Indexes and proofreads real-estate transactions and plats; verifies indexed information, makes authorized corrections, and confirms accuracy before records are released to the permanent public record.


• Scans recorded documents, plats, and vital records and performs back-scanning of birth, death, marriage, and military records as needed.


• Issues marriage licenses and certified or noncertified copies of birth, death, and marriage records; processes amendments, legitimations, delayed certificates, and related vital-record matters.


• Indexes vital records received from the State of North Carolina and maintains required records.

Office Operations, Staff Support, and Public Service

• Assists the Register with monitoring office workflow, distributing work, training and supporting staff, maintaining consistent procedures, and addressing routine operational needs.


• Responds courteously and accurately to inquiries respectfully and professionally while applying laws, policies, and fees consistently.


• Protects confidential and legally restricted information and exercises discretion.


• Abides by and assists with implementation of county safety standards, technology-security practices, policies, and regulations.


• Performs other related duties and special projects as assigned by the Register of Deeds.

Knowledge, Skills, And Abilities

• Thorough knowledge of office administration, bookkeeping and accounting practices, accounts payable and receivable, cash handling, reconciliation, purchasing, filing, and records management.


• Exceptional organizational and time-management skills.


• Ability to learn and accurately apply laws, regulations, fee schedules.


• Strong proofreading, data-entry, numerical, analytical, and problem-solving skills; demonstrated accuracy and attention to detail.


• Proficiency with Microsoft Office, email, spreadsheets, document preparation, office equipment, and database or records-management systems; ability to learn specialized recording software.


• Ability to communicate clearly and professionally.

Education And Experience

• Required: High school diploma or GED and substantial experience in progressively responsible administrative support, bookkeeping/accounting, records management, customer service, or a closely related field; or an equivalent combination of education and experience.


• Preferred: Associate degree or higher in accounting, business administration, public administration, office administration, or a related field.


• Preferred: Experience with accounts payable and receivable, cash handling and reconciliation, purchasing, governmental accounting, legal documents, public records, or work in a Register of Deeds office.


• Preferred: Supervisory, lead-worker, or workflow-coordination experience. Spanish-language proficiency is beneficial but not required.

Special Requirements

• Must be eligible to be appointed and sworn as an Assistant or Deputy Register of Deeds and to perform duties required by applicable law and county policy.


• Must successfully complete any pre-employment requirements established by Wilkes County and maintain required bonds, oaths, certifications, or training after appointment.

Physical and Work Environment

Work is primarily performed in an office and public-service counter environment. The employee regularly uses a computer and other office equipment; communicates in person and by telephone; sits, stands, walks, reaches, and performs repetitive hand movements; and may occasionally lift or move record books, supply boxes, or other office materials.

Open until filled. Applications may be obtained from the County Office Building, 110 North Street, Wilkesboro, NC, 28697 or from our website, http://wilkescounty.net/. Wilkes County participates in E-verify. Wilkes County is an Equal Opportunity Employer.