Deputy Clerk - Recorder

Lincoln County; Troy (MO); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

CERF Retirement

Paid health/dental/vision insurance

Public Service Loan Forgiveness (PSLF)

Job summary

Lincoln County is seeking a Deputy Recorder to manage and improve the workflow for recording and preserving legal and financial documents. The role requires meticulous data entry, strict adherence to recording requirements, and the ability to explain procedures to the public.

You will process fees, issue receipts, and certify documents while maintaining accurate logs and databases. This position emphasizes integrity, independence, and precise recordkeeping in a busy county office.

Qualifications

• Experience handling administrative duties in a legal or records setting is preferred.
• Ability to manage records, indexing, and data entry with accuracy and discretion.
• Familiarity with statutes, regulations, and local records standards relevant to recorder offices.
• Excellent written and verbal communication for public inquiries and internal staff.

Responsibilities

• Plan, assign, review, and coordinate work of the unit handling legal and financial documents.
• Enter data into computerized databases and verify against originals for accuracy.
• Process, protect, and preserve permanent records including real estate deeds and licenses.
• Provide copies and certify authenticity of documents; handle marriage license applications.
• Respond to public inquiries and instruct end users on database usage.
• Track legislation related to the Recorder duties and apply applicable statutes.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Legal knowledge

Prioritization

Integrity

Independent work

Education

High school diploma or GED

Tools

None

Job description

The Deputy Recorder provides highly responsible administrative work involving direction of a variety of business management or support service functions. The daily workflow assigned to the individual in this position reports to the Elected Recorder of Deeds.

Principal Accountabilities

• Plans, assigns, reviews, and coordinates the work of unit engaged in preparing, reviewing, posting, and processing a variety of legal, financial, procedural, and informational documents.
• Performs highly responsible administrative duties requiring the exercise of initiative and independent judgment in devising and installing work methods and in applying complex rules, procedures, and regulations.
• Processes, protects, and preserves files and indexes of permanent legal documents pertaining to real estate, marriage licenses, state and federal tax liens, military discharges, and other miscellaneous records of Lincoln County.
• Checks incoming documents for statutory recording requirements and calculates recording fees. Notify customers when documents do not comply with recording requirements or when recording fees are insufficient.
• Receives recording and copy fees. Issues receipts. Records and reconciles daily recording fees and service payment log. Submit daily fees to Treasurer for deposit.
• Assigns book, page, document numbers and other recording information to legal documents through computerized counter reception program.
• Enters data into computerized database index to ensure access to recorded documents.
• Verifies and corrects data entry and scanned images in database by comparing them to original legal, recorded documents.
• Research and answers questions in person and by telephone from the public using the database, book indexes and recorded documents; Provides end-user instruction in the use of the database, book indexes, microfiche and equipment.
• Researches and applies appropriate statutes, regulations and local records standards as they relate to the duties of the Recorder. Track legislation related to the duties of the Recorder.
• Provides copies and certifies authenticity of documents to customers when requested. Takes applications for and issues marriage licenses.
• Responsible for recording, safekeeping, and organizing all documents related to real estate transactions in a competent and logical manner.
• Performs other related duties as assigned.

Knowledge, Skills, & Abilities

• Exceptional organizational skills for efficient record-keeping.
• Strong attention to detail to ensure the accuracy of documents.
• Excellent communication and interpersonal skills for effective collaboration.
• Proficiency in using office software and tools, including Microsoft Office.
• Sound understanding of relevant laws and regulations governing the Recorder's office.
• Ability to prioritize tasks in a high-demand environment.
• Dedication to upholding the highest standards of integrity and ethics.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

Experience & Education

High school diploma or general education degree (GED); and five years related experience and/or training in office work or the equivalent of two years as Administrative Assistant I; or equivalent combination of education and experience.

Supervisory Responsibilities

There are no supervisory responsibilities in this position.

Physical Requirements/Working Environment

PHYSICAL DEMANDS - Most work is performed in a professional office setting and is generally sedentary. Must possess vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Position requires continuous sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls, and other office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 25 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, reaching above and at shoulder height, moderate grasping to manipulate objects, lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

WORK ENVIRONMENT - This job operates in a professional office environment. Professional attire required. This position routinely uses office equipment such as computers, calculators, multi-line telephones, photocopiers, printers and scanners, binding machines, hand-held recording devices, filing cabinets and fax machines. This position is routinely in contact with the public, other Lincoln County, and State employees, elected officials and members of other entities. Due to the subject matter of the position, the employee may be subject to stressful situations.

Travel

Travel requirements will vary with the assignment.

• 14 paid holidays
• Receive 8 hours vacation and 4 hours personal time per month
• Potential for overtime or comp time
• CERF Retirement
• Paid health/dental/vision insurance for employees
  • Option health/dental/vision insurance available for family/dependents at employee's expense
• Required uniforms and equipment provided.
• Qualifying employer for Public Service Loan Forgiveness Program
• County provided Life and AD&D insurance
• Optional additional voluntary life insurance

Benefits

• 14 paid holidays
• Receive 8 hours vacation and 4 hours personal time per month
• Potential for overtime or comp time
• CERF Retirement
• Paid health/dental/vision insurance for employees
  • Option health/dental/vision insurance available for family/dependents at employee's expense
• Required uniforms and equipment provided.
• Qualifying employer for Public Service Loan Forgiveness Program
• County provided Life and AD&D insurance
• Optional additional voluntary life insurance

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.