Deputy Clerk - Recorder

Lincoln County; Troy (MO); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

14 paid holidays

Vacations & personal time

Overtime/Comp time

CERF Retirement

Health/dental/vision insurance

Family insurance option

Uniforms & equipment provided

PSLF qualification

Life and AD&D insurance

Optional additional life insurance

Job summary

Lincoln County Deputy Recorder position overseeing critical document processing, indexing, and customer service for real estate records, licenses, and tax-related documents.

This on-site role requires accuracy, discretion, and knowledge of statutes and local records standards. You will maintain databases, assist the public, and ensure orderly, compliant recordkeeping processes.

Qualifications

• High school diploma or GED required, with five years of related office experience.
• Alternatively two years as Administrative Assistant I or equivalent education/experience.
• Ability to demonstrate essential functions with or without reasonable accommodation.

Responsibilities

• Plan, assign, review, and coordinate the work of unit handling legal, financial, procedural, and informational documents.
• Perform administrative duties requiring initiative and independent judgment in applying rules and procedures.
• Process, protect, and preserve files and indexes of permanent legal documents related to real estate, licenses, and other records.
• Check documents for statutory recording requirements and calculate recording fees; notify customers if noncompliant or fees are insufficient.
• Receive recording and copy fees, issue receipts, reconcile daily fees, and submit to Treasurer for deposit.
• Assign book, page, document numbers, and recording information through computerized systems.
• Enter data into computerized index to ensure access to recorded documents.
• Verify and correct data entry and scanned images against originals.
• Research and answer questions from the public and provide end-user instruction on databases and records.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Office

Legal/recordkeeping knowledge

Time management

Integrity

Clerical procedures

Independent work

Education

High school diploma or GED

Tools

Microsoft Office Suite

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

The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

• 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.