Deputy Recorder

Indiana; Indiana; On-site; USD 42,000 - 65,000; Full time

Job summary

Delaware County's Recorder's Office seeks a Deputy to manage document processing, record-keeping, and public assistance in a fast-paced county office.

The role covers recording deeds, handling cash deposits, data entry, file indexing, and responding to inquiries while maintaining confidentiality and accuracy.

Candidates need a high school diploma and ability to pass a drug test; office software experience preferred; occasional overtime and travel may be required.

Qualifications

• High school diploma or HSE with at least three months of experience.
• Ability to meet all employment requirements, including drug test.

Responsibilities

• Assist in recording deeds and posting in AVID, verify payments, and document handling.
• Perform receipting, scanning, filing, indexing, posting, certifying, and mailing documents.
• Oversee office equipment maintenance and coordinate needs.
• Answer telephones, greet visitors, respond to inquiries, and direct calls.
• Index and verify data on real estate records and previously recorded documents.
• Balance the daily cash drawer, prepare deposits, and deliver to Auditor/Treasurer.
• Process Uniform Commercial Code filings, including receipting and terminating records.

Education

High school diploma or High School Equivalency (HSE)

Job description

Deputy Recorder

Position Information

• Job Title: Deputy
• Department: Recorder
• Position Fund Account No.:
• Division:
• Job Category: COMOT
• Work Schedule: 8:30 a.m. to 4:00 p.m., Monday through Friday
• Job Grade: B
• Reports To: Recorder
• Status: Full-time
• FLSA Status: Non-exempt (overtime eligible)
• Effective Date: November 2008
• Re-evaluation Date:

Position Summary

To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and abilities required. Delaware County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless doing so would create an undue hardship.

The incumbent serves as Deputy for the Delaware County Recorder’s Office and is responsible for processing documents, maintaining records, and assisting the public.

Essential Duties and Responsibilities

• Assist in recording various documents, including deeds, posting in AVID, verifying payments, documenting returned items, matching documents with envelopes, receipting documents, forwarding documents for scanning, and processing rejected documents.
• Perform receipting, scanning, filing, indexing, posting, certifying, and mailing of documents.
• Oversee office equipment maintenance and coordinate office equipment and supply needs.
• Print documents and reports for customers and internal use.
• Answer telephones, greet visitors, respond to inquiries, assist users with temporary account setup, and direct visitors and calls to appropriate personnel.
• Assist County personnel and the public by researching files and records, preparing and certifying copies, and helping users operate department computer systems.
• Index and verify data on real estate documents and previously recorded records.
• Retrieve military discharge papers.
• Create and utilize reports, including missing image reports, deposit reports, and indexing reports to identify and correct errors.
• Coordinate projects involving microfilmed records, including filing and back-indexing historical documents.
• Open and close the public search room, including starting and shutting down computer systems and disinfecting public workstations.
• Receive, sort, and process department mail.
• Maintain the department website.
• Prepare documents by verifying customer information, page counts, cross-references, nonconforming information, logging, calculating fees, and receipting.
• Perform data entry and document verification.
• Maintain current certification requirements for title searches.
• Balance the daily cash drawer, prepare reports, prepare deposits, and deliver deposits to the Auditor and Treasurer’s Offices.
• Process payments for recorded documents and copies.
• Complete Uniform Commercial Code (UCC) filings, including receipting and terminating records as required.
• Perform other related duties as assigned.

Job Requirements and Difficulty of Work

• High school diploma or High School Equivalency (HSE) with at least three (3) months of previous work experience.
• Ability to meet all employment requirements, including successful completion of a drug test.
• Working knowledge of and ability to interpret Indiana Code.
• Working knowledge of and ability to interpret Uniform Commercial Code (UCC) documents.
• Knowledge of department policies, procedures, and legal requirements and the ability to apply them appropriately.
• Working knowledge of standard office software and technology, including word processing, spreadsheets, presentations, email, internet applications, and department-specific systems.
• Knowledge of standard English grammar, spelling, and punctuation.
• Ability to prepare correspondence and reports.
• Ability to operate standard office equipment, including computers, calculators, fax machines, copiers, scanners, microfilm readers, and telephones.
• Ability to communicate effectively both verbally and in writing with coworkers, County departments, Planning Commission, Veterans Affairs, banks, title companies, surveyors, the IRS, and the public.
• Ability to maintain confidentiality and provide appropriate access to records in accordance with state requirements.
• Ability to comply with all employer and department policies, including attendance, safety, workplace conduct, and drug-free workplace requirements.
• Ability to provide courteous public service, including managing occasional interactions with upset or hostile individuals.
• Ability to understand, retain, and follow oral and written instructions.
• Ability to work independently and collaboratively in a team environment.
• Ability to manage multiple tasks simultaneously and work efficiently under time constraints.
• Ability to read and interpret detailed documents, maps, layouts, sketches, specifications, and related materials.
• Ability to perform arithmetic calculations accurately.
• Ability to cross-train and perform duties assigned to other department staff.
• Ability to file, post, and distribute materials.
• Ability to compile, classify, analyze, evaluate, compare, and interpret information and make decisions based on findings.
• Ability to work extended hours and occasionally travel, including overnight travel for meetings and conferences.

Responsibility

The incumbent works under indirect or occasional supervision. Assignments are guided by established objectives and procedures, with unusual situations referred to the Recorder. Work priorities are determined by routine operational needs and public service demands.

The incumbent may occasionally make decisions where policies or procedures do not provide direct guidance. Errors are generally prevented or identified through established procedures and standard verification methods. Undetected errors may result in lost time, inconvenience to other agencies, or disruption of service to the public.

Personal Work Relationships

The incumbent maintains regular contact with coworkers, other County departments, Planning Commission, Veterans Affairs, banks, title companies, surveyors, the Internal Revenue Service (IRS), and the public for the purpose of exchanging information and providing services.

The incumbent reports directly to the Recorder.

Physical Effort and Work Environment

Work is performed in a standard office environment and may involve sitting, standing, and walking for extended periods. Duties may require lifting and carrying objects weighing up to 50 pounds; pushing and pulling objects; bending; kneeling; crouching; reaching; keyboarding; and the use of close and distance vision. Clear speech, hearing, and manual dexterity are required.

The incumbent may occasionally be required to work extended hours and travel outside the county for meetings, conferences, and training events, including overnight travel.