Deputy Register of Deeds

Vance County, NC; Henderson (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Vance County, NC invites applications for Deputy Register of Deeds. This position handles clerical work of a legal nature in the Office of the Register of Deeds, assisting the public in person, by phone and by mail, and entering data into computer systems.

Responsibilities include issuing licenses and copies of vital records, indexing documents, collecting fees, and maintaining accurate records. Requires high school diploma and three years of office experience; NC driver's license preferred.

Qualifications

• Requires a high school diploma or equivalent and three (3) years of experience in office work and dealing with the public.

Responsibilities

• Assists customers in person and by phone, opens mail and responds to requests; explains how to find information.
• Maintains records and files; indexes and records documents in appropriate order.
• Issues licenses and copies of birth, marriage, and death certificates; files vital records.
• Collects fees; makes bank deposits and reconciles cash receipts.
• Operates computers and office equipment; assists the public with record searches.

Skills

Typing

Data entry

Customer service

Microsoft Word

Excel

PowerPoint

Organization

Multi-tasking

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Job description

This position is open until filled.

The Human Resources Office is unable to provide status updates by telephone.

The salary range is listed above. Starting salary will depend on qualifications and experience.

The Deputy Register of Deeds performs responsible clerical work of a legal nature in the Office of the Register of Deeds. An employee in this class works with the requests for information required by the public in person, by phone and by mail; enters data into computer database; maintains records and files; and indexes and records documents. Work includes collecting funds for copies of records, releasing information to the public and conducting research regarding various licenses, records, and legal actions. Work requires accuracy in details and a sound knowledge of the general statutes governing the Register of Deeds Office. Initiative and judgment are required in performing duties within general statutes and prescribed policies. Work is performed under the supervision of the Register of Deeds and is evaluated by daily observation, discussion, and accuracy of records and completed work.

• Assists customers in person and by phone, opens mail and responds to requests; explains how to find information; assists with making copies.
• Works with vital records such as birth, death and marriage certificates; pulls information needed for customers; alphabetizes records; assists public amend birth certificates.
• Indexes vital records; issues marriage license; issues copies of birth, marriage, and death certificates, military discharges, legitimization papers; files birth and death records; fills out State Register of Vital Statistics for approval.
• Assists the public with recording documents, checking for appropriate information such as grantee, grantor, notary seal, signatures and other information; types information into computer.
• Files, and records documents concerning real property, such as deeds, deeds of trust, right-of-way agreements, and maps; cancels deeds of trust on receipt of sufficient evidence.
• Gives information to the public and assists those who wish to search records.
• Scans documents received; copies a variety of instruments, cards, and other materials.
• Files, records, and indexes financing statements and other documents in appropriate order; returns duplicate statement to secured party or assignee; cancels statement upon termination.
• Collects fees; keeps records of collections and makes bank deposit, reconciling the cash receipts.
• Turns computers and other machines on and off; assists public with use of machines.
• Faxes information to attorney’s offices and others upon request.
• Performs other related duties as assigned.

Education and Experience

Requires a high school diploma or equivalent and three (3) years of experience in office work and dealing with the public, or equivalent combination of education and experience.

Licenses or Certifications

• Possession of a valid North Carolina driver’s license.

Special Requirements

None.

Knowledge, Skills and Abilities

• Knowledge of local government operations, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Knowledge of the functions and procedures of the Office of the Register of Deeds.
• Knowledge of the purpose and composition of a variety of documents and of terms used in the office.
• Knowledge of laws relating to matters under the jurisdiction of the Register of Deeds.
• Skill in typing rapidly and accurately and operating computers and office machines effectively.
• Skill in organizing and prioritizing work.
• Ability to scrutinize documents for proper and correct information.
• Ability to work accurately with works and figures and to write legibly.
• Ability to follow established procedures and specific instructions.
• Ability to deal tactfully and courteously with the public; and maintain effective working relationships with other employees.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to multi-task and work within deadlines.
• Ability to use computers for data entry, word processing, and accounting purposes.

PHYSICAL DEMANDS

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Tasks may require the following abilities: climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, and repetitive motions. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity to prepare and analyze figures and data, examine and proofread information, operate a computer terminal, scanner and various office equipment, and do extensive reading and research.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment. Work may subject employees to dust and fumes in working with old records and the mechanical equipment in the office.

Please Note

If offered a position, official transcripts/verification of education must be submitted directly to the Human Resources Office from the educational institution(s) listed on application. Positions requiring a minimum education/certification must also have official documents submitted to the Human Resources Office. Unofficial transcripts may be submitted by the candidate with the application for consideration of meeting minimum job requirements.