Office Assistant IV - Register of Deeds

Ozaukee County; Port Washington (WI); On-site; USD 10,000 - 60,000; Full time

Job summary

Ozaukee County seeks a Full-time Office Assistant IV to manage essential office functions including customer service, document processing, and bookkeeping. Ideal candidates will have a High School Diploma and two years of office-related experience. Join a dynamic team dedicated to community service and support operations within the County office environment.

Benefits

Health, dental, life, & vision insurance

Paid holidays, vacation, & sick time

Tuition reimbursement & continuing education opportunities

Employee fitness room & wellness program

Free employee health clinic & Teladoc

Qualifications

• High School Diploma required.
• Two or more years of customer service and general office-related experience required.

Responsibilities

• Provides customer service, issues Vital Records, and processes documents.
• Handles daily recordings and assists the Assistant Real Property Lister.
• Fulfills document requests and manages bookkeeping tasks.

Skills

Customer Service

Proficiency with Microsoft Office

Strong Communication Skills

Multitasking

Confidentiality

Education

High School Diploma

Tools

AVID (County recording software)

Job description

Full-time, non-exempt
Monday through Friday, 8:00am - 4:30pm
Starting Hourly Pay Range: $23.92 - $25.92

Job Summary
The Office Assistant IV is responsible for performing a variety of essential office functions. Key duties include providing excellent customer service, issuing Vital Records, and ensuring strict adherence to the department's confidentiality policies. This position also involves accepting documents for recording, serving as a backup for document processing, backup for the Assistant Real Property Lister, and completing other tasks as assigned.


Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position. Other duties may be required and assigned.

35% Customer Service:
Answers phones, emails, and helps customers at the counter to provide information and answer questions regarding vital records, real estate, legal descriptions, mortgages, deeds, and other recorded documents. Helps customers with instructions for filling out paperwork and completing online forms. Assists customers with obtaining correct information or refer them to the agency or department that is appropriate for their situation. Issue Vital Records upon request. Collects and processes appropriate fees in AVID for all recorded and vital record requests.

25% Daily Recordings:
Accepts daily electronic and paper documents for recording real estate transactions. Reviews the documents presented according to Wisconsin State Statutes and makes the determination as to whether to accept or reject them. Enters the documents into the recording software program (AVID). Posts out daily recordings in AVID and prepares them for mailing out. Backup for processing recorded documents in Avid (County recording software) by adding Grantor/Grantee information as well as the legal description.

20% Backup Assistant Real Property Lister:
The Assistant Property Tax Lister reads and interprets legal descriptions to determine if a transaction is a full transfer of interest or a division of the original parcel. Verifies ownership of property and legal description of parcel and then transfers the parcel into the new owner’s name. Processes the Managed Forest Law (MFL) documents as per the DNR.

10% Fulfilling Document Requests:
Reviews and fulfills document requests received via mail, email and in person. Researches requests and scans, prints, emails or mails back as needed. Enters and processes appropriate fees into customer accounts in AVID.

5% Bookkeeping:
Processes payments and charges accounts accordingly, writes receipts for fees collected. Other responsibilities as assigned.

3% Special Projects/Miscellaneous:
Backs indexing of recorded documents and other projects as needed/or assigned.

2% Assist Customers with Research:
Assists customers with getting started doing their own research of property records and genealogy/ancestry searches.


Supervision Exercised

None


Minimum Education Qualifications

Education and/or Experience Requirements:

• High School Diploma required.
• Two or more years of customer service and general office-related experience required.

Licenses, Certifications, and Other Requirements:
N/A


Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

• Proficiency with computers, including Microsoft Office programs and standard office equipment
• Strong written and verbal communication skills
• Ability to multitask and manage time effectively
• Capability to understand and follow both written and verbal instructions
• Willingness and ability to follow established work rules, policies, and procedures, with sound independent decision-making
• Willingness to learn how to read and interpret legal descriptions
• Ability to comprehend and apply relevant state statutes
• Commitment to maintaining confidentiality at all times
• Patience and dedication to mastering the role, as full proficiency may take two to three years to achieve

In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Periodic periods of standing or walking.

Work Environment

Typical County office environment.


EOE / ADA Statement

Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.

Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.