Records Controller

Allen County War Memorial Coliseum; Fort Wayne (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

The Allen County Recorder’s Office is seeking a Records Controller to manage the recording of documents for permanent records, handle form distribution, and input data into the computerized records management system. This role supports filing and indexing duties to maintain accurate public records.

Responsibilities include ensuring compliance with Indiana Code, collecting recording fees, assisting customers, answering phones, and maintaining precise indexing while delivering prompt, professional

Qualifications

• High School Diploma or GED and more than a year of customer service experience
• Experience working with real estate title work preferred
• Knowledge of the property records and Indiana Code requirements for recording documents and collecting appropriate fees
• Ability to understand and apply public access laws pertaining to records held by the Recorder’s Office
• Strong computer skills with the ability to use Microsoft Office and other job related software
• Strong multi-tasking skills in order to handle a steady flow of documents while assisting office visitors and answering phones
• Strong customer service skills in order to professionally and courteously assist office visitors and answer telephone
• Ability to perform duties efficiently and meet deadlines amidst frequent distractions, delays and interruptions
• Must be able to type at least 45 WPM

Responsibilities

• Record documents for permanent record and enter into the records system
• Review incoming documents for compliance with Indiana Code
• Collect fees for recordings and copies and enter financial information into system
• Enter indexing information to create a permanent record
• Provide professional assistance to customers searching for records
• Answer phones and greet office visitors; respond to questions
• Audit information in land records system and correct errors
• Ensure documents are returned to submitter
• Perform other duties including overtime as required

Skills

Customer service

Typing 45 WPM

Multi-tasking

Attention to detail

Data entry

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Allen County

Job Description

RECORDS CONTROLLER

Department: Recorder’s Office FLSA Status: Non-exempt

Classification/Level: Office Support. B-4 Date: 04/2023

Under the direction of the Recorder, the Records Controller is responsible for providing forms and filing information for new businesses, as well as initiating the recording of documents and entering documents into the computerized records management system. This position is Covered as defined by the Board of Commissioners of the County of Allen Employee Handbook.

Essential Functions

• Responsible for recording documents for permanent record, including providing forms and filing information for new businesses, initiating the recording of documents and entering documents into the computerized records management system.
• Reviews all incoming documents in order to ensure compliancy with Indiana Code.
• Collects fees for recordings and copies and enters financial information into system. Maintains and balances cash drawer.
• Enters indexing information into the computers system from recorded documents, in order to create a permanent record.
• Provides professional and courteous assistance to customers searching for records.
• Answers telephone and greets office visitors. Responds to or directs questions regarding the Recorder’s Office.
• Audits information entered into land records system and corrects any errors.
• Responsible for ensuring documents are returned to their submitter.
• Performs all other duties as assigned, including overtime as required.

Requirements

• High School Diploma or GED and more than a year of customer service experience
• Experience working with real estate title work preferred
• Knowledge of the property records and Indiana Code requirements for recording documents and collecting appropriate fees
• Ability to understand and apply public access laws pertaining to records held by the Recorder’s Office
• Strong computer skills with the ability to use Microsoft Office and other job related software
• Strong multi-tasking skills in order to handle a steady flow of documents while assisting office visitors and answering phones
• Strong customer service skills in order to professionally and courteously assist office visitors and answer telephone
• Ability to perform duties efficiently and meet deadlines amidst frequent distractions, delays and interruptions
• Must be able to type at least 45 WPM

Difficulty Of Work

The Records Controller performs work that is moderately complex when initiating the recording of documents and providing forms and filing information for new businesses. Understanding of public access laws and Indiana Code requirements for recording documents are required in order to review documents for compliancy and collect appropriate fees.

Responsibility

The Records Controller makes choices and takes action when assisting office visitors and answering telephones. Errors in decisions are not immediately apparent but are revealed through adverse effects on subsequent operations. Work is reviewed upon conclusion.

Personal Work Relationships

The Records Controller maintains frequent contact with other County employees, government and non-governmental agencies, and the public when recording documents for permanent record, assisting office visitors and answering phones.

Working Conditions

The Records Controller works in a standard office setting with frequent sitting and the ability to move about freely. Some lifting of up to twenty pounds and bending is required and frequent monitoring of equipment exists. Very frequent typing, attention to detail, detailed inspection and proofreading is to be expected.

Supervision

None

Licensing

None

Immediate Supervisor

Recorder

Hours

Monday – Friday; 8:00 am – 5:00 pm; 37.5 hours/week; overtime as required

Eeo Category

0106

Workers’s Comp Code

8810

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.