Second Deputy - Register of Deeds

St. Croix County; Hudson (WI); On-site; USD 50,000 - 70,000; Full time

Job summary

St. Croix County is seeking an administrative support professional for the Register of Deeds office. The role involves technical assistance for IT and GIS systems, client training on recording requirements, and handling vital records with strict adherence to state guidelines.

Responsibilities include analyzing documents for filing, issuing copies, composing reports, and performing light bookkeeping. Strong organization, accuracy, and confidentiality are essential in a collaborative county

Qualifications

• High School Diploma or equivalent required; post-secondary education preferred.
• Experience in an office setting, preferably with real estate documents or title research.
• Ability to provide professional customer service and maintain confidentiality.

Responsibilities

• Provide technical assistance and client support for software upgrades and vital records systems.
• Train property professionals and public on recording requirements and records handling.
• Analyze documents for filing and determine acceptance or rejection per guidelines.
• Prepare and certify copies of real estate and vital records.
• Assist with bookkeeping duties and daily remittance processing.
• Maintain and index records, and assist with research of real estate documents.

Skills

Legal document reading

Customer service

Technical proficiency

Data entry

Education

High School Diploma/equivalent

Post-secondary education preferred

Tools

Microsoft Office

Outlook

SharePoint

Job description

POSITION SUMMARY:

This position performs operational and other administrative support duties as assigned to assist in all aspects of the Register of Deeds office.

ESSENTIAL FUNCTIONS:

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Provides technical assistance, customer support, training to clients and support of the IT Department for software upgrades for the County Website/GIS system, DOR website/Electronic Transfer Return, and Vital Records, while coordinating information with other departments regarding real estate and vital records.
• Provides training and technical information regarding Wisconsin Statutes to property professionals, government agencies, and the public regarding recording requirements, property records, and vital records.
• Analyzes, evaluates, and interprets documents and vital records for filing to determine acceptance or rejection according to local, state, and federal guidelines.
• Prepares, issues, and certifies copies of real estate records and vital records for the public and other agencies.
• Compiles statistical information and prepares informational reports for government agencies, and for internal County departments and external clients.
• Files reports, applications, and records in accordance with County and State guidelines.
• Performs bookkeeping functions including charges, receipt fee payments, prepares remittances, prepares deposit reports, balance accounts and handling money.
• Reviews, records, indexes, and certifies Military Discharge records for Veterans and the Veterans Service Office.
• Researches, prepares, scans and indexes real estate documents and vital records.
• Creates and prepares emails, letters, and memorandums.
• Provides backup and training to other office personnel as needed.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes.

• Ability to read and interpret legal descriptions, statutory language and real estate documents.
• Knowledge of Wisconsin Statutory requirements established by the Wisconsin Department of Revenue, Department of Health Services and Department of Financial Institutions.
• Ability to provide effective customer service and interact professionally, respectfully, and tactfully with individuals from diverse backgrounds.
• Awareness of local community resources, public services, and social programs available to residents.
• Technical proficiency in the use of relevant software applications, databases, standard office equipment, and other technology tools relevant to the position (e.g., Microsoft Office, Outlook, SharePoint, etc.).
• General knowledge of standard office procedures, practices, and equipment.
• Strong organizational and time management skills, including the ability to prioritize work, meet deadlines, and adapt to changing priorities and work demands.
• Ability to perform work with a high degree of accuracy and attention to detail, including the preparation and review of reports, correspondence, and other documentation.
• Ability to work effectively as part of a team, collaborating with colleagues across departments to achieve common goals.
• Ability to apply ethical judgment and maintain confidentiality regarding business-related files, reports, and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Ability to type accurately at a reasonable speed.
• Ability to work the allocated hours of the position.

LANGUAGE SKILLS

This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner.

• Ability to communicate clearly, effectively, and professionally in English, both verbally and in writing, with coworkers, supervisor, elected officials, government agencies, property professionals, other stakeholders, and the general public.
• Ability to engage with the public and all business partners, handle inquiries, ask appropriate clarifying questions, resolve conflicts, and build positive relationships with a diverse population.
• Ability to read comprehend, and accurately interpret typed, handwritten, and cursive writings, including complex legal, technical, regulatory, and administrative documents relevant to the position.
• Ability to listen actively and accurately understand verbal instructions or concerns.

MATHEMATICAL SKILLS

• Ability to perform basic mathematical skills.

REASONING ABILITY

This section outlines the cognitive skills required to perform the job effectively. This includes the ability to apply logic, make decisions, solve problems, and understand complex information.

• Ability to understand, interpret and apply applicable laws, regulations, policies, procedures, and effectively carry out verbal and written instructions to support accurate decision-making, legal compliance, and effective administration of the Register of Deeds functions.
• Ability to identify and define complex problems; analyze information from multiple sources; recognize patterns and implications; consider alternative perspectives and potential consequences; and draw logical, well-supported conclusions or determine appropriate actions in a timely manner.
• Ability to think quickly, maintain self-control, and adapt to changing priorities and high-pressure or stressful situations.

PHYSICAL AND WORK ENVIRONMENT:

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor.

PHYSICAL REQUIREMENTS

• Work may involve the occasional exertion of up to 50 pounds of force; work regularly involves sitting, frequently involves standing and performing fine motor skills and repetitive motions, and occasionally involves walking, stooping, kneeling, crouching or crawling and reaching above shoulder level or below the waist.
• Visual ability to perform tasks such as reading documents, operating vehicles, using computer screens, or working with detailed data.
• Ability to communicate and exchange information effectively with others, with or without reasonable accommodation.

WORK ENVIRONMENT

• Work is primarily performed in an office setting with moderate noise and no significant exposure to adverse environmental conditions.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE REQUIREMENTS

• High School Diploma/equivalent.
• One (1) year diploma or post-secondary education preferred.
• Minimum of two (2) years administrative or clerical experience in an office setting, preferably in an office setting that specializes in real estate documents or researching real estate title.
• Previous customer services experience required.
• Must be bondable.

Starting pay is determined within the expected hiring range based on qualifications, directly related experience, and internal equity. Employees may advance through the full salary range in accordance with County policy.

Expected Hiring Range: $24.10 - 27.27/hour

Full Salary Range: $24.10 - 33.59/hour

FTE: 1.0

Department: Register of Deeds

St. Croix County is an equal opportunityemployer and is committed to providing a workplace free from harassment and discrimination. We take affirmative action to ensure equal opportunity for all applicants without regard to an individual’s race, color, age, religion, sex, sexual orientation, national origin, gender identity, disability, marital status, veteran status, or other legally protected characteristics.