Deputy Register of Deeds

Description

General Statement of Duties

Performs responsible administrative and clerical work of a legal nature in the Office of the Register of Deeds.

Distinguishing Features of the Class

An employee in this class works with the requests and information required by the public and issues vital records such as marriage licenses, certified birth, marriage and death records and military discharge records. Work includes greeting the public, providing assistance with vital records, assisting individuals to locate documents, accepting and coding fees to the appropriate transaction and balancing the cash drawer daily. Work also includes recording, scanning and indexing vital records, giving oaths to notaries public and recording land record documents as needed. Work requires accuracy in details and a sound knowledge of the North Carolina General Statutes governing the Register of Deeds Office. The work also requires initiative and judgment in performing duties within General Statute requirements and prescribed policies. Tact and courtesy must be exercised in dealing with the public. 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.

Duties and Responsibilities

Essential Duties and Tasks

Answers telephone and provides direct customer service at the counter to assist public by providing information or performing services offered by the Register of Deeds Office; assists attorneys, paralegals, genealogists and the general public to locate documents; locates records and prepares copies; answers mail requests from the public for information; instructs customers on use of office equipment and hard copy records. 

Issues marriage licenses and certified copies of marriage, birth, and death records, military discharges, legitimization papers etc.; examines evidence of eligibility to receive certified copies; files birth and death records; processes amendments to vital records; fills out delayed birth certificates after examining evidence and sends to State Register of Vital Statistics for approval; processes out of county death listing received from the State of North Carolina and includes in appropriate records; 

Records, scans and indexes all vital records received by the office of the Register of Deeds; records, as needed, land record documents, financing and other instruments; ensures imaged records are usable on office computers and the internet.

Issues licenses, certificates, legitimizations and amended and delayed records after certifying correct procedures; collects appropriate fees and provides receipts; keeps records of collection; balances cash drawer and prepares deposits. 

Issues oath to Notaries Public; issues Notary Certificate; collects fees and provides receipt; sends notification to Secretary of State. 

Provides a variety of administrative support activities for the Register’s office; maintains records and prepares activity data and reports for the Register of Deeds as required.

Additional Job Duties

Cross trains with other staff in office to provide assistance and back-up for duties. 

Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

Considerable knowledge of recording and indexing of legal documents as required by North Carolina General Statutes.

Considerable knowledge of the purpose and composition of a variety of legal documents and of terms used in the office.

Considerable knowledge of modern office procedures and related office information technology equipment, software, and peripherals used by the Register of Deeds.

Considerable knowledge of the functions and procedures of the Register of Deeds Office.

Considerable knowledge of laws relating to matters under the jurisdiction of the Register of Deeds such as real estate instruments and vital records. 

Skill in typing or entering data accurately and at the required speed and in operating computers and office machines effectively.

Skill in communicating effectively in oral and written form while conducting the department’s business in person and by telephone.

Ability to work accurately with data and figures and to write legibly.

Ability to follow established procedures and specific instructions.

Ability to deal tactfully, courteously and firmly, when necessary, with the public.

Ability to develop and maintain effective working relationships with supervisor, coworkers, attorneys, paralegals, other governmental organizations, lending institutions and the general public.

Physical Requirements

Must be able to physically perform the basic life support functions of stooping, crouching, reaching, standing, walking, pulling, pushing, lifting, fingering, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Must possess the visual acuity to prepare and analyze figures and data, to operate a computer terminal, to read extensively, do research and determine the thoroughness and accuracy of work performed.

Requirements

Desirable Education and Experience

Graduation from a college or university with an Associate’s degree in business administration or related field and some experience in a Register of Deeds Office or similar public contact and records function, or an equivalent combination of education and experience.

Special Requirements

Certification or the ability to obtain Register of Deeds certification in the timeframe specified by the Register of Deeds.

Attend various workshops throughout the state. 

Salary : $30,055 - $31,559