Deputy Register of Deeds

GENERAL STATEMENT OF DUTIES

The primary purpose of this position is to serve the public by recording documents and preserving records in accordance with North Carolina General Statutes set forth for the Register of Deeds Office and the guidelines of the Register of Deeds.

 

DISTINGUISHING FEATURES OF THE CLASS
Employee in this class is responsible for performing timely and detailed technical work in the recording of documents received in the Register of Deeds office.  The employee receives, records, maintains, and indexes documents pertaining to real property and vital records; administers notary oaths; and issues birth, death, marriage and military records for Guilford County This position assists the public in obtaining access to these records within the laws and general statutes of North Carolina.  An employee in this class may be assigned to the Passports office, microfilm, and/or tasked with processing deposits. Assignment to the Greensboro and High Point Office will be modified based upon the needs of the Office. Work is performed under the regular supervision of an Assistant Register of Deeds, Deputy Director, or Register of Deeds.DUTIES AND RESPONSIBILITIES
Essential Duties and Tasks

• Analyze documents utilizing the North Carolina General Statutes set forth for the Register of Deeds Office to record documents in a timely and accurate manner.
• Examine documents for conformance requirements. 
• Ensure accurate recording of legal documents by entering information into a  data management software system.
• Ensure that recording fees are correct, collect fees, enter fee information into a cashier management software system, and issue receipt. 
• Data entry of all documents to maintain an accurate document index.
• Administer notary oaths.
• Issuance of vital records (i.e. birth, marriage, death certificates, issue marriage licenses, and process military records.)
• Process passport applications in accordance with the requirements of the U.S. Department of State.
• Daily cash handling, receipt of checks, processing of electronic payments, and daily reconciliation of individual cash drawer. An employee may be tasked with assisting management in the preparation of daily deposits. 
• Record preservation of legible images by scanning documents for on-line viewing and microfilm storage. 
• Provide customer service to include answering incoming phone lines, website navigation, e-recording assistance, processing on-line vital requests, on-line virtual chat responses, and assisting on-site customers as needed.
• Other duties as assigned.

RECRUITMENT STANDARDS
Knowledge, Skills and Ability

• Knowledge of  electronic and manual recording systems.
• Knowledge in electronic record management.
• Knowledge of  North Carolina General Statutes as pertaining to the Register of Deeds.
• Effective communication and listening skills
• Ability to maintain a high degree of accuracy.
• Ability to understand and follow written and oral instruction and assignments.
• Ability to establish and maintain effective working relationship with customers, employees, supervisors and the general public.
• Considerable initiative and independent judgment abilities. 
• Customer Service oriented and professionalism.
• Skilled in operating standard office machinery: i.e. computer, typewriter, credit card terminals, telephone, copier, fax, etc.
• Skilled in utilizing platforms such as WORD, Excel, Outlook, Teams and PowerPoint. 
• Ability to accurately handle and reconcile cash, checks, and credit card transactions.
• Ability to attend trainings, workshops, and conferences for continued education, and retain certifications.
• Ability to become certified and function as a Passport Agent, as assigned.
• Ability to use 10-key calculator keyboard function, document interpretation skills, and basic accounting skills.

• Ability to be multi-functional in a fast pace environment.

Minimum Qualifications
Associates Degree with an emphasis in Business or Public Administration, Real Property, Computer Science or a related field, with two (2) years of progressively responsible experience in an office setting in the area of property records, vital records, or a related field OR a High School Diploma or GED, with four (4) years of progressively responsible experience in an office setting in the area of property records, vital records, or a related field.

Physical Demands

Work in this position is primarily sedentary, exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently,  Sedentary work involves sitting most of the time, but waling and standing are also required. Employee must have visual acuity to prepare and analyze data and figures and operate a computer terminal.

Working Conditions

1. Environment: Work environment involves normal, everyday discomforts or unpleasantness.
2. Hazards: Work presents no significant hazards to employees. May be exposed to film cleaner, handling and breathing.

May Require Driving 
This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions.   Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria.
If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

Special Note

This generic class description gives an overview of the job class, its essential job functions and recommended job requirements.  However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.

 

Salary : $40,611 - $47,717