Deputy Register of Deeds

Department: Register of Deeds

Hiring Rate: $30,214.00

Salary Range: $31,724.00 - $45,321.00


Opening Date:08/01/2023
Closing Date: Opened Until Filled

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. Duties include recording, indexing and filing vital records and real estate documents such as deeds, deeds of trust and satisfactions, issuing certified birth, death and marriage licenses and military discharge documents. Work also includes scanning and proofing documents, releasing information to the public, and conducting research regarding a variety of records. Work requires accuracy in details and a sound knowledge of the General Statutes governing the Register of Deeds Office. The work 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 telephones 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 government agencies and the public for information; instructs customers on use of equipment and hard copy records.
Issues certified copies of vital records such as marriage licenses, birth, and death certificates, military discharges, legitimization papers after certifying correct procedures; files vital records; assists with amendments to vital records; fills out delayed birth certificates after examining evidence and sends to State Register of Vital Statistics for approval.
Collects appropriate fees and provides receipts; keeps records of collections by account type.
Records, indexes and files vital records and deeds, deeds of trust, satisfactions and other legal documents within required time frames.
Scans a variety of current and old legal documents such as plats, deeds of trust, articles of incorporation, bankruptcy, foreclosures, power of attorney, Uniform Commercial Code financing statements and vital records.
Performs research of document records for legal offices, lending institutions and the general public; uses computer and hardcopy indexes to locate documents; answers questions by phone and in person about documents, procedures and requirements.
Photocopies a variety of instruments and other materials and generates computer printouts for staff and public use.
Collects and records fees using appropriate transaction code and provides receipts; balances cash drawer and prepares deposits.
Issues oath to Notaries Public, records required information in Notary Book; issues Notary Certificate; collects fees and provides receipt; sends notification to Secretary of State.

Additional Job Duties
Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities
Considerable knowledge of the functions and procedures of the office of the Register of Deeds.
Considerable knowledge of the purpose and composition of a variety of 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.
Working knowledge of laws relating to matters under the jurisdiction of the Register of Deeds
Skill in typing and entering data accurately and operating computers and office machines used in a Register of Deeds office.
Skill in communicating effectively with a wide variety of individuals and in conducting the department’s business in person and by telephone.
Ability to work accurately with words and figures and to write legibly.
Ability to follow established procedures and specific instructions.
Ability to deal tactfully and courteously with the public.
Ability to develop and maintain effective working relationships with supervisor, coworkers, attorneys, paralegals, other governmental organizations and the general public.

Physical Requirements
Must be able to physically perform the basic life support functions of climbing, stooping, kneeling, 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 work with figures and data, to operate a computer, to read extensively, do research and determine the thoroughness and accuracy of work performed.

Desirable Education and Experience
Graduation from high school supplemented by business courses and some experience in a Register of Deeds Office or in a similar public contact and records functions or an equivalent combination of education and experience.

Columbus County

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 job questionnaire with a physical abilities checklist which can give further details about that one specific position. Those documents should 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.

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