Somerset County - Deeds Clerk

Start Date: February 06, 2025 | End Date: August 05, 2025
County: Somerset County
Job Type: Clerk

Department: Registry of Deeds                    Job Title: Clerk

Classification: Non-Exempt/Hourly              Office Hours: 8:00am-4:00pm

Starting Salary: $21.00per hour                  Total Hours:  Full-time 40 hours
 

Job Summary:
A clerk in the Registry of Deeds is responsible for the performance of clerical and other general office duties under the direction of the Department Head. Duties cover the process of receiving, recording, data entry, and scanning of documents, and collection of taxes and applicable fees.  Duties also include assisting attorneys and the public with research and photocopying. Special projects such as re-indexing and back scanning will be required from time to time.

The Registry records are important legal documents that are to be accepted and recorded according to Maine State Law. It is important that all staff learn these laws and have good judgment and decision-making capabilities when processing documents.  Approximately 20,000 instruments are recorded annually.

While duties may vary from person to person, Registry of Deeds employees are expected to have adequate ability to perform the daily tasks required of the position.

Representative Duties and Responsibilities:

• Receives documents for recording, checks all documents to make sure they are recordable, and have all the necessary recording information;
• Collects recording fees, transfer tax fees and all copy, fax, and charge payments;
• Data entry;
• Processes documents and plans;
• Scans documents and plans and prepares images for processing
• Checks original documents for imaging and returns original documents as directed;
• Enters references of books and pages on documents and computer as marginal notations, (i.e. discharges, corrected deeds, and court documents, etc.)
• Assists with office correspondence, mail pick up and return;
• Assists in verifying the work of other Registry employees;
• Assists the public and attorneys with respect to Registry matters and research of historical information;
• Performs clerical duties including answering phones, typing, filing, making copies, faxes, etc.;
• Works on special preservation and recreation projects as needed;
   

Specifications/Qualifications:
The preferred candidate will be familiar and proficient with the following equipment: computer, printer, calculator, keyboarding, photocopier, scanner, fax machine, and other general office equipment.  Duties include recording of documents and working with the public, both in person and on the telephone.  Must have the ability to learn to review documents for indexing purposes; adapt to and work with computer systems; must be able to carefully plan and set priorities in order to finish work daily. This often requires the Department Head to shift clerks to different tasks throughout the day in order to prioritize work to be completed on a daily basis.  All documents accepted for recording must be processed and made available to the public on the day it is received. Attention to detail, accuracy, and neatness are essential.

Education and Training Required:
Completion of High School or Equivalent with emphasis on business skills such as data entry, typing, filing, and basic computer skills.  The ideal candidate will possess two (2) years of general office experience, including typing, the ability to follow complex procedures, multi-tasking, customer service, working as a team, close attention to detail, and exercising good judgment.  Some accounting knowledge is helpful.

Working Conditions and Job Hazards:
While performing the duties of this job, the employee must be able to sit at a desk for long periods of time doing data entry and proofing.  The following physical requirements apply: Bending, Stooping and Lifting: filing plans, lifting of deed books and indices (up to 25 lbs.) and occasional climbing to reach books. Occasional moving of small office equipment (up to 25 lbs.); Some prolonged standing and sitting: data entry, scanning and re-creations, proofreading.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.