Kennebec County - Deputy Register for Deeds

Training for: Manager

Deputy Registrar

Kennebec County Registry of Deeds

To apply go to our website: https://kennebec.gov/employment/deeds/deputy-registrar

JOB PURPOSE:

Assists the Registrar of Deeds to supervise the statutory functions of the office, supervise staff and monitor work performed. The deputy registrar position is a functioning role with the ability to perform all duties necessary within the office that is assigned and to fill in when needed.

GENERAL EXPECTATIONS:

1. Be committed to the mission of the County.
2. Work as a member of a team in the performance of duties.
3. Be punctual for scheduled work and use time appropriately.
4. Work collaboratively and in harmonious relationships with all county staff and community.
5. Perform duties in a conscientious, cooperative manner.
6. Perform required amount of work promptly with minimal errors, ensuring a high quality of work.
7. Understand and work within Kennebec County Government Policies and Procedures.
8. Maintain confidence and protect the County by keeping information concerning clients and County Operations confidential.
9. Promotes and maintains responsive community and employee relations.
10. Assists with answering incoming telephone calls and customers, answering questions, or directing customers to where they obtain assistance.
11. Receive, check validity, and record documents.
12. Determine the applicability of transfer tax on all deeds, applying exemptions and maintaining confidentiality.
13. Maintain all land records and public land records for the County of Kennebec dating back to 1799.
14. Indexing, proofreading, and scanning all documents; comparing digitized documents with originals before returning originals to customers.
15. Print and distribute assessors’ copies to all towns and Maine Revenue Service.
16. Prepare and submit all invoices for the assessors’ copies to the town.
17. Record and index all plans.
18. Return unrecordable documents to the submitters with letters of explanation.
19. Prepare and sign certified copies when needed.

KEY EXPECTED RESULTS:

1. Administer the registry and sign documents in the absence of the Register.
2. Supervise and oversee clerical staff in the performance of their duties, assigning duties when needed.
3. Train staff on functions within the office.
4. Assist with fluctuating workloads to ensure timely completion of all assignments.
5. Process and balance the daily accounts and deposit the checks and cash. Performs these duties in the absence or at the direction of the Register.
6. Process weekly timesheets for payroll and perform these duties in the Register's absence or at the Register's direction.
7. Prepare the transfer tax forms and monies for the Maine Revenue Service and perform these duties in the absence or at the direction of the Register.
8. Process the accounting in the absence or direction of the Register.
9. Assists department staff by receiving plans for recording.
10. Maintain a safe and clean working environment by complying with procedures, rules, and regulations.
11. Maintain professional and technical knowledge by studying applicable federal, state, county, and local laws, ordinances, and statutes, attending educational workshops, reviewing professional publications, practicing skills, and participating in professional societies.
12. Demonstrate an understanding of the county's safety policies and practices by attending required safety programs and reporting all accidents and suspected safety hazards to the Registrar, HR, or facilities when necessary.
13. Perform other related duties as required.

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee will be regularly required to stand, sit, talk, hear, and use hands and fingers to operate office equipment. Light to moderate lifting is required up to 25 lbs, Specific vision abilities required by the job include close vision, distance vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. This job operates in a professional office environment, using standard office equipment.

The noise level in the work area is usually quiet office conditions.

REQUIREMENTS AND SKILLS NEEDED FOR POSITION **:

• High school diploma or equivalent
• Ability to supervise and manage staff, communicating effectively on all platforms. Ability to compose clear, effective correspondence, follow instructions accurately, organize and prioritize multiple tasks and meet deadlines.
• Ability to be bonded and to assume the oath of office as required.

** All requirements and skills are considered to be essential, unless otherwise indicated.

EXPERIENCE:

• Two (2) or more years responsible office experience.

REPORTS TO:

Register

SUPERVISES:

Deed Clerks

SALARY

$55,068.00