Restricted Posting - Sarpy County Paid Employees Only: Register Of Deeds Lead

• RESTRICTED POSTING: APPLICATIONS LIMITED TO CURRENT PAID SARPY COUNTY EMPLOYEES ONLY*

PREFERENCE GIVEN TO DEPARTMENTAL APPLICANTS

Under the general direction of the County Clerk and/or Chief Deputy, performs a variety of advanced supervisory, clerical, technical and administrative work requiring considerable complexity, responsibility and independent judgment and provides supervision of activities and operations in assigned County Clerk divisions.

SUPERVISION EXERCISED   Supervise subordinate staff in the absence of the Chief Deputy and/or County Clerk or Mgrs. as directed.

Supervises clerical staff in the absence of the Operations Manager @ 1102. For the purpose of cross training the current ROD Operations Manager for both locations, to better assist in Clerk duties.

Creates and updates procedural manuals for ROD procedures detailing all aspects of various workloads

Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing

Sorts, files, scans and maintains materials and filing systems (paper, computer or imaging), retrieves file materials, and keeps a record of file movement

Indexes recorded documents, which includes entering primary descriptions and associated documents; identifies incorrect or erroneous data and implements appropriate corrective action

Evaluates documents received for recording to ensure compliance with recording requirements and calculates applicable fees and transfer taxes; assigns document numbers to recordable documents and returns unrecordable documents for correction(s)

Performs basic mathematical calculations to balance, reconcile, and maintain records

Processes, compiles, researches, and analyzes complex information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures

Assumes responsibility and accountability for fees.

Assists in the maintenance of the document management operating procedures, operating schedules and methods to ensure efficiency of document management, equipment and scanning operations.  Assists in record verification and auditing of daily recording activities to assure accuracy of information transfer.  Creates and maintains file structure and data on the County Clerk website when required.

Provides lead direction, training, and work review for the Register of Deeds staff in Managers absence.

Assists in the daily operations of the ROD/Clerk's Office; assign, direct, and evaluate the work of assigned staff by providing supervision, guidance, coaching, motivation, and training.

Establish and maintain effective working relationships with clients, supervisors, County employees, elected officials, law enforcement, vendors, other agencies, and the public, serve as a positive representative of the department.

Evaluate work procedures, schedule workflow, and recommend procedures to improve efficiency.

Maintain harmony among workers and resolve issues and disputes.

Assist in formulating, communicating, distributing, and implementing operational policies and procedures for the Clerk/ROD's Office.

Provide assistance to customers over the phone or in person.

Serve as representative of department regarding coordinating projects with outside contacts.

Compile information, prepare, and maintain a variety of narrative and statistical reports by locating sources of information, devising forms to secure data, and determining proper format for finished reports.

Answer in-coming calls on behalf of the Clerk/ROD and routes callers or provides information as required.

Sign and attest signatures in the absence of the County Clerk/Chief Deputy or Operations Mgrs.

Assist in record verification and auditing of daily recording activities to assure accuracy of information transfer.

Perform duties of subordinate staff as necessary or as directed.

Serve as the first escalation point for issues by participating in and providing information to the public in person, by mail, telephone, and email.

Assist in maintaining interface for downloading and updating Deeds database.

Develop and maintain contacts with a variety of Nebraska State Agencies to coordinate their requirements with Deeds processes and functions

Liaise with Information Systems department and divisions to ensure accurate processing of data.

Understand, interpret laws, rules, regulations, and policies that govern the recording and filing of legal documents and vital records

Examine, cashier, record, index and verify complex legal documents.

Education and Experience

Associate degree, including some business courses in clerical/secretarial subjects

Two to four years directly related experience

Two years additional directly related experience may substitute for one year of the education requirement to a maximum of two years, if there is demonstrated knowledge, ability, and skill to perform the work

Work experience in government or legal setting preferred.

• Approved administrative work experience beyond that required which provides equivalent knowledge, skills, and abilities may be considered and substituted for the stated education.

Necessary Knowledge, Skills and Abilities

Specialized knowledge related to the department or function, and general County operation and organization

Ability to detect errors, determine causes, and make corrections as appropriate

Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones

Skill in use of personal computer software, including advanced spreadsheet development and word processing

Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies.

Working knowledge of and understanding of various legal documents presented to County Clerk

Working knowledge of, and ability to analyze and interpret complex situations and documents relating to advice and recording of legal documents

Working knowledge of electronic records management

Knowledge of and the ability to understand, interpret, explain, and apply County policies and procedures

Well-developed communication skills

Skill in executing effective customer service practices

Effective planning, organizing, and implementation skills

Skill in and ability to direct, monitor, and oversee the activities of assigned personnel to ensure conformance with established policies and procedures

Ability to read, decipher, and use maps and plats

Ability to effectively meet and deal with a diverse public

Ability to develop written reports and action plans

Ability to exercise discretion and independent judgment

Ability to think analytically and apply sound judgment, solve problems, make effective decisions, and act with integrity

Ability to explain complex policies and processes in layman's terms

Ability to comprehend, process and apply both verbal and written skills appropriate to the job

Ability to accurately organize and maintain paper documents and electronic files

Ability to maintain the confidentiality of information and professional boundaries

Able to use County resources effectively and efficiently

Ability to work independently and in a team

Ability to manage and maintain confidential and sensitive information

Ability to prioritize and complete projects within deadlines

Ability to perform tasks with attention to detail and a high degree of accuracy

Ability to work under pressure and/or frequent interruptions

Ability to understand and follow exacting verbal and written instructions

Ability to conduct verbal presentations and training

Ability to apply problem solving methods and techniques to resolve organizational and interdepartmental issues

Ability to manage multiple and changing priorities, exercise considerable judgment, work under time constraints, and function during stressful situations

Ability to prioritize work and carry out assigned projects to completion

Ability to perform tasks with attention to detail and a high degree of accuracy

Ability to communicate effectively, in English, both verbally and in writing

Ability to operate equipment including, but not limited to, multi-line phone, computer, typewriter; copy machine, printer, scanner, fax, 10-key calculator, microfilm equipment, and operated department-specific software and equipment

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential tasks.

While performing the duties of this job, the employee is frequently required to sit/remain stationary, talk, and hear (i.e., communicate / exchange information), and operate/manipulate equipment (e.g., use hands to finger, handle, or feel objects, tools, or controls), reach, and change position.  The employee is occasionally required to walk/move about, stand (i.e., remain upright), stoop, bend, kneel, crawl, climb stairs (i.e. position self). The employee must occasionally lift, maneuver, and/or move up to 30 pounds.

Required sensory abilities include vision and hearing.  Visual abilities, correctable to normal ranges include close, distance, and color vision as well as depth perception and the ability to adjust focus.  Communication abilities include the ability to exchange information within normal ranges.

Work is typically performed indoors in an office setting.  Due to the nature of the position, duties may involve occasional exposure to moving parts and outside environment.

 Work hours may include evenings, early mornings, weekends, call-ins, holidays, and on-call assignments.  Work may be fast paced when dealing with multiple priorities and time constraints.   The noise level is typically moderate.

SELECTION GUIDELINES

Formal application, rating of education and experience, interview, reference checks, successful completion of a national criminal background check, successful completion of a pre-employment drug screen, and other job-related tests or checks as may be required.

DISCLAIMER

The job description is current as of the date signed.   Any omission of specific statements does not exclude them from the position if they are similar, related, or a logical assignment to the position.

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