Join the Register of Deeds Team—Ensuring Accurate Records, Convenient Access, and Exceptional Public Service!
Under the guidance of the Register of Deeds and statutory duties set forth in Wis. Stats. 59.43, the Part-Time Deputy Register of Deeds is responsible for creating and maintaining indexes of real estate records and vital records; reviewing records for statutory requirements and providing convenient access to records.
The anticipated starting wage is between $24.91/hr and $26.86/hr.
**In addition to hourly rate, part-time positions will receive $2.61 per hour in lieu of fringe rate.**
Primary Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.
- Reviews and interprets real estate documents to determine whether to accept or reject for recording according to local, state and federal guidelines
- Reviews and interprets vital records to determine whether to accept or reject for filing according to local, state and federal guidelines
- Creates and maintains indexes of vital records and real estate records including grantor/grantee and tract indexes
- Provides assistance, training and education on related Wisconsin statutes to real estate professionals, other government agencies and the public regarding recording requirements
- Provides technical assistance and customer service support on the use of land records search systems, the county website/GIS system, Dept. of Revenue/electronic transfer return and state vital records system
- Assists the public with accessing and obtaining copies of real estate and vital records
- Relates land transfers to the village, township, and city clerks for purposes of assessment.
- Prepares and maintains fiscal records for the Register of Deeds office and state and federal agencies
- Performs bookkeeping functions including oversight of charge accounts; prepares invoices and receipts payments; balances cash drawer and prepares daily deposits
- Maintains and purchases inventory/forms and office supplies
- Files, indexes and issues certified copies of Military Discharges at the request of veterans and the Dunn County Veteran’s Service office
- Acts as a liaison between software vendor and Information Technology department.
- Performs duties of the Register of Deeds during his/her absences.
- Performs other duties of a comparable level/type, as assigned.
Minimum Qualifications
EDUCATION AND/OR EXPERIENCE REQUIREMENTS
- Associate’s Degree in Accounting, Legal, Real Estate, or other business related field.
- Requires a minimum of two (2) years previous experience in real estate, legal, lending or title.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
- Prior to hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
MINIMUM KNOWLEDGE, SKILLS AND ABILITIES QUALIFICATIONS
In order to perform the duties of the Deputy Register of Deeds position (listed above) the following knowledge, skills, and abilities are essential for Deputy Register of Deeds to possess.
- Considerable knowledge of the operations, functions, procedures and techniques applied to recording land and legal documents.
- Basic knowledge of State Statutes in the areas of real estate law, personal property law, UCC, and vital statistics documentation relating to legal records management.
- Departmental functions, policies, and procedures.
- Understanding of tract indexes, land descriptions, maps and various legal instruments and knowledge of US Public Land System.
- General understanding and use of computer and general office productivity software applications (e.g. word processing, spreadsheet, etc.) and specialized software used in the Register of Deeds office.
- Fundamentals of records management.
- Oral and written communications and general public relation skills in dealing appropriately with the public, attorneys, other department representations, realtors and others.
- Working independently with little supervision and maintaining departmental, state and county policies and procedures pertaining to confidentiality.
- Operating computers, imaging equipment, and other office equipment/systems.
- Researching, locating documents and analyzing data in making decisions regarding title, ownership, liens, and implementing a proper records management operations in accordance with department procedures.
- Learning, applying and appropriately interpreting statutes and department procedures as it impacts assigned functions.
- Reading, plotting and deciphering legal descriptions.
- Instructing and working with other staff in learning and using various specialized computer programs and software utilized by the department.
- Preparing and writing technical report and materials associated with the office.
- Ability to establish and maintain effective and professional working relationships.
- Ability to prioritize and organize job assignments.
- Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
- Ability to work the allocated hours of the position.
MINIMUM LANGUAGE SKILLS QUALIFICATIONS
In order to perform the duties of the Deputy Register of Deeds position (listed above) the following language skills are essential for the Deputy Register of Deeds to possess.
- Ability to communicate clearly and effectively with other staff members, supervisors, and community members in written and verbal form.
- English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.
- Ability to read historic cursive handwritten documents
MINIMUM REASONING ABILITY QUALIFICATIONS
In order to perform the duties of the Deputy Register of Deeds position (listed above) the following reasoning abilities are essential for the Deputy Register of Deeds to possess.
- Ability to understand and effectively carry out verbal and written instructions.
- Must have ability to work accurately with attention to detail.
- Ability to prepare and maintain accurate and concise records and reports.
MINIMUM MATHEMATICAL ABILITY QUALIFICATIONS
In order to perform the duties of the Deputy Register of Deeds position (listed above) the following mathematical skills are essential for the Deputy Register of Deeds to possess.
- Ability to make arithmetic computations using whole numbers, fractions and decimals.
- Ability to compute rates, ratios and percentages.
- Ability to understand and apply governmental accounting practices in maintenance of financial records.
In evaluating candidates for this position, Dunn County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical and Work Environment
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.
PHYSICAL REQUIREMENTS
- Physical effort will typically require infrequent exertion of objects weighing up to 10 pounds and/or regular, but not continuous, exertion of objects weighing up to 25 pounds.
- Continuous speaking, hearing and using hands dexterously; work frequently requires sitting; and work occasionally requires standing, walking and reaching with hands and arms.
- Work has standard vision requirements.
- The physical and environmental hazards and risks associated with the job can be characterized as minimal.
WORK ENVIRONMENT
- Work is generally in a moderately noisy location (e.g. business office, moderate traffic).
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. 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 or affect the at-will nature of the employment arrangement between the employee and company, and is subject to change by the employer as the needs of the employer and requirements of the job change.
Equal Opportunity Employer
Dunn County is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
By applying for this position, you acknowledge that you have read our job posting in its entirety and meet the basic requirements outlined above. Dunn County looks forward to reviewing your application.
