Knox County Recorder’s Office
- A Deputy Recorder is responsible for assisting the public and providing support to other departments and agencies. This individual will also be responsible for reviewing, indexing and recording legal documents and assisting the public in obtaining requested documents. This position reports to the County Recorder.
- Essential Functions
- Greets and assists client walk-ins with any needs they have including all aspects of recordation. Prepares receipts for customers and manages the cash drawers.
- Reviews, indexes and records legal documents for customers as needed, inputting references into a computerized database for property transactions, mortgage releases, re-recordings, mortgage assignments, etc.
- Answers and assists clients over the phone, re-routes calls to other departments as needed, screens calls.
- Understands and effectively uses Recorder’s office proprietary software for managing daily workload and document searching within the office as needed.
- Understands and Recognizes the basic types of land records seen in the office including; Deeds, Mortgages, Leases, Assignments.
- Performs typing, word processing, and related computer operations;
- Receives and responds to various forms of correspondence, creating and preparing files and forms to properly do so.
- Scans daily filings into system, back scans older documents into system as needed.
- Reviews cash receipts and performs close out functions at the end of the day.
- Handles client complaints both over the phone and over the counter. Responds to public inquiries.
- Proficiently executes typing, word processing and other computer-related operations in Microsoft Word, Excel, and Outlook.
- Faxes and copies materials as requested and keeps copiers full of paper.
- Ensures documents are complete for approval and transfer.
- Opens and distributes mail.
- Repairs old deed, mortgage and index books.
- Understands the basics of all other Deputy Recorder duties and cross-trains with staff dedicated to other office functions for more efficiency and understanding of office functions.
- Works outside of typical work schedule/business hours as required;
- Demonstrates regular and predictable attendance;
- Attends various training sessions, video conferences, and workshops; and
- Other duties as assigned.
NON-ESSENTIAL JOB FUNCTIONS:
- Performs related non-essential functions as needed.
- Job Standards
- High School education or equivalent is required, along with related experience. Must possess a valid State of Ohio driver’s license and acceptable driving record.
- Supplemental Information
- I. JOB REQUIREMENTS
Operates desktop computers, laptops, printers, copiers, scanners, fax machine, mail machine, receipt printers, label makers, camera, typewriter, calculator, paper cutter, electric staplers and a multi-line phone system.
- Ability to comprehend and use all software and computer programs in the Recorder’s Office;
- High proficiency with Microsoft Word, Excel and Outlook;
- High proficiency with computers, printers, copiers, fax machines and applications including word processing and internet capabilities. Moderate proficiency with other electronic equipment;
- Ability to recognize, understand and work with up to 150 different types of land records;
- Ability to identify and solve problems using judgment and analytical skills;
- Ability to effectively communicate orally and in writing;
- Ability to listen to customers, understand their concerns, solve their problems and requests;
- Knowledge of government structure, operations, functions, practices and procedures;
- Ability to interpret and implement state and county regulations;
- Ability to interpret documents for recording;
- Ability to work effectively with clients who may be upset, distraught, irate, emotionally or mentally or otherwise unable to function within reasonable range of constructive behaviors;
- Ability to effectively program plan independently and in collaboration with other staff units and outside agencies;
- Ability to work under pressure, set and achieve goals, and to capably interact with co-workers and other members of various departments and agencies;
- Ability to organize and maintain large volumes of information and paperwork;
- Ability to work independently and as part of a team;
- Ability to define and resolve problems, collect data, establish facts, draw valid conclusions using judgment, and analytical skills;
- Ability to maintain confidentiality; and
- Ability to interpret documents for recording.
II. DIFFICULTY OF WORK
Work involves moderately complex standardized tasks, processes and operations following established laws and procedures.
Supervisor provides general direction in following established practices and clear-cut policies. Individual makes general decisions regarding work independently. Errors in work may cause inaccuracies in record keeping and would cause loss of valuable time to correct.
IV. PERSONAL WORK RELATIONSHIPS
Contact is with co-workers, employees from other county offices, public sector professionals, and the general public. The purpose of these contacts is to accurately record documents, and to handle questions and requests from the public related to land records and land record indexes.
V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements: The physical requirements of the position are identified as sedentary work, which may require the lifting of up to fifteen (15) pounds.
Physical Activity: The physical activity of the position is typing, reaching, standing, kneeling, walking, talking, hearing, lifting and repetitive motions.
Visual Activity: The minimum visual activity of the seeing job is close to the eyes, and requires viewing the computer screen.
Job Location: The minimum work conditions for the position indicate that the individual is not exposed to adverse environmental conditions. May work in and around crowds.
Apply online or send resume to HR Director at email@example.com.