Administrative Clerk III - Register of Deeds bei Walworth County, WI
Walworth County, WI · Elkhorn, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Elkhorn
About the Department
This position assists the Register of Deeds with receiving and examining real estate documents for recording, pursuant to Wisconsin Statue §59.43 and processing requests for vital records per Wisconsin Statute §69. Additional responsibilities include, providing information to the public by answering inquiries, copies of documents, and assistance to researchers of vital and real estate record indexes.
SCHEDULE
Days: Monday - Friday
Work Hours: 8:00 a.m. - 4:30 p.m.
Hours Per Shift: 8
Shifts Per Pay Period: 10
Position FTE: 1.0
Applications are being accepted from accepted current Walworth County employees and members of the public.
Position Duties
To include the following. Other duties may be assigned. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
- Reviews and distributes a variety of correspondence, deliveries, and mail.
- Serves as a Notary Public.
- Prepares letters, memoranda, reports, and other correspondence as needed.
- Answers general questions from citizens and business partners regarding vital records, real property records, transfer tax, and document images
- Ensures confidentiality of vital records and determines direct and tangible interest for issuance in accordance with Wisconsin State Statute
s§69. - Works with the State Vital Records Office and VitalChek utilizing their software/programs to file, maintain and issue vital records, per Wisconsin State Statute
s§69, and receipts payment for same in the State Vital Records software/program and in Register of Deeds receipting program - Provides assistance to genealogists regarding vital record indexes and images.
- Analyzes incoming death registrations and marriage licenses for accuracy and legibility and notifies filers of any errors.
- Approves and authorizes marriage and death records for filing electronically with State Vital Records office in accordance with local, state, and federal guidelines.
- Maintains current Vital Records and indexes.
- Prepares monthly escrow statements for Funeral Homes
- Balances the State Vital Records software/program data against the Register of Deeds receipting program data and VitalChek.
- Examines various real property records and Uniform Commercial Code (UCC) documents presented for recording to ensure compliance with Wisconsin State Statutes and Walworth County Ordinances and exercises independent judgment regarding acceptance or rejection.
- Ensures correct fees have been received for each document presented for recording prior to processing.
- Communicates statutory recording requirements.
- Records statutorily compliant real property records using specialized land record software.
- Creates Walworth County’s grantor/grantee index and legal description tract index by compiling information contained within recorded documents.
- Distributes electronic copies of daily recorded images to customers.
- Preserves real property records in compliance with specified retention policies.
- Prepares, distributes, and certifies copies of real property records as needed.
- Instructs customers and business partners on how to access and obtain Walworth County real property records and related information, both within the Register of Deeds office and via the LandShark online real estate website
- Ensures proper collection of fees, returns change, processes credit card payments according to department procedures and issues receipts for services and maintains proper cash handling.
- Generates reports from Landlink, Statewide Vital Record program/software, and the Department of Revenue and balances reports to ensure accurate reporting of records and proper fee collection
- Enters, updates, and maintains financial information in Excel spreadsheets.
- Runs GL Custom Extract to ensure correct dollar amounts are captured for all of the department’s revenue and expense accounts.
- Enters daily deposit in Munis.
- Forwards daily deposit to the County Treasurer.
- Maintains accounting reports and supporting documentation.
- Balances petty cash drawer.
- Receipts escrow deposits and posts transactions to escrow accounts.
- Balances escrow accounts.
- Generates Landshark statements for customers.
- Prepares journal entries for the department.
- Prepares and releases requisitions in Munis.
- Receives purchase orders in Munis.
- Generates reports to capture revenue through ACH or direct deposit.
- Calculates and splits fees between the department’s revenue accounts and State agencies pursuant to Wisconsin Statute §59 and §69.
- Creates invoices in Munis, ensuring fees are allocated to the proper accounts.
- Demonstrates dependability and a commitment to county safety and risk management efforts.
Minimum Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or equivalent plus one additional year of formal preparation, and two to three years of relevant prior experience. Proven ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience in legal and/or real estate terminology desired.
Interactions & Communication
Responds to requests and initiates contacts to exchange basic or general information with others.
Decision Making
This position has authority to make decisions that are within detailed procedures and protocols and under close supervision. These decisions directly impact performance in the job and/or the work unit within the department and information is provided to others for decision-making.
Thinking and Problem Solving
In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.
Tools and Equipment Used
Cash Register (Receiptor)Scanner
TelephoneCalculator
Copy MachineFAX Machine
Personal Computer/PrinterImpact Printer
Large Format Scanner/PrinterGIS Interactive Mapping System
Microfiche Viewer
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
PHYSICAL DEMANDS
The physical demands 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 individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
NEPOTISM OR CONFLICT OF INTEREST COMPLIANCE
A person may not be offered or hold this position if the employment would result in that person being a supervisor or subordinate to an immediate family member. "Immediate family" includes the employee's spouse, brother, sister, parents, children, stepchildren, father-in-law, mother-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, and any other member of the employee's household.
A person may not be offered this position if employment would create either an actual conflict of interest or the appearance of a conflict of interest.
Other Qualifications
Formal electronic application; rating of education and experience; oral department interview; reference check; background check; and post-offer medical examination including drug screen. Other job-related tests may be required.
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