Part-Time Deputy Register of Deeds
Sawyer County is accepting applications for a part-time Deputy Register of Deeds. This position receives, records, indexes, and files legal documents related to property ownership and government vital statistics, files necessary reports, assists government officials, business agents, and the public in accessing records.
This is a part-time position working 21hours per week Mondays, Thursdays & Fridays.
High school diploma or equivalent is required. An Associate Degree in office administration or related field is preferred. Experience in, or ability to learn, legal documents is required. Must be able to read and understand legal descriptions, property records, legal documents, tax information records, maps, and vital records and use a computer for data entry, retrieval of records, and word processing. Considerable knowledge of Wisconsin Administrative Code and Statutes related to functions of the Register of Deeds Office is necessary. A test will be administered to determine if applicants are qualified.
Sawyer County offers a generous fringe benefit package including retirement, life insurance, vacation, sick leave, and holiday pay.
Complete position description and application form may be obtained at the Sawyer County Human Resources Office of the Courthouse at 10610 Main St., Hayward, by calling 715 634-7554 ex 2226, or from Sawyer County web site at: www.sawyercountygov.org under Information/Employment.
Applicants must complete the Sawyer County application form and submit it with a resume no later than 4:00 p.m. on Friday, July 8, 2016. Application and resume may be returned to the Sawyer County Human Resources Office, Suite 23, Hayward, WI 54843, or may be submitted electronically through the Sawyer County web site.
Sawyer County is an Affirmative Action / Equal Opportunity Employer Women and Minorities Encouraged to Apply
Sawyer County Position Description
Title: Part Time Deputy Register of Deeds
Department: Sawyer County Register of Deeds Office
Reports to: Sawyer County Register of Deeds
Purpose of Position:
The part-time Deputy Register of Deeds is responsible for performing duties of Register of Deeds and for recording all deeds, mortgages, maps, plats, instruments and writing authorized by law to be recorded in the office, according to Wisconsin Statutes #59.43.
The duties and responsibilities described below are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
Reviews documents submitted for recording either paper or electronic to ensure that all statutory requirements are met. Completes rejection sheets for documents that are not recordable and mails back to submitter. Records, scans, indexes, annotates, and verifies each document in computerized document tracking system. Export daily images for land records office, assessors and title companies.
Maintain updated indexes of all condominiums and subdivision plats for distribution in this office, other county offices and the public's use.
Maintain updated information on the Register of Deeds page on the county web site. Files, indexes and issues certified copies of Military Discharge documents. WI statutes #69.05 & 69.07
Files and indexes Federal Tax Liens and Releases. #59.43
Records Lis Pendens. #59.43
Checks accuracy on Wisconsin Real Estate Transfer Receipt forms, and is able to assist the public with questions in completing the form online. At month end prepares transfer receipts and monthly report for submission to County Treasurer and transfer to Department of Revenue. Corresponds with Department of Revenue on Transfer Return issues.
Assists the public both in person and by phone, on a daily basis with inquiries regarding questions relating to ownership of land, including instructions on use of office facilities and software, for land research and obtaining copies . Directs the public to related links for the Department of Revenue, real estate forms, applications to obtain vital records, and information lists of professionals in the Hayward area (attorneys, surveyors, title companies, appraisers, etc).
Makes copies of real estate records for the public, as requested. Faxes or emails copies of documents when requested. WI statues #59.43(2) Processes credit card information for copies, vital records and recording fees.
Assists the public in accessing office records to conduct genealogy searches for both vital records and real estate documents.
Maintains records of all customer accounts and sends statements when appropriate. Prints monthly mortgage reports for financial institutions. Bills monthly for Laredo users and images for title companies. Run monthly for auditors and office balancing.
Files all vital records for Sawyer County, WI statues 69.01 & 69.07. Issues certified copies of vital records both from office paper records and State Vital Records system. #69.21. When necessary, corresponds with State of Wisconsin, funeral homes, coroner, other counties, clergy, veterans offices and hospitals regarding vital records. Maintains confidentiality regarding vital records including Wisconsin Vital Records website and access to same.
Utilizes county tax information and maps to obtain necessary land parcel and tax identification information, used on a daily basis.
Completes daily bookkeeping, statements and bank deposits. Assists Register with yearly budget report and yearly inventory lists.
Compiles, stores and destroys certain office records on a yearly basis per Statutory records retention schedule.
ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:
• Personal and professional integrity
• Self-directive, innovative, and able to exercise sound judgment
• Ability to maintain confidentiality
• Ability to make mathematical computations
• Ability to gather facts and record them accurately
• Ability to remain calm in stressful and conflicting situations
• Ability to work independently and use effective time management techniques
• Ability to meet multiple timelines
• Ability to communicate effectively through oral and written communication
• Deal with sensitivity to the needs of people with different cultural, environmental, and social backgrounds
• Analyze data, problem solve, and make logical decisions
• Write and prepare a variety of statistical reports, records, and charts
• Establish and maintain effective working relationship with others
• Input, access, and analyze data using a computer terminal
PHYSICAL AND MENTAL ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:
Language Ability and Interpersonal Communication
Ability to analyze data and information using established criteria in order to determine consequences and to identify and select alternatives. Ability to compare, count, differentiate, measure, copy, record, and transcribe data and information. Ability to classify, compute, tabulate, and categorize data. Ability to advise and provide interpretation regarding the application of policies, procedures, and standards to specific situations.
Ability to sit or stand for extended periods of time while performing duties. Ability to perform physical demands such as seeing, hearing, and color perception to make judgments in the office.
Ability to operate a variety of office equipment including computer terminal, typewriter, telephone, fax machine, calculator/adding machine, and photocopier. Ability to coordinate eyes, hands, feet, and limbs in performing movements requiring moderate skill, such as typing. Ability to sustain prolonged visual concentration. Ability to exert light physical effort in sedentary to light work which may involve some lifting, carrying, pushing, and pulling.
Ability to work under safe conditions where exposure to environmental factors such as repetitive computer keyboard use poses a very limited risk of injury.
This description has been prepared to assist in evaluating responsibilities, duties, and skills of the position. The duties listed above are intended 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 between the County and employee and is subject to change by the County as the needs of the County and the requirements of the position change.
Formal application, rating or education and experience; oral interview and reference check. A state background check is required.
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.
Sawyer County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with representatives of Sawyer County.
Employee Signature Date Supervisor Date
Human Resources Date