Deputy Register of Deeds - CLOSED

Employment Opportunity:     Job # 21-4 / Deputy Register of Deeds

Posting Type:                              Open Announcement    

Closing Date:                               Open Until Filled

Starting Wage:                            $15.12per Hour/ Full-Time with Full Benefits 

Application Procedures:        Please submit Application / Resume to: https://www.meadecounty.org/employment-application                                                              

• ★Human Resources / 1300 Sherman Street Suite ▫ 212 ▫ Sturgis, SD 57785

Meade County Register of Deeds Office

General Statement of Duties

Under the direct supervision of the Register of Deeds, is responsible for performing a variety of routine and complex clerical work in assisting with recording documents/files and maintaining records that are filed with the Register of Deeds office.

Typical Duties and Responsibilities

• Assist the Register of Deeds in all areas of the departmental functions.

• Greet customers, answer telephones and questions, assist public in locating information and conducting searches on federal tax liens and UCC records, and direct customers to appropriate personnel.

• Prepare and issue marriage licenses, as well as issue copies of birth certificates, death certificates, marriage certificates and military certificates.

• Understand, search, and index legal descriptions, for certain titles and records.

• Enter data on computer system, proof and correct data entry, and recognize legal descriptions and listings of grantee/grantor.

• Upon request from the public and other government agencies, retrieve and research, prepare and provide certified copies of legal descriptions, official records and vital records.

• Assist, direct, and instruct the public in self-service research of records of property ownership, deeds, liens, etc. via microfiche and archives.

• Prepare copies of papers, maps, and documents; calculate and collect fees.

• Examine, record, image, index, copy, and archive all official records recorded and filed in the county.

• Accept fictitious business name statements and receives filings for a variety of other legal notices.

• Maintain all permanent records in a manner as required by state law by following retention schedules regarding state and federal tax liens, county poor liens, fictitious names, and UCC information requests and financing statements.

• Perform basic accounting and bookkeeping procedures, including receiving cash from customers, balancing daily receipts and preparing monthly accounts receivable billing, maintaining accounts receivable for billing customers on a monthly basis, and collecting and depositing funds in proper accounts.

• Maintain equipment used in recording and copying and trains on new computer programs as required.

• Communicate clearly and effectively with the ability to maintain a courteous and helpful manner in dealing with the public.

• Maintain an agreement with the title company to furnish complete copies of all recorded documents and maintains indexes, making corrections when errors are found, and notifying title company of such.

• Transmit monthly PT55 reports (deed transfers) to commissioners, realtors and other agencies for an agreed fee.

• Send voided documents report to state Vital Records office.

• Send uploaded images monthly to state Records Management office for archival purposes.

• Perform additional duties as required, performing all duties in a manner consistent with safe practices and policies.

Minimum Qualifications

The minimum qualifications 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.

Experience and Education:

1. High School Diploma or G.E.D. Certification.

2. Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job. Preferably one year of clerical experience, possibly in a bank, title company, realtor or similar setting which provided some background knowledge.

3. Knowledge of state laws governing the operations of the county Register of Deeds office.

4. Knowledge of record keeping, report preparation, filing methods and records management techniques.

5. Ability to demonstrate good communication skills using correct English usage, including spelling, grammar, punctuation, and vocabulary.

6. Ability to work well with others and get along with the general public.

7. Utilize computer applications related to the work.

8. Use tact, discretion, initiative and independent judgment within established guidelines.

9. Organize work, set priorities, meet critical deadlines and follow up when needed with a minimum of direction.

10. Must be very detail oriented to ensure complete accuracy of documents.

Physical Demands:

1. While performing the duties of this job, the employee is regularly required to talk or hear, and use hands to finger, handle, or feel.

2. The employee occasionally is required to stand, walk, and reach with hands and arms.

3. The employee is frequently required to sit and climb; stoop, kneel or crouch; and balance.

4. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move more than 25 pounds.

5. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work Environment:  

1. The noise level in the work environment is usually quiet.

Examination, Testing, and Certification:

1. Successful competition in written and/or oral interviews.

2. Other such examination as deemed appropriate and necessary by the County.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.