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Employer: Marion County
Job Title: Deputy Register of Deeds
Salary: $0 

Job Description:


Rev 7/13

Department:     Register of Deeds

Reports To:      Register of Deeds

Position Summary

Under the administrative supervision of the register of deeds, the Deputy Register of Deeds is a non-exempt position under the FLSA that performs clerical tasks of moderate complexity and variety.  The employee in this position assists in the recording of land transfers, mortgages, oil and gas leases, and other documentation pertaining to real property and miscellaneous documents, including Uniform Commercial Code filings.  The Deputy Register of Deeds has frequent contact with the general public in assisting with obtaining information about property ownership, liens, leases, and other inquiries.  This employee is authorized to sign documents on behalf of the Register of Deeds in his or her absence.

Essential Functions

  • Records numerically and alphabetically the various documents submitted to the office;
  • Copies and distributes all pertinent records and information;
  • Reviews documents for completeness and accuracy;
  • Files UCC forms and other instruments pertaining to real estate and personal property ownerships;
  • Performs lien searches from the UCC indexes;
  • Verifies birth dates and school attendance by searching old school records;
  • Maintains cemetery and city plats;
  • Balances fee receipts daily, makes out deposit slips, and banks money in absence of Register of Deeds;
  • Performs genealogy searches as requested;
  • Posts fees collected, federal and state tax liens, and lien releases;
  • Delivers registration money and fees collected to the County Treasurer’s Office in absence of Register of Deeds;
  • Assists the general public in obtaining information;
  • Answers the phone, types reports and correspondence, and balances the office books in absence of Register of Deeds;
  • Scans documents and makes discs;

Marginal Functions

  • Other related duties as deemed necessary or as assigned.

Deputy Register of Deeds

Minimum Position Requirements

Experience:  At least three years of clerical and bookkeeping experience is required.  Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months to one year in the position.  Knowledge in legal description is a great asset.

Education:  Technical degree in computer or office management preferred; or equivalent combination of experience and training.

Skills:  General knowledge of office procedures.  The ability to learn and understand Uniform Commercial Codes and state statutes.  The ability to receive, interpret and follow instructions.  Excellent interpersonal and communication skills required.  The ability to operate a typewriter, calculator, computer and other related office equipment.  The ability to draw out legal description and scan documents.

Problem Solving:  Limited problem solving exists in this position.  Problems include helping the public understand the reason a documents needs to be corrected before recording and helping in genealogical research.

Decision Making:  Limited decision making exists in this position.  Decisions include determining if mortgage registration tax is due, if a document is recordable, and the subsequent recording fees.

Accountability:  Employee does not have budgetary control over the department and does not participate in the annual budget process.

Supervision:  Little or no direct supervision is provided by the Register of Deeds and job related decisions are seldom reviewed.   Employee will have supervisory responsibility over subordinate personnel in the absence of the Register of Deeds.  Would be involved in the decision-making process for hiring additional personnel.

Personal Relations:  Frequent contact with other county departments and continual contact with the general public.

Working conditions:  No adverse working conditions exist in this position.

Physical Requirements:  Work is sedentary in nature and is performed at a desk or counter the majority of the time.  The ability to express or exchange ideas by means of communication.  Conveying detailed or important instructions to other workers and the general public.  The ability to lift on a continual, daily basis, records books weighing approximately 20 to 30 pounds.  Occasionally requires the ability to climb stairs and ladders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.



Vacancy Number: MNCO31

Open Date: 7/30/2019 12:00:00 AM
Close Date: