Records Specialist I

About the Department

The purpose of this position is to record, scan and index documents; to provide professional and courteous customer service at all times. Under regular supervision. Reports to the Register of Deeds Office Manager.

Position Duties

Performs various secretarial duties in support of the daily operations of the department which include answering phones, transferring calls, providing information, and taking messages, assisting visitors, etc.
Accurately verifies, records, and indexes deeds, plats, mortgages, tax liens, and any other related legal documentation.
Scans all real estate and other documents required. 
Retrieves and copies records at the request of county personnel, other government personnel, other agencies, and general public.
Greets and assists public in retrieving recorded information regarding personal property.
Operates a variety of equipment, which may include a computer, printer, typewriter, copier, fax machine, telephone, calculator, microfilm reader/printer, scanner, etc.
Interacts and communicates with departmental supervisors and employees, central court members, treasurer’s office, auditor’s office, assessor’s office, probate court, attorneys, abstractors, paralegals, the general puCertifies documents upon request. 
Repairs books as needed.
 Keeps books in records room in numerical order. 
Prepares bank deposits. 
Prepares end of the month reports. 
Attends training, meetings, seminars and/or workshops as required to enhance job knowledge and skills; maintain a current, comprehensive knowledge of laws, regulations, trends and technologies affecting department operations.blic, etc.

Minimum Qualifications

Requires a high school diploma or equivalent supplemented by nine to twelve months of administrative experience in the legal field, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. 
Physical Requirements:  Must be physically able to operate a variety of automated office machines and equipment including computers, calculators, general office equipment, telephone, etc.   Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.  Must be able to lift/carry weights of five to ten pounds.
Data Conception:  Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communication:  Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes receiving assignments and/or directions from supervisors.
Language Ability:  Requires the ability to read a variety of policy and procedure manuals, computer manuals, financial documents, records, codes of law, dictionaries, etc.   Requires the ability to enter data into computer and prepare reports, records, forms, official papers, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.  Must be able to speak with poise, voice control and confidence and to articulate information to others.  
Intelligence:  Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.  Requires the ability to make independent judgments in the absence of supervisor; to acquire knowledge of topics related to primary occupation.   Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic office machinery functions.
Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Must be able to communicate effectively and efficiently in a variety of technical or professional terminology used within the parameters of the job.
Numerical Aptitude:  Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time.  Must be able to use practical applications of fractions, percentages, ratio and proportion.
Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Motor Coordination:  Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.
Manual Dexterity:  Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc.  Must have minimal levels of eye/hand/foot coordination.
Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.
Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions.   Must be adaptable to performing under stress when confronted with an emergency or tight deadline. The worker may be subject to tension as a regular, consistent part of the job.
Physical Communication:  Requires the ability to talk and/or hear:  (talking: expressing or exchanging ideas by means of spoken words; hearing:   perceiving nature of sounds by ear).   Must be able to hear and understand communications through a telephone.