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TITLE: Records Account Specialist I

DEPARTMENT: Registered of Deeds

PAY LEVEL: Level 11 DOE

EXEMPT/NON-EXEMPT: N

SUPERVISOR: Records Account Specialist III

POSITION DESCRIPTION

Responsible for recording legal documents into the computer system pertaining to real estate transactions, such as Warranty Deeds or any type of liens on property, easements, right-of-way or Plats and Surveys, Deeds of Trust, Certificates, and UCCs. Aids the general public, attorneys and title companies for document recordings. Communicates with supervisor or Register of Deeds as needed to resolve recording issues. Fulfills research requests. Back indexes scanned documents. Corrects recording errors when discovered. Other duties as assigned by Register of Deeds. This position is supervised by the Records Account Specialist III and Register of Deeds.

PERCENTAGE OF TIME and ACCOUNTABILITIES

90% Recording/Indexing. Records documents. Responsible for maintaining accurate and complete records by back indexing scanned images and correcting discovered errors. Maintains record count on indexing activities. Assists in keeping data and statistics in accordance with grant and governmental regulations. As needed, aides the Register of Deeds on other administrative tasks.

5% Customer Service. Provides pleasant customer service by phone or walk in requests. Interviews visitors in order to assist with their requests and asks about Property Fraud Alert. Researches difficult questions and problems and provides answers to supervisors or the public. Notifies Register of Deeds when receiving complaints and questions from the public.

5% Other Clerical Duties. Performs a variety of clerical duties including copying reports/other documents and filing information, data entry, and miscellaneous paperwork. Operates and performs simple maintenance on a variety of standard and unique office machinery. Prepares mailings as needed and assures the documents are mailed to the original/requested source. Types correspondence for the Register of Deeds.

EQUIPMENT USED

Personal Computer

Photocopier

Fax Machine

Recording Equipment

Printer

Telephone

Office Furniture

Calculator

Scanning Equipment

Microfilm Equipment (all facets)

Plotter/printer

KNOWLEDGE OF: 

Department policies and procedures. Never gives legal advice to customers.

Sequential, alphabetical and numerical filing methods.

Legal mapping terminology to identify real estate descriptions to properly record.

Elements of official documents and records to verify that it is a recordable document.

The various types of information to be processed into computer system.

Computer print-out content and uses to analyze material to search and release documents.

The geographic boundaries of Leavenworth County for recording documents.

Sections, townships, and ranges.

Original plats and surveys for recording.

• Research state statutes concerning recording of real estate transactions to record/reject.
• Functions of other county offices, title companies and city and state offices pertaining to real estate.
• Research methods in locating requested documents

SKILL IN: 

• The uses and maintenance of personal computer and scanning equipment.
• Communication with all types of people.
• Performing hard copy index as well as on-line searches.
• Typing speed of 50 words per minute and 95% accuracy
• Recognizing errors and inconsistencies in documents to be recorded. Follow through on presenting plan of correction to supervisor.
• Applying correct instructions and procedures for different types of documents.
• Discerning grantor and grantee in all legal documents affecting land.
• Analyzing documents to assure that all pertinent information and details have been included, e.g. dates, signature, legal descriptions, notary acknowledgements, number and date stamps, grantor and grantee.
• Staying focused on task until completion.
• Public relations and soliciting information from customers, pertaining to utilization of department records available.
• Performing research and providing reports as assigned by the Register of Deeds or Records Account Specialist III.
• Back Index at a pace of 250 documents per day in AVID for typed documents with accuracy rate of 95% and 150 hand-written documents per day with accuracy rate of 95%.
• Reporting on back indexed document if multiple documents are combined into one.

HUMAN RELATIONS:

• Maintains a positive and upbeat attitude with co-workers and public.
• Gives assistance to co-workers when needed.
• Pleasantly greets public, attorneys, and County employees from other departments by phone and recording counter throughout the day who require assistance.
• Patiently explains requirements for transactions involved.

ILLUSTRATIVE TASKS:

Records legal documents according to state and county statutes. Examines documents to ensure proper execution of documents, including acknowledgement, signature, legal descriptions, seals, book and page, and affected numbers. If documents cannot be recorded because they are not properly executed, the employee completes the rejection notice indicating why and obtains approval. Staff may reject recording of documents if document does not conform to statutes, if it is not a Leavenworth County property, if it is not legible for reproduction, or contains insufficient fees. Prepares customer’s receipt.

• Operates and maintains office equipment and supplies. Does light maintenance on equipment if malfunctions. Add paper supplies as needed. Replaces ink cartridges on receipt printer.
• Generates coversheet for recorded documents, which contains KSA authority to add.
• Assists customers, either by phone or in person regarding questions and problems on Register of Deeds issues with a friendly attitude.
• Determines how to enter data into the computer by knowing document components, especially grantor, grantee, legal description, date, and type of document being recorded.
• Accuracy in recording documents is required.
• Records documents at a rate of at least 98 documents per day.
• Back indexes imaged documents from scans at a rate of 300/day for typed format.
• Requests to see driver’s license from anyone recording a document of conveyance.
• Log any driver’s license of the individual if someone other than the grantor is filing.

ENVIRONMENTAL DEMANDS:

Work involves sitting, prolonged standing, walking and continuous lifting of files and books weighing 15-30 pounds.

Viewing PC screen for extended periods of time is required.

MINIMUM QUALIFICATIONS:

High School Diploma/GED

One (1) year record maintenance, law, or real estate experience.

Personal computer experience required

Pass typing exam at 50 wpm

ADA/PHYSICAL DEMANDS:

Vision - Adequate for data entry, issuing receipts and checking document.

Hearing - Adequate for normal conversation and telephone communication. Extensive contact with public.

Speech - Must be able to speak and understand English language clearly to clarify or give detailed instructions, facts, and information.

Standing - 15% of the time-working with customers, copying documents.

Walking - 20% of the time-to and from various units, making occasional copies, and service customers at window.

Sitting - 65% of the time-recording real estate documents, setting up mail, running reports.

Lifting/Carrying - 5 pounds-must carry bundles of mail. 30 pounds-must move deed and index books from upper vault.

Pushing/Pulling - 10 pounds-sometimes must pushcart with documents.

Climbing/Balancing - Required when negotiating stairs in vault.

Stooping/Kneeling - Turning machine on and off.

Reaching/Handling - Required on most tasks.

PHYSICAL REQUIREMENTS:

N-Never O-Occasional (1%-33%) F-Frequent (34%-66%) C-Continuous (67%-100%)