Deputy Register of Deeds
DEPARTMENT: Duplin County Register of Deeds
SALARY: $ 12.7563 Hourly / $ 26,533 Annually
OPENING DATE: July 22, 2020 “OPEN UNTIL FILLED”
APPLY AT: Duplin County Personnel Office
County Administration Building
224 Seminary Street
Kenansville, NC 28349
Website Address: www.duplincountync.com
“Equal Opportunity Employer”
GENERAL DESCRIPTION OF DUTIES
Employees in this position perform a variety of office management support functions of a legal nature in the Office of the Register of Deeds. Work includes recording, indexing and issuing certified copies of real property documents, vital records and Duplin County school census records, military records, Uniform Commercial Code financing statements, maps/plats, and highway plans; administering the oath of office to Notaries Public; issuing marriage licenses; maintaining equipment and supplies; collecting monies; and balancing daily receipts. In addition, the individuals in this position are also expected to assist attorneys, paralegals, and the general public in researching recorded documents. The position involves a high degree of public contact. The employee must greet the general public and interpret their particular requests into the services rendered by the Register of Deeds Office. The position requires a high degree of judgment and interpretation to determine the exact nature and legality of the requested service. The position is also characterized by a high degree of liability.
SPECIFIC DUTIES AND RESPONSIBLITIES
EXAMPLES OF ESSENTIAL FUNCTIONS
The list of essential functions, as outlined herein, is intended to be represented of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
- Records legal and other documents presented for recordation in compliance with the laws of the State of North Carolina.
- Categorizing and interpreting various legal documents by instrument type and entering names and other relevant data into the integrated computerized records management system in accordance with North Carolina law and established departmental policies and guidelines.
- Has a working knowledge of the North Carolina General Statutes and various county ordinances pertaining to the certification, recording, and issuance of various legal documents.
- Records, prepares and issues marriage licenses, birth certificates, and death certificates in accordance with the guidelines and rules of the NC Office of Vital Statistics and North Carolina General Statutes.
- Proofs and reviews recorded documents indexing information to assure accuracy and completeness.
- Collects statutory mandated and county fees; balances/reconciles the daily financial report of revenues.
- Assists the public in searching Register of Deeds records and in obtaining information from various public records.
- Prepares and disseminates information as required to the general public by phone, email, and in writing; collects and relays information from the public, co-workers and other governmental agencies in writing, via the telephone, email, and in person.
- Picks up mail from post office; distributes incoming mail; processes outgoing mail and delivers to central mail room.
- Maintains copy accounts and mails out monthly statements.
- Has advanced computer knowledge and skills in order to accurately enter vital records and property records data into the Register of Deeds Office’s integrated computerized records management system.
- Scans birth, death, marriage, and military discharge records into the departmental imaging system.
- Receives and processes requests for vital records in accordance with established departmental policy and state law via the mail.
- Answers the telephone, gives accurate and detailed answers regarding all subjects relevant to office records or refers calls.
- Administers the oath of office to Notaries Public.
- Processes amendment documents for birth certificates, death certificates, and marriage certificates.
- Processes and files delayed birth certificate and marriage certificate applications.
- Maintains office equipment, supplies, and forms.
MINIMUM TRAINING AND EXPERIENCE
High school diploma or GED; supplemented by college level course work or vocational training in business, computer applications, and/or paralegal studies; supplemented by one (1) to two (2) years previous experience and/or training involving computer applications, paralegal duties and customer service; or an equivalent combination of education, training, and experience as determined by the Register of Deeds.