Deputy Recorder

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county - a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Deputy Recorder

DEPARTMENT: Recorder

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Non-exempt

HOURLY RATE: $ 25.8677 per hour

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Deputy Recorder, responsible for receiving, processing, recording, and indexing documents, and assisting the public.

DUTIES:

Receives and records a wide variety of documents, including reviewing for compliance with state code, calculating and collecting fees, entering in cash system, preparing/providing receipts, and time stamping. Returns ineligible documents to sender with explanation of non-compliance.

Assists in processing Uniform Commercial Code (UCC) documents, including determining compliance, entering/indexing documents on computer, posting cross-references, proofreading, correcting errors, copying attachments, and separating and properly processing UCC forms. Assists in purging obsolete UCC files annually according to state requirements.

Prepares documents to be scanned into computer, including organizing documents, verifying correct page count, darkening embossed seals and removing staples. Assists in scanning original documents and plats for retrieval by customers, title companies, and other departments as needed. Makes corrections to imaging errors on computer database as needed.

Enters and indexes real estate documents on computer, proofreading indexed data for errors and entering corrections. Enters cross-references to original documents on computer, microfilm and/or record books from recorded releases, assignments, easements and other applicable documents, and mails recorded documents to sender upon completion.

Maintains prepaid accounts for title companies and other agencies, frequently obtaining copies, and preparing and forwarding monthly statements accordingly.

Responds to inquiries and assists the public in the office and by telephone, email, and written requests, including but not limited to providing copies, researching computer records, maps, books, and files.

Gathers and reviews checks and cash at end of day, assisting in preparing and printing cash and fee reports, balancing with daily cash/checks, making corrections, and preparing daily deposit.

Performs various clerical functions as assigned, including entering data on computer, opening and distributing mail, proof-reading printouts, entering corrections, and pulling/copying/filing documents.

Periodically attends job related training.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED.

Working knowledge of standard office policies, procedures and related state codes, and ability to apply such knowledge to a variety of interrelated tasks.

Ability to perform relevant arithmetic calculations in receiving and accurately recording fees.

Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, printers, calculator, fax machine, microfilm reader, copier, telephone, postage meter, cash machine, document scanner, book scanner and large format scanner.

Working knowledge of standard English grammar, spelling and punctuation, ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, mortgage and title companies, realtors, banks, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to work with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.

Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.

Ability to competently serve the public with diplomacy and respect, including during occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to occasionally work extended, weekend and/or evening hours, and travel out of town for training.

II. RESPONSIBILITY:

Incumbent performs standard, recurring duties according to office policies and procedures, and state guidelines. Incumbent receives indirect or occasional supervision, with priorities primarily determined by supervisor and service needs of the public. Errors in incumbent's work are usually prevented through legally defined procedures and are detected through notification from co-workers, other departments, agencies or the public. Undetected errors may result in loss of time for correction, and/or work delays and/or inconvenience to other agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, attorneys, mortgage and title companies, realtors, banks, and the public for purposes of exchanging information, and explaining policies, procedures and state codes.

Incumbent reports directly to Recorder.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, which may involve sitting for long periods, walking/standing for long periods, sitting and walking at will, keyboarding, pushing/pulling/lifting/carrying objects weighing under 25 pounds, handling/grasping/fingering objects, close and far vision, bending, reaching, crouching/kneeling, and hearing communication. Incumbent occasionally works extended, weekend and/or evening hours, and travels out of town for training.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT

The job description for the position of Deputy for the Recorder describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.