Document Process Analyst - Recorder - COMOT III

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. Tippecanoe 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 the accommodation would present an undue hardship.

Incumbent serves as Document Processing Analyst for the Recorder, responsible for recording and preserving legal documents, performing supervisory, bookkeeping and accounts receivable, assisting the public, and staying informed with the ongoing legislation changes related to recording.

DUTIES:

• Plans, directs, administers, and supervises activities of assigned staff. Prioritizes and delegates work assignments, provides training, and assists in evaluating work performance.
• Supervises employees with the daily audits and balancing of the cash drawer, daily check scanning processing procedures, and the preparation of the daily and/or multiple bank deposits.
• Oversees and maintains banking documentation and reconciles daily bank deposits and reports, along with reconciling monthly bank statements.
• Supervises employees in processing all charge account payments, obtaining month-end printouts, and balancing and completing month-end cash audit reports.
• Ensures employees are up to date on the most current knowledge of Indiana Statute and enforces and complies with the recording requirements prior to proceeding with the recording process. Administers the analyzing and scrutinizing duties to each document presented for recording while expediting the recording procedures efficiently and timely.
• Supervises employees with the daily handling of all incoming mail. Oversees the calculations of accounts receivable according to the State mandated recording fees and facilitates the preparation of the paid recording fee receipts.
• Administers and expedites the initial data inputting process, validating each document with a unique computer-generated instrument number to each recorded document to enable future retrieval.
• Catalogues and documents all declined documents presented for recording and composes correspondence letters for all declined documents when requested by Recorder.
• Assists with the preparation of documents prior to scanning.
• Assists with the UCC procedures.
• Administers office inventory and organizes and manages the office supplies, notices and form letters. Places appropriate office supply order when needed. Prepares and replenishes notices and form letter as needed.
• Assists the public with research on computer, microfilm reader, plat books, and making copies as requested.
• Prepares certifies copies upon request.
• Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

• High school diploma or GED.
• Working knowledge of legal descriptions, county land areas, plats and deeds, and ability to ensure accuracy and efficient retrieval of records.
• Working knowledge of standard office policies, procedures and related state codes, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
• Working knowledge of basic bookkeeping principles, and ability to perform simple math calculations, receive, receipt and accurately record monies.
• Working knowledge of standard English grammar, spelling and punctuation, and ability to type with speed and accuracy and properly operate a variety of standard and nonstandard office equipment, including but not limited to computer, printers, calculator, microfilm reader, copier, telephone, an document scanner.
• Ability to provide public access to, or maintain confidentiality of, department information and records according to State requirements.
• Ability to comply with all employer and department polices and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
• Ability to work on several task at the same time and work rapidly for long periods, and complete assignments effectively and efficiently amidst frequent distractions and interruptions.
• Ability to work alone with minimum supervision and with others in a team environment.
• Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.
• Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
• Ability to plan, direct, administer, supervise activities of assigned staff, and prioritize and delegate work assignments, provide training, and assist in evaluating work performance.
• Ability to understand and follow oral and written instructions and work alone and with others in a team environment with minimum supervision, often under time restraints.
• Ability to effectively communicate orally and in writing with co-workers, other County departments, abstractors, bank personnel, attorneys, genealogist, realtors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Ability to occasionally work extended and/or evening hours and occasionally travel out of town for meetings, sometimes overnight.

II. RESPONSIBILITY:

Incumbent performs standard, recurring duties with moderate supervision and according to department policies and procedures and state codes. Errors in incumbent’s work are usually prevented through legally defined procedures and are detected through standard bookkeeping checks, proofreading, and notification from other departments, agencies, or the public. Undetected errors may result in loss of time for correction, loss of money to department, or loss of money and/or inconvenience to other agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, abstractors, bank personnel, attorneys, genealogist, realtors, and the public for purposes of exchanging information and explaining policies, procedures, and state codes.

Incumbent reports to the Chief Deputy and/or directly to Recorder.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, which may involve sitting and/or operating a computer for long periods, sitting, and walking at will, lifting/carrying objects weighing under 25 pounds, handling/grasping/fingering objects, close vision, bending, reaching, crouching/kneeling, and hearing communication.

Incumbent occasionally works extended and/or evening hours and occasionally travels out of town for meetings, sometimes overnight.