Salary: $30.93 - $40.16 Hourly
Location : Papillion, NE
Job Type: Full-Time
Job Number: 01156
Department: Register of Deed's Office
Opening Date: 06/26/2024
Closing Date: 6/30/2024 11:59 PM Central
JOB OVERVIEW
*** RESTRICTED POSTING: APPLICATIONS LIMITED TO CURRENT PAID SARPY COUNTY EMPLOYEES ONLY***
PREFERENCE GIVEN TO DEPARTMENTAL APPLICANTS
Under the general direction of the County Clerk and/or Chief Deputy, performs a variety of advanced supervisory, clerical, technical and administrative work requiring considerable complexity, responsibility and independent judgment and provides supervision of activities and operations in assigned County Clerk divisions.
SUPERVISION EXERCISED Supervise subordinate staff in the absence of the Chief Deputy and/or County Clerk or Mgrs. as directed.
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES
Supervises clerical staff in the absence of the Operations Manager @ 1102. For the purpose of cross training the current ROD Operations Manager for both locations, to better assist in Clerk duties.
Creates and updates procedural manuals for ROD procedures detailing all aspects of various workloads
Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing
Sorts, files, scans and maintains materials and filing systems (paper, computer or imaging), retrieves file materials, and keeps a record of file movement
Indexes recorded documents, which includes entering primary descriptions and associated documents; identifies incorrect or erroneous data and implements appropriate corrective action
Evaluates documents received for recording to ensure compliance with recording requirements and calculates applicable fees and transfer taxes; assigns document numbers to recordable documents and returns unrecordable documents for correction(s)
Performs basic mathematical calculations to balance, reconcile, and maintain records
Processes, compiles, researches, and analyzes complex information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures
Assumes responsibility and accountability for fees.
Assists in the maintenance of the document management operating procedures, operating schedules and methods to ensure efficiency of document management, equipment and scanning operations. Assists in record verification and auditing of daily recording activities to assure accuracy of information transfer. Creates and maintains file structure and data on the County Clerk website when required.
Provides lead direction, training, and work review for the Register of Deeds staff in Managers absence.
Assists in the daily operations of the ROD/Clerk's Office; assign, direct, and evaluate the work of assigned staff by providing supervision, guidance, coaching, motivation, and training.
Establish and maintain effective working relationships with clients, supervisors, County employees, elected officials, law enforcement, vendors, other agencies, and the public, serve as a positive representative of the department.
Evaluate work procedures, schedule workflow, and recommend procedures to improve efficiency.
Maintain harmony among workers and resolve issues and disputes.
Assist in formulating, communicating, distributing, and implementing operational policies and procedures for the Clerk/ROD's Office.
Provide assistance to customers over the phone or in person.
Serve as representative of department regarding coordinating projects with outside contacts.
Compile information, prepare, and maintain a variety of narrative and statistical reports by locating sources of information, devising forms to secure data, and determining proper format for finished reports.
Answer in-coming calls on behalf of the Clerk/ROD and routes callers or provides information as required.
Sign and attest signatures in the absence of the County Clerk/Chief Deputy or Operations Mgrs.
Assist in record verification and auditing of daily recording activities to assure accuracy of information transfer.
Perform duties of subordinate staff as necessary or as directed.
Serve as the first escalation point for issues by participating in and providing information to the public in person, by mail, telephone, and email.
Assist in maintaining interface for downloading and updating Deeds database.
Develop and maintain contacts with a variety of Nebraska State Agencies to coordinate their requirements with Deeds processes and functions
Liaise with Information Systems department and divisions to ensure accurate processing of data.
Understand, interpret laws, rules, regulations, and policies that govern the recording and filing of legal documents and vital records
Examine, cashier, record, index and verify complex legal documents.
MINIMUM QUALIFICATIONS
Education and Experience
Associate degree, including some business courses in clerical/secretarial subjects
Two to four years directly related experience
Two years additional directly related experience may substitute for one year of the education requirement to a maximum of two years, if there is demonstrated knowledge, ability, and skill to perform the work
Work experience in government or legal setting preferred.
*Approved administrative work experience beyond that required which provides equivalent knowledge, skills, and abilities may be considered and substituted for the stated education.
Necessary Knowledge, Skills and Abilities
Specialized knowledge related to the department or function, and general County operation and organization
Ability to detect errors, determine causes, and make corrections as appropriate
Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones
Skill in use of personal computer software, including advanced spreadsheet development and word processing
Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies.
Working knowledge of and understanding of various legal documents presented to County Clerk
Working knowledge of, and ability to analyze and interpret complex situations and documents relating to advice and recording of legal documents
Working knowledge of electronic records management
Knowledge of and the ability to understand, interpret, explain, and apply County policies and procedures
Well-developed communication skills
Skill in executing effective customer service practices
Effective planning, organizing, and implementation skills
Skill in and ability to direct, monitor, and oversee the activities of assigned personnel to ensure conformance with established policies and procedures
Ability to read, decipher, and use maps and plats
Ability to effectively meet and deal with a diverse public
Ability to develop written reports and action plans
Ability to exercise discretion and independent judgment
Ability to think analytically and apply sound judgment, solve problems, make effective decisions, and act with integrity
Ability to explain complex policies and processes in layman's terms
Ability to comprehend, process and apply both verbal and written skills appropriate to the job
Ability to accurately organize and maintain paper documents and electronic files
Ability to maintain the confidentiality of information and professional boundaries
Able to use County resources effectively and efficiently
Ability to work independently and in a team
Ability to manage and maintain confidential and sensitive information
Ability to prioritize and complete projects within deadlines
Ability to perform tasks with attention to detail and a high degree of accuracy
Ability to work under pressure and/or frequent interruptions
Ability to understand and follow exacting verbal and written instructions
Ability to conduct verbal presentations and training
Ability to apply problem solving methods and techniques to resolve organizational and interdepartmental issues
Ability to manage multiple and changing priorities, exercise considerable judgment, work under time constraints, and function during stressful situations
Ability to prioritize work and carry out assigned projects to completion
Ability to perform tasks with attention to detail and a high degree of accuracy
Ability to communicate effectively, in English, both verbally and in writing
Ability to operate equipment including, but not limited to, multi-line phone, computer, typewriter; copy machine, printer, scanner, fax, 10-key calculator, microfilm equipment, and operated department-specific software and equipment
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential tasks.
While performing the duties of this job, the employee is frequently required to sit/remain stationary, talk, and hear (i.e., communicate / exchange information), and operate/manipulate equipment (e.g., use hands to finger, handle, or feel objects, tools, or controls), reach, and change position. The employee is occasionally required to walk/move about, stand (i.e., remain upright), stoop, bend, kneel, crawl, climb stairs (i.e. position self). The employee must occasionally lift, maneuver, and/or move up to 30 pounds.
Required sensory abilities include vision and hearing. Visual abilities, correctable to normal ranges include close, distance, and color vision as well as depth perception and the ability to adjust focus. Communication abilities include the ability to exchange information within normal ranges.
Work is typically performed indoors in an office setting. Due to the nature of the position, duties may involve occasional exposure to moving parts and outside environment. Work hours may include evenings, early mornings, weekends, call-ins, holidays, and on-call assignments. Work may be fast paced when dealing with multiple priorities and time constraints. The noise level is typically moderate.
SELECTION GUIDELINES
Formal application, rating of education and experience, interview, reference checks, successful completion of a national criminal background check, successful completion of a pre-employment drug screen, and other job-related tests or checks as may be required.
DISCLAIMER
The job description is current as of the date signed. Any omission of specific statements does not exclude them from the position if they are similar, related, or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Sarpy County offers competitive benefits to eligible* employees including:
Health Insurance
Dental Insurance
Life Insurance
Long-term Disability Insurance
Pension Plan
Vacation Leave
Sick Leave
Flexible Spending Accounts
10 designated holidays and 2 floating holidays
Employee Assistance Program
*For eligiblity requirements, reference associated or the Sarpy County
01

RESTRICTED POSTING: THIS POSTING REQUIRES you to be a current eligible employee of Sarpy County. Are you currently an eligible, paid employee of Sarpy County?

• Yes
• No

02

What is the highest level of education you have achieved?

• No high school
• High School or GED
• One year of college
• Up to 2 years of college
• Up to 3 years of college
• Bachelor's degree
• Master's degree
• Advanced Degree

03

How many years of related experience do you have?

• None/Less than one year
• One year of experience
• 2 years experience
• 3 years experience
• 4 years experience
• 5 or more years experience

04

Are you able to perform the essential functions of this position with or without accommodation?

• Yes
• No

05

Are you able to meet the physical demands and work environment requirements of this job with or without accommodation?

• Yes
• No

Required Question