Job Description
Office:
Buffalo County Register of Deeds Position:
Abstract Clerk I Reports to: Register of Deeds or Chief Deputy General Purpose Recording, indexing, mapping, and proofing all legal documents pertaining to Real Estate in Buffalo County. Performing duties according to statutes. Understanding legal documents and complex legal descriptions. Maintaining the permanent public records with integrity. Present a positive professional image to the public with excellent customer service. Job Summary Abstract Clerk I is an entry-level position, training for the position of Abstract Clerk II. Essential Functions • NOTE:
The following is not necessarily an all-inclusive listing of the duties associated with this job. Additional duties may be added or deleted, by the Register of Deeds or Chief Deputy. You will complete training on all aspects of Abstract Clerk II job duties. (See job description for Abstract Clerk II) Essential Functions • NOTE:
The following is not necessarily an all-inclusive listing of the duties associated with this job. Additional duties may be added or deleted, by the Register of Deeds or Chief Deputy. Pre-Prep Documents o Inspect documents presented for recording for legibility, legal descriptions, proper signatures and notary acknowledgements (in person, online, & remote), etc. o Inspect documents to verify they comply with statutory recording requirements. o Proof Form 521 received for completeness & accurateness. o Collect correct Recording Fees & Documentary Stamp Tax according to statutes. Prep Documents for Recording - AVID Software o Barcode, Create & Affix Recording Data/Stamp, Enter Tenders, etc. Process Recorded Documents - AVID Software o Index accurately the Grantor/Grantee, Legal Descriptions, Dates, Considerations, etc. Utilize AVID Software to Perform Functions of Sale of Product, Searching, Scanning Documents, Rejecting Documents & preparing Rejection Letters, etc. Use all functions of Laredo Software (Look up information by legal description, names, document types, document numbers, etc.) Use all functions of Simplifile website to record electronically submitted documents. Prepare Certified Copies & Document Cover Sheets when needed. Complete process for Subdivision Plats and Vacations. Be proficient in reading metes & bounds legal descriptions for indexing purposes. Update Cadastral Maps. Update Ownership Index Cards. Answer Telephone inquiries from the information contained within the permanent public records. Apply / Use
Office Filing Procedures. Essential Knowledge, Experience, and Abilities Must possess excellent oral and written communication skills. Ability to communicate with supervisor and coworkers to convey accurate and detailed information. Ability to understand and follow oral and written requests from supervisor and/or general public. Ability to communicate with general public and other professionals to convey accurate & detailed information from the public records in person, by phone, or by email. Ability to maintain customer confidentiality while providing public information. Ability to fulfill search/copy requests. Ability to operate all basic office equipment (Multi-line Phone, Printer/Copier/Fax Machine, Adding Machine, Computers, Printers, iPad, Oce Plotter, Microfilm Machines, etc.). Ability to perform all functions of the AVID & Laredo software programs. Possess knowledge & ability to perform all aspects of Simplifile electronic recording. Possess knowledge of Subdivision Proofs and Procedures. Ability to read Surveys, GIS mapping, Cadastral Books, and Legal Descriptions. o Possess working ability to draft legal descriptions (by use of mathematical computation and engineering scales) to determine location of parcels. Ability to work efficiently, plan and complete scheduled tasks, and multi-task at times. o Ability to prioritize tasks (customers, phones, documents, etc.) Ability to respond in a courteous and professional manner at all times, to all individuals. Possess a working knowledge of the records to enable and maintain a high degree of accuracy in all job functions. Errors could affect records of property ownership and cause inaccuracies in the record. Must demonstrate high attention to detail and possess leadership capabilities. Advancement to Abstract Clerk II will depend on the level of job performance, skill set, or previous experience and/or knowledge. Assist Register of Deeds, Chief Deputy, & Abstract Clerk II as assigned. Skills / Education
Requirements High School diploma, or equivalent, required. Must demonstrate legible handwriting skills. Must demonstrate 35 words per minute typing ability. Knowledge of legal descriptions, legal documents, mapping, and proof-reading are desirable. Must be detail oriented & have the ability to multi-task. Must possess excellent customer service skills. Must have working knowledge of basic office equipment (Multi-line Phone, Printer/Copier/Fax Machine, Adding Machine, Computers, Printers, iPad, Oce Plotter, Microfilm Machines, etc.). Must have working knowledge of computer programs such as: Word, Excel, Outlook, Internet. Must be able to read cursive writing. Essential Physical Requirements Must be able to lift 40lbs. Work requires standing for periods of time. Work also requires periods of time sitting at an office desk, with extended periods of computer time. Work requires use of stairs, climbing small ladders, and bending/lifting maneuvers as needed. Must have good hand/eye coordination and 20/20 or corrected vision. Essential Attendance Must maintain an acceptable level of Attendance and Punctuality. Work Schedule 8:00AM - 5:00PM, Monday through Friday, 40 hours per week, 1 hour lunch break. Wages This position is a non-exempt position. Buffalo County offers a comprehensive benefits package including: Competitive Wages, Health Insurance, Vacation Leave & Sick Leave, Retirement, and more. Job Type:
Full-time Pay:
$20.00 - $21.00 per hour Benefits:
Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance Work Location:
In person
