General Summary: Under the supervision of the County Clerk/Register of Deeds, provides first-line assistance to ensure compliance with state statutes, county policies and procedures, and office policies and procedures. Performs a wide range of administrative support functions; receives, examines, indexes, and files records and documents pertaining to the ownership and location of real estate in St. Joseph County. Is responsible for accounts receivable and payable and prepares various monthly reports. Processing of documents, materials and information requires customer service, skill in reading legal descriptions and use of a computer data base management program. Emphasis in this classification is on ensuring compliance with the Uniform Commercial Code. Additionally, in the absence of the County Clerk/Register of Deeds, represents the department following well defined policies and procedures. Essential Functions: - Receives real property legal instruments for official recording and reviews for conformity to regulating statutes. Examines documents for conformance to legal requirements and authenticity. Places proper timing information, numbering sequences, and official signatures and seals on documents as required.
- Logs documents in computer to create entry books.
- Collects and issues receipts for appropriate fees on each document received or copies made. Assists in maintaining the required accounting records and reports.
- Conducts searches for filed instruments, such as financing statements. Gathers information for financial institutions, attorneys and others needed to approve loans, conduct bankruptcy proceedings, etc.
- Responds to attorneys and other county officials on matters pertaining to real estate transactions or descriptions.
- Utilizes specialized data base software. Compiles data, run printouts and generates required reports. Reconciles against other records to ensure accuracy, and makes corrections and changes as needed.
- Responsible for the accounting and record keeping of the office, balances cash drawer at the close of each business day and prepares deposits for the Treasurer’s Office. Performs end-of-month balancing and billing of all office services and prepares monthly reports. Ensures that invoices submitted for payment are paid by verifying that items were received, money is available and preparing voucher.
- In the absence of the County Clerk/Register of Deeds, reviews mail and documents and assures that state statutes are followed for recording and costs.
- Accepts Uniform Commercial Code (UCC) filings and reviews them for recording requirements such as name of debtor, address, signatures and collateral. Enters UCC information into the computer following format display on screen. Conducts searches of Uniform Commercial Code filings, state and federal tax liens, and issues a Certified Information Request Report of the public record along with copies of said filings and billing statement.
- Searches libers and records for requested data in providing research services to the public.
- Images, microfilms and photocopies documents on a backup basis. Certifies copies as True Certified Copy. Creates and/or oversees weekly and security CDs for abstract offices.
- Calculates redemption figures on Sheriff’s Deeds. Examines the public record for recorded affidavits regarding payment of taxes or insurance, computes the interest rate and prepares a statement of necessary funds to redeem. Upon redemption of a foreclosed property, a redemption certificate is prepared and notification is mailed to the appropriate parties.
13. Performs other duties as required. An employee in this position may be called upon to do any or all of the above tasks. (These examples do not include all of the tasks which the employees may be expected to perform.)
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