Register of Deeds Office

Job summary

The job duties of the Clerk II include but are not limited to assist the public with recording information and to provide copies and other information upon request; and to provide responsive courteous and efficient service to County residents and the general public.

Operational Functions:

Maintain all Montgomery County real estate transaction in land tract indexes. Maintain the survey index in Clerk III’s absence. Index the document in the GRM system. Return document to the filer via mail or pick up in Clerk III’s absence. Verify the date entry and images on the GRM. Answer the telephone and provide basic office function information and detailed document filing information. Scan Plats and Survey in the large Scanner/Plotter in Clerk III’s absence. Greet customers and assist with locating information. Process fax and email requests. Reproduce copies of public documents either by microfilm card, CD’s scans or record books. Perform conversion maintenance on mark ups and correct any errors. Post the Document information in tract indexes. Check the accuracy of posting of documents in tract indexes. Maintain older survey records by entering information in the GRM record index in Clerk III’s absence. Enter documents in Direct and Indirect Books. Scan all documents into the system. Email days recording to the local abstract companies. Prepare CD’s of recorded documents for the Salt Mines.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment.

Education and/or Experience:

High School diploma or GED equivalent. Associate’s Degree preferred. Minimum of two (2) years computer and clerical experience required. Intermediate knowledge of word office products, or other similar software.

Skills and Abilities:

Ability to maintain a professional demeanor when dealing with the public. Ability to take control of situations in a responsible manner. Ability to understand basic knowledge of legal process. Ability to read and interpret legal descriptions and maps. Ability to comprehend, retain and apply County, State, and Federal policies and legislation, i.e. local resolutions and ordinances, procedure manuals, warning labels, etc.

Equipment Knowledge Required:

Ability to operate various types of equipment-standard office equipment, computer and advanced knowledge of Microsoft Office software (Word and Excel), etc. Ability to accurately use GRM system. Ability to use Plodder/Scanner. Ability to have basic knowledge of the KS Orion system. Other equipment could be required.

Language Skills:

Ability to maintain a positive work atmosphere by acting and communicating in a professional and friendly manner with customers, citizens, co-workers and management. Ability to communicate in both written and verbal form. Ability to communicate information and teach and train others regarding policies and process in both written and verbal form.

Mathematical Skills:

Ability to perform basic mathematical calculation.

Reasoning Ability:

Ability to respond to complaints and grievances posed by the public. Ability to define problems and deal with a variety of situations. Ability to think quickly, maintain self-control, and adapt to stressful situations. Ability to use good judgement and effectively solve problems.

Physical Environment:

The physical and work environments described are representative of those that must be met by an employee to successfully perform the functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting and/or move (up to 20 pounds), grasping talking, hearing/listening, seeing/observing, and repetitive motions. Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and ability to adjust focus.

Work Environment:

Works primarily in an office setting. Due to the volume, scope, size of staff and nature of public service this office provides full-time regular attendance is essential.

This is a small, busy, and important office.  All three employees are cross-trained.