Job Posting End Date:

Worker Sub-Type:

Scheduled Weekly Hours:

Position Summary:
The Chief Deputy Register of Deeds is obligated by oath to comply with Wis. Stats. 59.43, 69 and 77.21 – 77.265, 84.095, 157.061, 236.25, 703, 706.055 and is responsible for working directly with the Registrar in achieving operational goals and insuring standards and services are met in a timely manner.  Coordinate workloads, project schedules and prioritize consumer services such as researching and answering inquires pertaining to real estate, vital records, legal documents, and land descriptions.  This position serves in a non-judgmental manner, protecting confidential, restricted records and information obtained or provided within an open office environment and upholding all security and safety measures within and outside the office.

Examples of Work Performed: 
The following duties are typical of this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required or assigned.
•    Assumes the duties of the Register of Deeds in his or her absence in compliance with Wis. Stats. 59.43(3). This includes supervising employees, decision making in all aspects of office and troubleshooting any issues that may arise.  Attend meetings in the registrar’s absence.

•    Supervises staff by prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; providing guidance; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment; and making hiring, termination, and disciplinary recommendations.

•    Supervises the day-to-day activities of assigned function, which may include planning and prioritizing work; implementing and monitoring processes; identifying and implementing opportunities to improve levels of service.

•    Processes, records, scans, indexes, files and prints marriage licenses, death certificates, military DD214s, deeds, and related documents according to established procedures and standards; verifies the accuracy of the documents; and ensures compliance with applicable statutes.

•    Provides customer service to individuals in person, via e-mail, and over the phone; provides information and explains department policies, procedures, and regulations.

•    Prepares routine correspondence to customers, companies, or corporate agencies notifying them of applicable deficiencies in documents.

•    Codes and processes invoices and credit card statements, prepares customer invoices, prepares monthly escrow statements, completes month-end balancing, daily balancing and Workday entry.  Correct financial receipting errors and work with third party vendors in correcting errors.

•    Compiles rounds with staff, compiles mid-year and annual evaluations of staff.

•    Furnish the public with forms for self-probating an estate and including the Termination of Decedent’s Interest forms.

•    Assists genealogists, realtors, attorneys, title searches, surveyors, appraisers, and the general public in the use of the office indexes and computer systems.

•    Assist the Registrar with hiring, training, and management of staff.

•    Assist LandShark online system users with account questions and troubleshooting.  Set up and maintain contracts for new online escrows. Work with customers in linking their escrow accounts to their LandShark account. 

•    Handle financial issues including collection of NSF checks, receipting errors, recording errors, etc.

•    Inform and educate the ROD staff with any updates to the Land Records Management, Imaging System and SVRIS changes; administrative code and State Statute changes that apply to the ROD office.

•    Maintain staff work and vacation schedules and process payroll for office.

•    Assist other Departments/Offices.

•    Performs other duties of a similar nature or level.

Qualifications:
Associate degree in related field or three years of experience, including reading and understanding legal descriptions, real estate and/or title work, and general office procedures and computers.  Must have previous customer service and supervisory experience with inclusive of face to face and telephone contact.

Knowledge, Skills, and Abilities:
•    Supervisory principles.
•    Customer service principles.
•    Applicable Federal, State, and Local laws, rules, regulations, codes and/or Wisconsin State Statutes 59 and 59.43.
•    Departmental functions, policies, and procedures.
•    Indexing standards
•    Report preparation techniques
•    Computer and related software applications
•    Knowledge of legal and real estate forms
•    Ability to maintain confidentiality of information where legally required
•    Prioritizing and assigning work
•    Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to give and receive work direction.

Compensation: 

Starting hourly rate $29.53 + Marathon County benefits

Physical Requirements: 
Low Physical Requirements - Job involves minimal physical exertion or movement. This job typically requires prolonged sitting, limited walking, or minor lifting.

All physical requirements are described with the intent to comply with the Americans with Disabilities Act (ADA). Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of their job. 

Selection Procedure: 
The selection of the successful candidate may be made by assessment of education and work experience, oral interview, review of references, and/or other job-related selection procedures. Depending on position requirements, the selected candidate may be required to satisfactorily complete post-offer assessments, including but not limited to education verification, background checks, driver license verification, physical examination, psychological assessment, and drug screening paid for by the County. 

Equal Opportunity Employer:
Marathon County is an Equal Opportunity Employer committed to diversity. All qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information or protected veteran status.

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Employee Resources Department office or phone (715) 261-1451 to request special accommodations prior to the application deadline.

Notice to Applicants:

Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations, and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the County not provide access to this information.  If you choose not to have this information become a public record, you must make such a request in writing to the Employee Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law