Deputy Recorder of Deeds

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GENERAL PURPOSE
The Deputy Recorder of Deeds position, under the direction of the Recorder of Deeds and Lead Deputy Recorder of Deeds, is responsible for the processing of deeds, mortgages, and related documents. Assists in the supervision, planning, and coordination of the activities and operations of the Deeds Office. Work is performed in accordance with applicable Pennsylvania laws and regulations.

SUPERVISION RECEIVED
This position reports directly to the Recorder of Deeds and the Lead Deputy Recorder of Deeds.

SUPERVISION EXERCISED
This position is responsible for supervision over the following classifications: Clerical Technician 2 and Clerical Technician 3.

ESSENTIAL DUTIES OF THE POSITION
Assist with management of the day-to-day operations of the Deeds office.

Assists with assignment of daily tasks for Deeds staff, communicating regularly with staff regarding assignments/tasks.

Responsible for accurate preparation of daily online deposits and monthly reconciliation for disbursements of municipal and school district transfer tax, including a large volume of checks and balances in the collection of recording fees.

Responsible for certification of municipality and school district requests from auditors concerning transfer tax.

Proofs deeds to verify accuracy of daily deed transfers to the Assessment Office.

Assists with interviewing and selection of new hires.

Oversees training newly hired staff, including completing probationary reviews, with Lead Deputy.

Assists Recorder of Deeds, Lead Deputy, and Solicitor’s Office with formulation of office policies and procedures in compliance with state regulations. 

Uses state website as a resource.

Reviews electronic deed submissions and decides whether to accept or reject.
Orders office supplies via online County purchasing system.

Assists with upgrades to deeds information system, and coordinates schedule with vendors on changes.

Monitors staff time off requests, and prepares/submits timesheets to Payroll.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency diploma; AND

At least three (3) years of full-time experience in recording and processing deeds and mortgages, as well as preparation of bank deposits and reconciliations; AND

At least three (3) years of experience supervising staff.

KNOWLEDGE, SKILLS, AND ABILITIES  
Knowledge of automated data and recording systems.

Basic knowledge of records management, and legal and real estate terminology.

Basic knowledge of supervision and training techniques.

Ability to learn specific recording methods, techniques, and requirements.

Ability to operate a computer to enter information into, and secure information from, data processing, spreadsheet, word processing, database, and graphics programs.

Ability to establish and maintain effective working relationships with employees, officials, and the public.

Ability to communicate effectively, both verbally and in writing.

Must possess strong organizational skills, and be able to work independently.

Ability to read, write, speak, understand and communicate in English to perform the duties of this position.    

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing, spreadsheet, and Deeds vendor software), calculator, writing implements, fax machine, copy machine, map machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.  

The employee must occasionally lift and/or move up to twenty-five (25) pounds.  

The physical demands 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 individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job

The noise level in the work environment is quiet.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 

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.


FLSA STATUS:        FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION:        CAREER SERVICE
PAY GRADE:            CS/GR18
UNION STATUS:      NON-UNION

Updated June 2024