Deputy Register – Register of Deeds

Under the supervision of the Register of Deeds and direct supervision of the Chief Deputy Register of Deeds, receives, examines for recordability and indexes deed packages (deeds, mortgages, assignments and many other documents) pertaining to property ownership submitted to the Register of Deeds office, in accordance with State law. Assists customers at the counter and by phone by responding to inquiries regarding the recording requirements, functions and policies of the office. Conducts record searches for in-person and telephone customers regarding any property and lien documents.

• Researches information on property, checks the status of recorded documents; determines grantor/grantee, mortgagor/mortgagee, survey, easement and other information. Conducts searches on computer, as well as searches for filmed images to locate requested documents. May require searching by tract land descriptions. • Receives documents in person, by mail or electronically pertaining to land ownership and interest; such as: warranty deeds, quit claim deeds, mortgages, land contracts, leases and security agreements, easements, judgments, state and federal tax liens, foreclosures and redemptions, surveys and many other documents that may convey and encumber land title. Accepts and records sheriff’s deed/foreclosure documents, judgment liens, construction liens, mechanic’s liens and state and federal tax liens, when received. • Reviews and analyzes each document received from title companies, banks, law firms, in-person customers, county and local municipalities, etc., closely to ensure all recording requirements set forth by state law have been met prior to placing the document on public record. • Processes all documents that meet recording requirements by placing a unique instrument number, time and date stamp, and collecting all required fees and transfer taxes for each transaction, Determines the amount owed and collects state and county transfer taxes based on the consideration amount listed on applicable documents. Must verify there are no exemptions listed on applicable documents that would make the transaction exempt from the state and/or county transfer tax requirement. • Inputs data for each document: such as, document code; grantor/grantee name(s); consideration amount, if any; legal description of the property and cross-reference information (instrument and/or liber/page number). Scans each document into the database, while ensuring that each image is clearly scanned for the permanent records and for filming purposes, as required by law. • Handles large sums of money by receipting, and balancing a cash register on a daily basis, in accordance with acceptable accounting practices. • Prepares the mailing of recorded, original documents for the return back to the submitter, title company, law firm, bank or other party as requested, following the scanning and verification of data and images entered into the database. • Notifies submitters in writing of any documents that do not meet the recording requirements, by returning the original document and payment for corrections to be made. • Responds to inquiries from title examiners, attorneys, realtors, county and municipal directors/employee and the public at the counter and over the phone relating to the recording requirements as prescribed by state law, property searches and questions regarding state and federal tax liens. • Provides assistance to in-office customers with immediate requests for documents, locating and accessing non-digital documents maintained on film in the public vault, proving blank deed forms as a courtesy and recommending legal assistance for the creation of new documents to records. May be required to assist customers with how to use a computer. • Prepares and accepts land corners, surveys, plats and condominiums for recording. Opens, stamps, analyzes and processes mail, including determining which packages require tax certification from the Treasurer’s Office.