Pamlico County Job Description

ADMINISTRATIVE ASSISTANT II

REGISTER OF DEEDS OFFICE

General Statement of Duties

Under general supervision, performs a variety of administrative work in support of programs and functions of the Register of Deeds Department and oversees the office operations in the absence of the Register of Deeds. Work involves independently handling a variety of inquires by phone and in person that require a broad knowledge of departmental programs and policies; composing correspondence and maintaining files; technical work of a legal nature involving the recording, indexing, and issuing of legal instruments such as deeds, deeds of trust, and other legal documents.  Duties assigned to employees in this position may vary slightly according to specific needs of the office and allocation of workload.  Employee must exercise tact and courtesy in assisting the public and in following prescribed office operational procedures.  Employee must also exercise independent judgment and initiative in making decisions and in completing assigned tasks.  Reports directly to the Register of Deeds. Work is performed under the general supervision of the Register of Deeds.

Examples of Duties Performed

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Oversees office operations in the absence of the Register of Deeds, excluding signing documents that must be signed by an elected official or department head.
• Provides administrative support to the Register of Deeds; composes and types correspondence, monthly reports, forms and other documents; maintains a variety of files for the department.
• Performs research to compile information for development of departmental budget proposal; assists Register with the monitoring of departmental expenditures;
• Assists with departmental purchasing; monitors levels of office supplies; prepares check requests; prepares records and reports of monies received; prepares daily bank deposit.
• Receives and answers inquiries by telephone or in person, providing information based on knowledge of department programs and policies or directing calls to the appropriate personnel; processes incoming and outgoing mail.
• Assists the public in services offered by the Register of Deeds office; probates and records instruments; issues marriage licenses, death and birth certificates; issues beer and wine permits to local businesses; administers notary oaths; and makes certified copies for customers.
• Indexes real estate documents according to NC indexing standards and NC General Statutes.
• Maintains a working knowledge of indexing standards and laws associated with real estate recording.
• Creates customer ID’s for eRecording customers and maintains list of approved MOUs of submitters for eRecording purposes.
• Accesses and navigates the NC EBRS Statewide Birth site.
• Perform other related work as required.

Minimum Recruitment Standards

• General knowledge of federal, state and county laws affecting the Register of Deeds office.
• General knowledge of office practices and procedures and the ability to direct, organize and coordinate work so as to promote operational efficiency.
• Must have considerable knowledge of modern office equipment including computers, faxes, adding machines, telephone systems, word processing programs, etc. 
• Must be able to communicate verbally and through written means with customers.
• Must have the ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions independently.
• Must exercise good judgment and initiative in processing and recording of documents.
• Must have or be willing to learn considerable knowledge about North Carolina recording and indexing rules and standards.
• Must be familiar with or be willing to learn North Carolina notary standards.
• Must be able to work in fast-paced environment with frequent interruptions; must be able to multi-task.
• Must have an even, pleasant temperament when dealing with the public and co-workers to maintain effective working relationships.
• Must be able to problem solve and interpret rules and regulations in various situations.
• Must be able to offer constructive feedback to co-workers and department head.
• Must be self-motivated and dependable.
• Must be able to maintain accuracy while working at a fast pace.
• Must be able to lift up to 25 pounds occasionally and stand on feet to perform duties.
• Must adhere to all county policies and all applicable laws and maintain a clean and orderly workplace.

Minimum Education and Experience

Graduation from high school and 3-5 years of progressively responsible secretarial or clerical/administrative experience with supervisory experience preferable including strong public contact duties;  or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities.