Chief Deputy Recorder

To Apply:

Please complete the online application found at www.jeffcomo.org Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.

JOB SUMMARY

The position involves assisting the Recorder of Deeds in the daily operations of the Recorders’ Office and acting for and on behalf of the Recorder of Deeds in his/her absence.

ESSENTIAL JOB FUNCTIONS

• Assists the Recorder of Deeds and performs duties in his/her absence.
• Cross trains in all office duties.
• Assists the Recorder of Deeds in the development of office policies and regulations and implementation of the same.
• Monitors need for procedural changes and discusses with Recorder of Deeds.
• Works with IT Department and software vendor for optimal use of technology, assists in maintenance of department website, making necessary corrections of computer transactions, etc.
• Conducts staff meetings, discusses and produces minutes for staff members on request.
• Performs various customer service duties including mail and email correspondence, customer problems, etc.
• Assists customers with use of in-house as well as website software.
• Maintains office records in an organized manner for future access and audits.
• Assists Recorder of Deeds with preparation of annual budget for submission to the Finance Department.
• Monitors department budget activity throughout the fiscal year and keeps Recorder of Deeds apprised of status.
• Maintains time sheets, leave requests and other payroll paperwork files.
• Conducts new employee orientation meeting.
• Evaluates work performance of employees on a regular basis and discusses findings with appropriate administrative supervisor.
• Reviews and advises administrative supervisors regarding concerns and/or findings.
• Tracks performance indicators and submits them to the Recorder of Deeds.
• Tracks employee performance daily to determine work priorities.
• Works with administrative supervisors to allocate personnel, assign tasks and direct work teams to prevent bottlenecks and improve workflow.
• Assists administrative supervisors and Recorder of Deeds with personnel issues (including hiring, promotions, disciplinary actions, etc.).
• Collects, sorts, opens and distributes all incoming mail to proper departments.
• Assist other supervisors and clerks in preparing documents for recording, file U.S. and Missouri Tax Liens and Releases.
• Supervises clerical staff to ensure that customer policies and procedures are met, ensure proper work flow with timeliness and accuracy of recording documents.
• Maintains and orders supplies for the office as needed through the county procurement office, and tracks the expenditures.
• Examines and processes all legal documents entering the department via mail, courier, or counter customers.
• Logs such documents received into computer system and prepares receipts.
• Archives recorded documents.
• Prepares documents for scanning, certification and sigh-out.
• Photocopies recorded documents and certifies copies.
• Performs records searches as requested.
• Counts and distributes money for cash drawer.
• Maintains daily records for number of documents received (real estate transfer documents, financing statements, marriage license applications, etc.)
• Performs work at assigned location during specified business hours.
• Performs related additional duties as required and assigned.