Administrative Specialist - Register of Deeds

Job Posting End Date:

10-13-2025

Worker Sub-Type:

Regular

Scheduled Weekly Hours:

40

Position Summary:

This position provides service to internal and external customers. Some of the duties include processing vital records including birth, marriage, divorce, and death applications, real estate documents, and other forms administered by this office.  The individual hired must be dependable, flexible, well organized, have excellent communication and interpersonal skills, be customer service focused, team oriented, attention to detail and able to learn a variety of office functions.

Examples of Work Performed:

The following duties are typical for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• Reviews and records submitted real estate documents and supporting materials.

• Assists with genealogy record searches for birth, marriages and deaths and any land records property searches.

• Performs data entry and other computer work using LandLink and LandShark program; compiles real estate data as needed.

• Accepts customers’ payments or application for a wide variety of real estate and vital records under limited supervision where a complete understanding of the entire procedure is required; keeps records in accordance with state statutes.

• Answers the phone and assists customers visiting the Register of Deeds' office providing services related to office functions.

• Copies, sorts, collates, and mails real estate records.

• Operates varied office equipment such as computers, fax machines, scanners, etc.

• Develops solutions to work issues that add value for our customers.

• Participates in establishing professional development goals that are supportive of broader County goals.

• Provides public information and customer service for a wide variety of services requiring in-depth understanding.

• Indexes and files official documents including vital records and legal documents such as deeds and mortgages that convey a financial interest.

• Maintains regular and predictable attendance; works extra hours as required.

• Performs related work as required.

Knowledge, Skills, and Abilities:

• Knowledge of general office procedures and standard record keeping procedures.

• Knowledge of correct grammar and spelling.

• Skill in completing basic arithmetical computations and keeping a variety of records.

• Skill in various computer applications.  Ability to quickly learn new software applications.  Basic knowledge of computer functions and operations.

• Ability to learn multiple step clerical procedures.

• Ability to work rapidly with records and documents free of error.

• Ability to follow established procedures in an orderly and logical manner and stick to prescribed routines without frequent supervision or specific assignment.

• Ability to understand and follow written and oral instructions.

• Ability to establish and maintain effective working relationships with other employees and the public.

• Ability to concentrate on moderately routine work and work free of error in certain repetitive tasks requiring a high degree of accuracy.

• Ability to maintain confidentiality.

• Understands the County's and department's mission, core values, plans, and priorities for the future.

• Ability to contribute to a positive work culture that fosters excellent customer service and teamwork.

Qualifications:

High school graduation or equivalent.  One year general office or administrative support experience required.  A vocational diploma or associate's degree in a related field may substitute for the experience.  Familiarity with real estate and other legal records desirable.  Other combinations of education and experience may be considered.

NECESSARY SPECIAL QUALIFICATIONS:  Possession of a valid driver's license and a driving record that meets County standards.

Compensation:

Starting hourly rate: $19.00 - $21.00 depending on experience and qualifications + Marathon County benefits

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an