Records Assistant I

Description

To create and maintain accurate land records which entails recording numerous documents as set out by Kansas Statutes pertaining to the Register of Deeds Office. To assist customers with genealogy, school records, military discharges, accessing land ownership records including but not limited to deeds, mortgages, easements, and liens. Must maintain knowledge of computers and software applications. Accuracy and efficiency are essential.

ESSENTIAL FUNCTIONS:

•  Perform all transactions dealing with real estate records for recording, retrieval, and indexing. Update records and indexes, which show the correct ownership, legal descriptions, and other pertinent data on all property in County.
•  Verify incoming documents for recording for items such as names, legal descriptions, signatures, notary stamps/seals, and correct fees. Advise customers of errors by contacting the customer or moving the document to the rejection process.
•  Ensure accurate recording transactions have been made. Verify data entered and update data to reflect required corrections. Check scanned documents for accuracy and perform required processing to return document to customer.
•  Respond to customer inquiries from various outside entities, including but not limited to attorneys, abstractors, Internal Revenue Service, county offices, banks, realtors, and the public. Must be able to communicate and interpret many diverse questions dealing with legal descriptions and ownership.
•  Analyze special information requests which require the use of Geographical Information Systems (GIS) website, access and interpret information and provide information to customer.
•  Conversion of documents not previously contained in electronic database into Document Pro system and verification and correction of data entry to ensure accuracy.

SECONDARY FUNCTIONS:

•  Prepare and work on special projects as requested by Register of Deeds
•  Assist with balancing daily work as needed
•  Enter Military discharges into database
•  Assist as Records Custodian for Register of Deeds Office. Responsible for protecting public records from damage and disorganization; prevent excessive disruption of essential functions provided by office relevant to county operations; provide assistance and information upon request; ensure efficient and timely action and response to all applications for inspection of public records and carry out procedures adopted by county for inspecting and copying open public records, all in conformance with the Kansas Open Records Act (KORA) (K.S.A. 45-215 et seq).

Requirements

Education: High school graduate or equivalent.

License(s)/Certification(s): Valid Driver's License

Experience: One to three years of office experience. Considerable knowledge and experience with legal practices and legal descriptions. Basic knowledge of Kansas Statutes relating to Deeds Management.

Skills: Possess skills with written and verbal communications. Knowledge of and skills for operation of copy machines, facsimile machines, desk top calculators, personal computers, records management system (DocPro), microfilm reader/printer, digital scanning system. Ability to work effectively with Co-workers, county employees and various public entities. Verbal skills to answer many questions over telephone without visual guidance