Deputy County Recorder

Under the general guidance and direction of the County Recorder, performs principal administrative and supervisory duties.  Helps plan, organize, direct, and assess activities of the Recorder’s Office to best serve the public.  Performs a lead role in recording and indexing property/real estate documents and other documents, collecting accounts receivable and maintaining financial records, preparing reports, and managing office operations.   Supports continuous improvement and implements appropriate changes for optimal operational performance.

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position.  Other duties may be required and assigned.
 

• Responds to inquiries and provides information to the general public, county departments, federal and state agencies, vendors, and other stakeholders.
• Assists to coordinate the recording, indexing, and key verifying of property/real estate documents and other documents in accordance with laws, regulations, policies, and procedures.
• Assists to coordinate issuance of vital records.   Collects and analyzes data related to vital statistics.
• Assists to coordinate issuance of registrations and licenses for boats, off highway vehicles, and snowmobiles.  Collects and analyzes data related to these services.
• Prepares correspondence, presentations, and reports.
• Plans, coordinates, and supervises work of assigned administrative staff for compliance with laws, regulations, policies, and procedures.
• Oversees training of assigned administrative staff, ensures work is performed accurately and effectively, and evaluates performance.
• Assists to review work methods for efficient operations and to develop changes in business processes for improved services.
• Prepares billing statements for businesses using services of the Recorder’s office, assists with the collection of accounts receivable, balances payments received and prepares deposits, prepares regular financial reports, and assists with management of financial records.
• Assists in establishing future departmental needs and participates in the budgetary process.
• Must be capable of regular and predictable attendance to perform assigned responsibilities.
• Performs additional duties as assigned.
• Performs the duties of the County Recorder when delegated.

Education and/or Experience Requirements:
Bachelor’s degree from an accredited college or university in business administration, legal studies, public administration, record management, or related field AND five years of progressively responsible administrative experience in an office setting that includes at least two years in a supervisory capacity OR an equivalent combination of education, training, and experience.
 
Licenses, Certifications, and Other Requirements:

• Criminal History/DHS Registry check required.
• Must be authorized to work in the United States. Dubuque County does not sponsor work visas or provide immigration sponsorship.

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
 
Knowledge of:

• Applicable laws, codes, regulations, policies, and procedures.
• Legal terminology, property/real estate practices, and associated documents (such as affidavits, deeds, liens, mortgages, plats, real estate contracts, releases, and miscellaneous documents).
• Professional communication with correct use of business English. 
• Accounting, budgeting, and financial management principles and practices.
• Human resource management principles and practices, leadership, and team building.
• Records management and public records.
• Document management software.
• Quality assurance methods and continuous improvement.

 
Skill in:

• Excelling in customer service to handle inquiries, process requests, and address concerns.
• Communicating effectively both orally and in writing with diverse audiences.
• Organizing work, being attentive to details, and performing with accuracy and efficiency.
• Supervising, training, and guiding administrative staff.
• Maintaining confidentiality.
• Establishing cooperative working relationships and collaborating with others.
• Analyzing issues, identifying alternative solutions, and solving problems.
• Multitasking and managing multiple priorities often with frequent interruptions and tight deadlines.
• Analyzing data, compiling reports, and preparing presentations.
• Creating checklists, standard operating procedures, and templates to support operations.
• Interpreting and applying laws, regulations, policies, and procedures.
• Planning, supervising, assessing, and guiding the work of administrative staff.
• Navigating multiple software applications and multiple technologies.
• Using Microsoft Office software.

 
In evaluating candidates for this position, Dubuque County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.  

Physical Requirements and Work Environment
 

• Work is performed primarily in an indoor office environment and requires frequent use of office equipment (such as computers, multi-function devices, scanners, telephones, etc.).
• Position requires substantial communication and interaction with county employees, general public, federal and state agencies, and other stakeholders.
• Position involves extended periods of sitting.   May be required to bend and stoop, climb a small ladder to access records, and lift and move objects weighing up to 25 pounds. 
• Attendance, dependability, and punctuality are vital.