Clerk/Register Supervisor Job Vacancy in miOttawa.org West Olive, MI – Latest Jobs in West Olive, MI

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Company Name : miOttawa.org
Location : West Olive, MI
Position : Clerk/Register Supervisor

Job Description : Job Description
Operates under the supervision of the Clerk/Register of Deeds and Chief Deputy Register of Deeds. Serves as supervisor and resource for clerical/technical employees engaged in detailed research and examination of legal documents for conformity to the recording and indexing requirements of Chapter 53 of the Michigan Compiled Laws. Performs detailed abstraction and indexing work according to the law in order to prepare an index of official records. Plans, directs, coordinates, organizes, supervises, and evaluates the operations, functions, and staff of the Register of Deeds Division and Vital Records Division of the County Clerk/Register of Deeds Office.
This is a full-time, benefited position working at the Fillmore Complex in West Olive, MI. The position is scheduled to work Monday – Friday, 8:00 a.m. – 5:00 p.m.
Essential Job Functions
The essential functions of this position include, but are not limited to, the following:
Serves as a supervisor and resource for clerical/technical full-time employees engaged in receiving, abstracting, indexing and creating and retrieving records of legal documents establishing and/or transferring ownership of, and initiating or releasing interests in or liens against, real and personal properties.
Serves as a technical resource of all Vital Records clerks in handling complex and difficult procedures.
Participates and is responsible for the development, updating, and modification of operating procedure manuals, and trains and retrains team members and temporary employees to establish and maintain required levels of speed and accuracy.
Provides quality assurance/quality control in the recording of documents and the creation, correction, and amendment of searchable document indexes.
Schedules work assignments and reassigns functions as necessary to maintain required workflow.
Provides scheduling for the Register of Deeds Division in three locations, and schedules and assists with the Clerk’s Vital Records in four locations. Reviews weekly time cards and prepares/submits payroll.
Assists team members in responding to questions, complaints, and challenges from overtly hostile, aggressive, and/or disruptive customers at the counter.
Audits conversion data and back indexing of archival records.
Assists the Chief Deputy Register of Deeds in interviewing prospective staff, preparing staff evaluations, disciplinary actions, and termination paperwork. May have to testify when called upon.
Develops and maintains departmental record-keeping systems. Gathers, records, and files materials for personnel management, legal, and other confidential matters, including those related to disciplinary actions, grievances, administrative hearings, and litigation.
Prepares and types a variety of forms and other legal documents such as marriage licenses, business licenses, death certificates, etc.
Processes Concealed Weapons Permits and has a working knowledge of the entire process as well as collects application fees.
Works in conjunction with Clerk/Register Specialist and the State of Michigan and other governmental agencies to obtain or provide the necessary information.
Prepares reports and pays the State Real Estate Transfer Tax and the Remonumentation Program.
Assists the Chief Deputy Register of Deeds in administering the yearly budget.
Knowledgeable in all aspects of the Public Service Center staff duties and all vault equipment.
Takes and prepares minutes for Boards and Committees as directed.
Helps support an equitable, safe, diverse and inclusive workplace.
Performs other functions as assigned.
Required Education, Training and Experience
High school diploma or GED combined with some post-secondary training in business information systems, office management, business law, records management, finance, or other commercial field and four years of progressively responsible experience in preparing and processing legal real and personal property documents.
Additional Requirements and Information
The qualified candidate will have the following knowledge and skills:
Substantial working knowledge of the substantive and procedural requirements, rules, and regulations governing the recording of documents establishing and/or conveying legal ownership of, rights in, and/or claims against real and personal property in the state of Michigan.
Thorough working knowledge of United States Department of State rules and regulations regarding processing and handling of passport applications.
Thorough working knowledge of Michigan laws, policies, and procedures regarding processing and issuing of all vital records.
Maintains Certified Passport Acceptance Agent status.
Working knowledge of office administration and supervision practices and principles.
Well-developed human relations, interpersonal, and customer service skills.
Working knowledge of the principles and practices of quality assurance and electronic data auditing.
Thorough working knowledge of the document processing and recording software application.
Thorough working knowledge of word processing, spreadsheet, and database management applications software, and knowledge of GIS applications.
Excellent organizational skills and the ability to prioritize the workload.
Ability to quickly and accurately decode information and apply policies, procedures, and precedents to new problems.
Ability to interact positively and professionally with property owners, real estate professionals, attorneys, officers of the court, local government employees, lien holders, tax protesters, and members of the general public from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.
Working knowledge of privacy requirements related to vital records and personal information.
Physical Requirements and Working Conditions:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility. Work is performed in a normal office environment and may entail retrieval and moving of libers (document books) and other items weighing up to 35 pounds.
Ottawa County is an Equal Opportunity Employer

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