Chief Deputy Register of Deeds
: Job Details :

Salary: $22.38 - $25.57 HourlyLocation : WhitehallJob Type: Full-TimeJob Number: 202200169Department: Register of DeedsDivision: Register of DeedsOpening Date: 11/08/2024Closing Date: 11/24/2024 11:59 PM CentralPurpose of PositionThe purpose of this position is to preform technical work receiving, reviewing, indexing and auditing public documents and vital records for recording; prepare and maintain public records indices, files and documents; collect and record filing fees and provide information to the public regarding recorded information and recording documents. The work is performed according to office procedures and applicable state statutes under the direction of the Register of Deeds. Essential FunctionsTo perform this job successfully, an individual must be able to perform each essential function satisfactorily and in a timely manner. The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required or assigned.Inspects submitted documents for accuracy and statutory compliance for recording and filing. Approves documents for filing or contacts filer to explain and correct document errors. Receives, stamps, assigns numbers/volume/page and labels documents. Maintains indexes. Enters data to computer records.Supervises document and record maintenance for real estate deeds, easements, plats, certified survey maps, mortgages, and mortgage satisfactions.Reviews, enters, accepts, and scans property documents through the Avid and Avid E-Record program.Maintains files for personal property documents. Maintains vital records including birth certificates, death certificates, military discharges and marriages.Provides information and technical assistance to property professionals, other government agencies and the general public regarding recording requirements, property records, vital records, etc.Maintains records for tax lien files, Lis Pendens, farm names, corporation articles, and release of liens and Lis Pendens.Locates and photocopies requested documents. Charges appropriate processing and recording fees. Maintains financial reports. Prepares monthly income and statistical reports. Posts charges to ledgers. Forwards billing statements to customers.Reviews accuracy of work done by others in office.Defines and registers UCC information.Processes daily land records, assign title, check for accuracy according to state statutes and enter in the Avid program.Enters land transfers into the Department of Revenue land program.Processes mail.Prepares and certifies copies of real estate documents and vital records. Enters and maintains the Federal Tax Lien index with the information provided by the Internal Revenue Service.Conducts tours.Notarizes and signs documents.Purchases, maintains and oversees inventory of office supplies.Performs duties of Register of Deeds in his/her absence In the event the register is permanently unable to perform his/her duties, performs duties until the Governor appoints a replacement.May attend various committee meetings and conferences as necessary to serve as a representative for the department.Will be required to file state and local monthly and quarterly reports in the event of the register's temporary/permanent absence.Wil be required to complete the office budget in the event of the register's temporary/permanent absence.Will be responsible for all administrative duties of the office in the event of the register's temporary/permanent absence.Will Plan work and supervise others performing similar duties or receiving, recording, indexing, filing and retrieving records; identifies training needs; evaluates performance hires and disciplines employees as necessary in the event of the register's permanent absence. Knowledge, Skills, and AbilitiesAbility to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment. Ability to compare, count, differentiate, measure and sort information. Ability to assemble, copy, record and transcribe data and information.Ability to advise and provide interpretation to others how to apply policies, procedures and standards to specific situations.Knowledgeable in chain of title.Ability to read cursive writing.Ability to utilize a variety of advisory data and information such as mortgages, deeds, transfers, affidavits, HT-110's, birth, death, and marriage certificates, Lis Pendens, veterans service discharge records, school census records, federal tax liens, financial reports, time cards, budgets, personnel performance evaluations, recording fee schedules, computer software operating manuals, vital statistics handbook, maps, plats, certified surveys, state statutes, procedures, guidelines and non-routine correspondence.Ability to communicate orally and in writing with department personnel, land records staff, attorneys, real estate brokers, bank personnel, data processing staff and the general public.This position requires various contacts and interaction with department employees, the general public and, at times, the media. This position serves as a liaison between department, County Board and other county, state, public and private agencies. This position may represent the County in various associations by attending and participating in conferences in the Register of Deeds absence.Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals.Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action.Ability to exercise the judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which may be subject to frequent change. Training, Experience and Other RequirementsAssociates degree in Legal, Real Estate, or other business related field required, Bachelor's Degree in Paralegal Studies preferred. 5-7 years' real estate, customer service or clerical experience required; or any combination of education and experience that provides equivalent knowledge, skills and abilities. Computer experience required including experience in spreadsheet application and word processing. Supervisory experience in a law office, title company or Register of Deeds Office preferred.2024 BENEFIT SUMMARYTrempealeau county (Regular Full-time/part-time employees) BENEFITNon-Represented Benefit Package for 2024. A complete packet of benefits information will be provided to the candidate selected for the position. This illustration summarizes the benefits presently offered by Trempealeau County and is not a guarantee of benefits.Benefit TypeWhat you receiveEligibleWho PaysMedical*County participates in the State of Wisconsin offered Health Plan. $500 individual / $1000 family deductible. Routine/Preventative services- plan pays 100%. Emergency Room copay - $60 per visit. Annual Wellness Incentive - $150 gift card for employee & spouse when annual physical/wellness screens complete.First of the month following 30 days of employmentCounty contributes 88%. Employee Contribution for lowest cost plan available within the County is:Single Plan : $98.57/per monthFamily Plan: $241.94/per monthPremiums vary by plan. Other plan networks available.FlexSpending Account(FSA)$500 -Single Health Plan$1000-Family Health PlanCounty contributes either $500/$1000 for each employee enrolling in the county sponsored medical plan.First of the month following 30 days of employmentOption to contribute up to an additional $3,200 for medical and $5000 for dependent care per year. Expenses must be incurred 1/1/24 - 3/15/25 and submitted for reimbursement by 5/31/25.PensionWisconsin Retirement System (WRS). Pension plan provides a lifetime retirement payment once vested (after 5 years) and have reached minimum retirement age (age 55 for most employees). Pre-taxed. Date of Hire(may not be eligible for part-time positions)General EmployeesEmployee contribution: 6.90%County contribution: 6.90%DentalDelta Dental WI Plan: Uniform Dental Benefit (UDB)/Preventative offers basic coverage for routine cleanings, x-rays, fillings (100% no deductible), orthodontics (50% for those 19 and under with $1500 individual max). Supplemental plans (Select or Select Plus) offers coverage for crowns, bridges, dentures, root canals, oral surgery, surgical extractions and additional orthodontics (regardless of age). Pre-taxed. First of the month following 30 days of employmentCounty contributes 88% of Uniform preventive dental when enrolled in group health insurance.Uniform Preventative Dental stand-alone cost (no enrollment in group health insurance):Single: $32.08 / monthFamily: $80.20 / monthSupplemental plans also available for individual, individual plus children, individual plus spouse and family coverage at an additional cost- employee pays 100%.VisionDelta Vision: Eye exams ($15 copay in-network), $150 for frames $150 for contact lenses and discount on Laser Vision Correction. Pre-taxed. First of the month following 30 days of employmentEmployee pays 100%Employee: $5.72 / monthIndividual + Spouse: $11.42 / monthIndividual + Children: $12.88 / monthFamily: $20.58 / monthShort-Term DisabilityProvides a financial benefit available up to 60% of your salary during time off work due to illness/injury up to 25 weeks. Benefit begins after 7 day waiting period. If hospitalized or under general anesthesia, benefit begins upon 1st day.First of the month following 90 days of employmentEmployee pays 100%Cost varies based on age and hourly rate of pay.Deferred CompensationAvailable plans: WI Deferred Comp (WDC) and Nationwide (NACO). Allows you to invest today for retirement. Federal/State taxes are deferred until your assets are withdrawn.AnytimeEmployee pays 100%Available through payroll deduction (flat rate or percentage).Term Life InsuranceLife insurance coverage for yourself, spouse and children. Plan gives you the availability to choose how much life insurance you want and need. Coverage is portable after employment separation.First of the month following 30 days of employmentEmployee pays 100%Cost varies based on age and coverage level electing.Whole Life InsuranceGuaranteed rates for the life of the policy and guaranteed death benefit to be paid to your beneficiaries. As the policy builds cash value, you can achieve your financial goals or borrow against it should you need to. Coverage is portable after employment separation.First of the month following 30 days of employmentEmployee pays 100%Cost varies based on age and coverage level electing.Group AccidentLump sum benefit for off the job accidental injuries, pays in addition to other insurances, Low and High plan options available. Wellness benefit up to $150 (low) $400 (high) per year for covered individual. Coverage is portable after employment separation. Pre-taxed. First of the month following 30 days of employmentEmployee pays 100%Employee Low: $12.26 / monthEmployee High: $18.52 / monthEmployee plus children,Employee plus spouse andFamily rates also available.Group CancerCancer Insurance to help you manage expenses of treatment (including experimental), pays in addition to other insurances. Plan covers cancer and up to 29 specified diseases. Wellness benefit of $100 per year for covered individual. Low, Medium and High plan options available. Coverage is portable after employment separation. Pre-taxed. First of the month following 30 days of employmentEmployee pays 100%Employee Low: $16.94 / monthEmployee Medium: $24.36 / monthEmployee High: $36.14 / monthEmployee plus children,Employee plus spouse andFamily rates also available.Group Critical IllnessLump sum benefit for critical illness such as heart attack, stroke, major organ transplant, end stage renal failure. Pays in addition to other insurances Benefit amounts $2500 - $20,000 depending on illness. Supplemental benefits also available. Coverage is portable after employment separation. Pre-taxed. First of the month following 30 days of employmentEmployee pays 100%Cost varies based on age, tobacco use and coverage level electing. Rates per Employee, Employee plus children, Employee plus spouse andFamily.Vacation*Accrues per pay period per year as follows.First year of service: 12 days1-4 years of service: 15 days5-9 years of service: 18 days10-15 years of service: 20 days16-20 years of service: 24 days21-25 years of service: 26 days26-29 years of service: 28 days30+ years of service: 30 daysAccrual begins Date of Hire - must be here 3 months begin utilizing accrued timePayout Upon Separation100% following 1 year introductory period.Sick Leave*Accrues per pay period up to 12 days per year. Max 960 hours.Accrual begins Date of HirePayout Upon Retirement: 100% max 480 hours.Holidays*New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve Day, Christmas Day, Two Personal Holidays. Exceptions may be necessary in some County departments.Normally granted Holiday off with pay as listedPayout Upon Separation None.*Exception for certain Sheriff's Office employees for holidays, sick & vacation accrual. Pro-rated benefits for positions less than 40 hours per week. Refer to Human Resources for additional information.01 After reading the Training, Experience and Other Requirements listed in the Job Description, briefly tell us about relevant education and work experience that qualifies you for this position. Required Question