General Summary:
The Chief Deputy Register of Deeds provides first-line assistance to ensure compliance with state statutes, county policies and procedures, and office policies and procedures. Performs a wide range of administrative support functions necessary for the efficient and effective delivery of services within the office of the Register of Deeds. Provides supervision and direction to support other staff members engaged in document recording, data entry and imaging, ensuring an even workflow. Is responsible for accounts receivable and payable and prepares various monthly reports. Regularly performs the functions of a deputy in the office and represents the Register of Deeds in that official’s absence following established policies and procedures. Supervises direct reports.
Essential Functions:
Motivates, guides, and supervises direct reports while guiding them on the department’s shared vision. Delegates tasks and responsibilities to ensure department goals are met; trains new staff in the department; provides input into constructive and timely performance evaluations; provides input on discipline and termination of employees in accordance with County policy. Oversees the daily workflow of the department.
Develops, implements, administers, updates, and modifies operating policies and procedures to ensure continuing substantive and procedural compliance with new and amended federal, state, and local statutes, ordinances, judicial precedents, and administrative rulings.
Designs, develops, modifies, and updates and/or directs the modification of training manuals, training opportunities and reference material for staff.
Examines public records for affidavits regarding tax or insurance payments, computes the interest rate, and prepares a statement of necessary redemption funds. Processes redemption certificates upon foreclosed property redemption and mails notifications to appropriate parties.
Interprets substantive and procedural provisions of the Michigan Compiled Laws, Uniform Commercial Code (UCC), judicial precedents, administrative rules, and federal, state, and local statutes, ordinances, and regulations that govern the documentation of real property ownership and the disposition of related income. Provides guidance to employees, property owners, attorneys, title companies, financial institutions, taxing jurisdictions, and the public.
Accepts UCC filings, reviewing each for essential recording requirements including debtor name, address, signatures, and collateral details. Inputs all compliant UCC information into the digital database. Conducts searches of UCC filings, state and federal tax liens, and issues a Certified Information Request Report of the public record along with copies of said filings and billing statement.
Preserves documents through imaging, microfilming, and photocopying for secure backup. Validates copies by certifying them as True Certified Copies. Generates and distributes weekly and security CDs for abstract offices.
Keeps abreast of legislative and regulatory developments, new administrative techniques, and current issues through continued education and professional growth. Attends conferences, workshops, and seminars as appropriate.
An employee in this position may be called upon to do any or all of the above tasks. (These examples do not include all of the tasks which the employees may be expected to perform.)
