Overview:
Under the direction of the County Clerk and Deputy County Clerk, plans, directs, administers, and evaluates all operations of the Registry Division. Providing leadership and administrative oversight through subordinate supervisors responsible for the recording, indexing, preservation, imaging, and public accessibility of official land records and other recordable instruments. The Registry Division Manager establishes operational priorities, develops and implements policies and procedures, analyzes workflow and performance metrics, oversees personnel administration, coordinates technology initiatives, ensures compliance with applicable federal and state laws, and serves as the principal advisor to the County Clerk and Deputy County Clerk on Registry Division operations. The position regularly interacts with attorneys, title companies, surveyors, municipal officials, state agencies, software vendors, and members of the public regarding Registry operations and recording requirements.
Civil Service Title: Special Deputy Clerk
Business Title: Registry Division Manager
Location: New Brunswick, NJ
Schedule: Monday-Friday 8:30am-4:15pm
Responsibilities:
Division Leadership
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Plans, directs, manages, and evaluates all operations of the Registry Division through subordinate supervisors and direct report staff.
- Reviews, approves, and monitors employee leave requests, work schedules, and staffing assignments to ensure adequate operational coverage and continuity of services.
- Establishes division goals, priorities, performance standards, and operational objectives.
- Develops, mentors, coaches, and evaluates personnel.
- Recommends organizational structure, staffing levels, promotions, disciplinary actions, and other personnel actions.
- Coordinates work among multiple Registry units to ensure consistent application of policies, procedures, and statutory requirements.
- Promotes a culture of professionalism, accountability, continuous improvement, and exceptional customer service.
Registry Operations
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Oversee the receipt, examination, recording, indexing, imaging, preservation, and retrieval of deeds, mortgages, liens, easements, maps, subdivision plats, and other recordable documents.
- Ensures compliance with New Jersey statutes, administrative regulations, County policies, and recording requirements.
- Reviews complex recording issues and provides guidance regarding document acceptance and statutory interpretation.
- Oversees quality assurance efforts to maintain the accuracy and integrity of official public records.
- Serves as the principal authority for the administration of Daniel's Law within the Registry Division, ensuring compliance with all applicable statutory requirements governing the redaction and protection of confidential land records.
- Monitor operational performance and develop reports analyzing productivity, workload, service levels, and trends.
- Crosstrain in other functions of the County Clerk's Office as operational needs require. May require work and travel to other locations or community events.
Strategic Planning and Process Improvement
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Evaluates and develops solutions to improve productivity, accuracy, and customer service.
- Develops and implements division policies, procedures, and operational standards.
- Plans and manages modernization initiatives, including electronic recording, imaging systems, document management, digitization projects, and other technology improvements.
- Coordinates implementation of new legislation, regulations, software, and operational initiatives affecting Registry operations.
- Leads special projects involving multiple County departments and outside agencies.
Compliance and Technical Oversight
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Research and interpret federal and state laws, administrative regulations, and County policies governing land records and public records administration.
- Advises management and supervisory staff regarding statutory requirements and operational compliance.
- Ensures proper records retention, archival preservation, disaster recovery planning, and public access to official records.
- Reviews, coordinates, and responds to requests for government records relating to Registry Division records in accordance with the New Jersey Open Public Records Act (OPRA).
- Develops training programs to implement new laws, procedures, technologies, and best practices throughout the division.
Customer and Intergovernmental Relations
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Serves as the primary management representative for the Registry Division.
- Responds to complex inquiries and escalated customer concerns.
- Establishes and maintains effective working relationships with attorneys, title companies, financial institutions, surveyors, municipal officials, state agencies, software vendors, and the general public.
- Represents the County Clerk's Office on committees, professional organizations, and intergovernmental meetings related to Registry operations as directed.
Financial and Administrative Management
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Assists in the preparation and administration of the Registry Division budget.
- Evaluates operational needs and recommends equipment, staffing, technology, and capital improvements.
- Prepare reports, statistical analyses, policy recommendations, and presentations as directed.
Perform any other duties as assigned.
Qualifications:
Education
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Bachelor’s degree (B.A./B.S.) from a four-year college or university in business management, communication, public administration, business administration, legal studies, or related field.
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Registered Municipal Clerk (RMC), Records Management or paralegal preferred.
License
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Appointees will be required to possess a driver's license valid in New Jersey.
- Active Notary Public
Preferred Experience
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Five (5) years of administrative experience, including at least three (3) years supervising professional or administrative employees.
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Experience working in a County Clerk, Register of Deeds, Recorder, Register, Registry, or Land Records office.
- Experience reviewing, recording, indexing, or administering deeds, mortgages, liens, maps, easements, subdivision plats, or other real property documents.
- Knowledge of New Jersey recording statutes, land records practices, and public records administration.
- Experience preparing budgets, developing policies, and managing organizational change.
Knowledge, Ability, and Skills
- Knowledge of the principles and practices of management, supervision, and public administration.
- Knowledge of New Jersey laws, regulations, and procedures governing land records, public records, and records management.
- Knowledge of land records systems, title searching principles, recording practices, and real property records administration.
- Knowledge of modern office technology, electronic records management systems, and Microsoft Office applications.
- Ability to develop and implement policies, procedures, standard operating procedures, and training manuals.
- Demonstrated initiative and the ability to proactively identify operational needs, recommend improvements, and implement effective solutions.
- Ability to train, develop and lead supervisory and professional staff while fostering a collaborative, accountable, and customer-focused work environment.
- Ability to effectively resolve conflict, address sensitive personnel matters, and exercise sound judgment in difficult situations.
- Ability to communicate complex legal and technical information clearly and effectively.
- Demonstrated exceptional written communication skills, including the ability to prepare professional correspondence, reports, policies, and other administrative documents.
- Ability to establish and maintain effective working relationships with employees, elected officials, attorneys, title professionals, government agencies, vendors, and members of the public.
- Ability to plan, organize, prioritize, and direct the activities of a division while managing multiple projects and competing priorities.
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Ability to maintain the highest standards of professionalism, confidentiality, integrity, and ethical conduct.
The anticipated starting base pay for this position is:
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$65,000 - $85,000 per year, based on experience and qualifications.
Build your future while helping shape the future of your community. At Middlesex County, we’re committed to supporting our employees with competitive benefits and a workplace that values well-being and balance. Middlesex County is proud to provide the resources, support, and flexibility employees need to thrive both professionally and personally.
Learn more about our benefits: Benefits
Join Middlesex County
Are you looking for a career that fits your interests and allows you to help your community? Middlesex County has opportunities for people with talent and drive!
Our 2,000+ employees work together to provide the services and support that make Middlesex County one of the healthiest, safest, and sustainable places to live work and play. We’re preparing for the future today with our Destination 2040 plan to help local businesses and residents grow and adapt to a continuously changing world.
You can build your own future while helping to build the future of your community. With competitive benefits, including a pension plan, on-site wellness coaches, and health and dental insurance, Middlesex County offers the support employees need. The County also promotes a healthy work-life balance with generous vacation, sick, and holiday leave.
Middlesex County is the most diverse county in New Jersey, and our employees reflect the dynamic energy of the County. We have locations throughout the County, from our downtown New Brunswick offices to our healthcare facilities to our parks system. No matter your interests and skills, there’s a place for you in Middlesex County. Build your career and your community – apply for a position with Middlesex County today.
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Middlesex County is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other characteristic protected by law
