COUNTY OF NORFOLK
REGISTRY OF DEEDS
HEAD ADMINISTRATIVE CLERK NON-UNION REGISTRY RECORDING
GRADE 17-9 - Salary: $82,078.92
FLSA: Exempt
POSITION SUMMARY:
The Head Administrative Clerk (17-9) is responsible for supporting Registry Data Processing, Registry Recording and all other Departments under the supervision of the Head Administrative Clerk (19), the Second Assistant Register, and the First Assistant Register of Deeds. This position is responsible for managing and supervising operations, workflow, Union personnel in the Recorded Land side of the Registry of Deeds. In doing so, this position is responsible for supporting the chief and primary business of the Norfolk County Registry of Deeds by ensuring the accuracy, security and accessibility of all recorded indexed documents.
SUPERVISION RECEIVED: Head Administrative Clerk (17-9) works under the direct supervision of the Register of Deeds, and the First and Second Assistant Register.
SUPERVISION EXERCISED: This position does not entail supervisory duties.
GENERAL STATEMENT OF DUTIES: The essential functions or duties listed are intended as illustrations of various types of work that are performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The position functions as a part of the overall County of Norfolk team to ensure effective and efficient operations.
This position is responsible for ensuring that the Norfolk County Registry of Deeds and the Commonwealth of Massachusetts Indexing and recording standards and requirements are maintained and followed. Duties include the following:
· The Head Administrative Clerk (17-9) is responsible for the collection, calculation, and reporting of Excise Monies in both Registered and Recorded Land.
· The Head Administrative Clerk (17-9) may assist with the training of all employees within the Registry Data Processing and Registry Recording departments.
· The Head Administrative Clerk (17-9) shall review and record documents in conjunction with providing supervision to Union Personnel recording documents, indexing documents, verifying documents, scanning documents and preparing documents.
· When necessary, the Head Administrative Clerk will oversee and make corrections to work and provide feedback to employees.
· The Head Administrative Clerk (17-9) may be responsible for the daily collections of fees, receipts, and deeds excise.
· The Head Administrative Clerk (17-9) will monitor workflow throughout the day in the Registry Data Processing and Registry Recording departments. In the event that adjustments to workflow are necessary for operations, this position will inform the Head Administrative Clerk (19), the First Assistant or Second Assistant Register of the need.
· The Head Administrative Clerk (17-9) will monitor recording technology and other technology utilized in the Registry of Deeds to ensure efficiency of Registry operations. The Head Administrative Clerk (17-9) will also communicate and report issues regarding technology to vendors, staff, and personnel. Technology includes but is not limited to all aspects of recording technology, copy machines, imprinters, scanners, printers etc.
· The Head Administrative Clerk (17-9) will maintain communication throughout the day with other management employees.
· The Head Administrative Clerk (17-9) will assist in attendance duties for all Union Personnel within other departments of the Registry of Deeds as needed. This position will assist in the annual evaluation of all employees assigned to the Registry Scan department, document prep department, and Plan Department. In addition, and on a daily basis, this position will communicate with the First and Second Assistant Register any issues involving daily work performance.
· Head Administrative Clerk (17-9) will communicate, when necessary, with the Customer Service Department and members of the public including electronic filing submitters, attorneys and citizens.
· Head Administrative Clerk (17-9) will assist in making sure that employees with the Registry Scanning, Document Prep, and Plan departments follow and conform with all personnel policies and rules as established by the Register of Deeds and his management staff, the Norfolk County Personnel Board, as well as those rules and policies contained in collective bargaining agreements between the Norfolk County Commissioners and AFSCME, Local 2417, Council 93 (Norfolk County Registry Workers).
PHYSICAL AND ENVIRONMENTAL STANDARDS: Normal office environment, not subject to extremes in temperatures, noise, odors, etc. May spend extended periods at the computer, on the telephone, or operating other office machines. Regular lifting and carrying of files, documents, records, etc. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirement of the job change.
QUALIFICATIONS: The position requires a bachelor’s degree. Excellent communication skills.
EXPERIENCE: A complete and thorough knowledge and understanding of the functions and procedure of the Norfolk County Registry of Deeds Data Processing and Registry Recording departments is required in addition to the Registry Scanning, Document Prep, and Plan departments.
A complete and thorough knowledge and understanding of the Norfolk County and Commonwealth of Massachusetts Recording and Indexing Standards. A thorough understanding of legal documents is necessary.
Over 5 years' experience recording documents, working in the Data Processing and/or Registry Recording departments in addition to knowledge of Regist1y Scanning, Document Prep, and Plan departments. Experience with Registry of Deeds and Registered Land's daily cash repo1ting and reconciliation procedures, daily cash reporting and reconciliation procedures. A complete and thorough understanding of the Browntech or current computer system is required as is knowledge of equipment and technology utilized in the Registry Data Processing and Registry Recording departments and the Registry in general.
Previous supervisory experience preferred but not necessary. Ability to work with senior management and establish and maintain harmonious relationships amongst and with co-workers.
Offers of employment are contingent on verification of information supplied on the Application for Employment, the results of a pre-employment physical, successfully passing a Criminal Offender Record Information (CORI) check, a pre-employment drug test, and a six (6) month probationary period.
The foregoing statements describe the general purpose and responsibilities assigned to this position and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
The County of Norfolk is an Affirmative Action Equal Opportunity Employer. The County does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, or veteran status.
Pay: $82,078.92 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Work Location: In person
