Recording Clerk I

at  Shelby County AL

JOB SUMMARY

Work involves the receipt, review (for legal compliance), recording/indexing, scanning and maintenance of multiple types of permanent retention legal documents submitted by individuals, attorneys, financial institutions, etc. Computes and collects fees and taxes in connection with each transaction and balances/reconciles a cash drawer each day. Also involves preparation of and transmittal to the State of various reports. May also involve the performance of reception and other related duties as possible. Work is performed under the general supervision of the Recording Supervisor but the clerk must have the knowledge to work independently as much as possible.

• Computes and collects fees and taxes in connection with each transaction in accordance with applicable laws and regulations.
• Reviews multiple types of permanent retention legal documents for completeness, accuracy and compliance with legal requirements for recording.
• Records, scans and imports each document that comes into the office, by mail, e-file or public walk-ins.
• Prepares reports as directed.
• Records, scans and enters map documents into imaging system and reviews for accuracy.
• Enters and/or verifies substantial amount of indexing data for each document in accordance with various laws and regulations.
• Condenses legal description and enters into index.
• Balances and reconciles cash drawer daily.
• Assists public by performing computer and manual searches relating to title and ownership of property.
• Issues commissions to Notary Publics.
• Sorts incoming and outgoing mail including return of original legal documents to attorneys or individuals who have filed documents to be recorded.
• Answers telephone calls to give recording information and or fees to record documents.
• Prepares rejection letters corresponding with instructions for correcting deficiencies on documents to be recorded.
• Trains and coordinates the general public, County officials, title company employees and other general users of the imaging system in the operations and procedures to properly access instruments through the system.
• Prints and assists customers needing copies of recorded documents and or marriage licenses certified copies.
• Assists customers to find documents they are looking for both in person and by telephone.
• As directed by the Deputy Clerk/Probate Recording Services Supervisor, assists with Election Day preparation and provides support and assistance to poll workers and public on Election Day.
• Performs all duties in a safe and efficient manner.
• Performs all other duties as assigned by supervision.

MINIMUM REQUIREMENTS

• High School Diploma or equivalent.
• Two years of experience in a Recording Office or two years of responsible clerical experience including cash handling, basic bookkeeping, and data entry.
• Basic proficiency in Microsoft Word and Excel.
• Must obtain commission as Notary Public.
• Bonding required.
• Passing score on a typing test and clerical exam.

PREFERRED REQUIREMENTS

• Title experience.

PHYSICAL REQUIREMENTS

Work is essentially light in nature and involves sitting, standing, bending, lifting and walking. Frequently, work may require employee to climb ladder to retrieve and lift weighing up to 20 pounds.

• Computes and collects fees and taxes in connection with each transaction in accordance with applicable laws and regulations.
• Reviews multiple types of permanent retention legal documents for completeness, accuracy and compliance with legal requirements for recording.
• Records, scans and imports each document that comes into the office, by mail, e-file or public walk-ins.
• Prepares reports as directed.
• Records, scans and enters map documents into imaging system and reviews for accuracy.
• Enters and/or verifies substantial amount of indexing data for each document in accordance with various laws and regulations.
• Condenses legal description and enters into index.
• Balances and reconciles cash drawer daily.
• Assists public by performing computer and manual searches relating to title and ownership of property.
• Issues commissions to Notary Publics.
• Sorts incoming and outgoing mail including return of original legal documents to attorneys or individuals who have filed documents to be recorded.
• Answers telephone calls to give recording information and or fees to record documents.
• Prepares rejection letters corresponding with instructions for correcting deficiencies on documents to be recorded.
• Trains and coordinates the general public, County officials, title company employees and other general users of the imaging system in the operations and procedures to properly access instruments through the system.
• Prints and assists customers needing copies of recorded documents and or marriage licenses certified copies.
• Assists customers to find documents they are looking for both in person and by telephone.
• As directed by the Deputy Clerk/Probate Recording Services Supervisor, assists with Election Day preparation and provides support and assistance to poll workers and public on Election Day.
• Performs all duties in a safe and efficient manner.
• Performs all other duties as assigned by supervision