Administrative Assistant - Register of Deeds

Job Posting End Date:

Worker Sub-Type:

Scheduled Weekly Hours:

Position Summary:

This Administrative Assistant provides service to internal and external customers. Some of the duties include processing vital records including birth, marriage, divorce, and death applications, real estate documents, and other forms administered by this office.  The individual hired must be dependable, flexible, well organized, have excellent communication and interpersonal skills, be customer service focused, team oriented, attention to detail and able to learn a variety of office functions.

Please note: This is a part-time opportunity with a weekly schedule ranging from 24-29 hours.

Examples of Work Performed:

The following duties are typical of this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required or assigned.

• Reviews and records submitted real estate documents and supporting materials and returns recorded documents.

• Assist with genealogy record searches for birth, marriages and deaths and any land records property searches.

• Accepts customers’ payments for a wide variety of real estate recordings and vital record applications.  

• Answers the phone and assists customers visiting the Register of Deeds' office providing

• Operates varied office equipment such as computers, fax machines, scanners, etc.

• Provides public information and customer service for a wide variety of services.

• Maintains regular and predictable attendance; works extra hours as required.

• Primary person to process vital record applications by mail, 3rd party vendor Vital Chek or in person.

• Performs related work as required.

Qualifications:

High school graduation or equivalent.  One year general office or administrative support experience required.  A vocational diploma or associate's degree in a related field may substitute for the experience.  Familiarity with real estate and other legal records desirable.  Other combinations of education and experience may be considered.

Knowledge, Skills, and Abilities:

• Knowledge of general office procedures and standard record keeping procedures.

• Knowledge of correct grammar and spelling.

• Skill in completing basic arithmetical computations and keeping a variety of records.

• Skill in various computer applications.  Ability to quickly learn new software applications.  Basic knowledge of computer functions and operations.

• Ability to learn multiple step clerical procedures.

• Ability to follow established procedures in an orderly and logical manner and stick to prescribed routines without frequent supervision or specific assignment.

• Ability to understand and follow written and oral instructions.

• Ability to establish and maintain effective working relationships with other employees and the public.

• Ability to concentrate on moderately routine work and work free of error in certain repetitive tasks requiring a high degree of accuracy.

• Ability to maintain confidentiality.

Compensation:

Starting hourly rate of pay: $19.70 + prorate employee benefits

Physical Requirements:

Low Physical Requirements - Job involves minimal physical exertion or movement. This job typically requires prolonged sitting, limited walking, or minor lifting. Job tasks may require working with a computer or in an office setting with occasional movement

All physical requirements are described with the intent to comply with the Americans with Disabilities Act (ADA). Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of their job.

Selection Procedure:

The selection of the successful candidate may be made by assessment of education and work experience, oral interview, review of references, and/or other job-related selection procedures. Depending on position requirements, the selected candidate may be required to satisfactorily complete post-offer assessments, including but not limited to education verification, background checks, driver license verification, physical examination, psychological assessment, and drug screening paid for by the County.

Equal Opportunity Employer:

Marathon County is an Equal Opportunity Employer committed to diversity. All qualified applicants will receive consideration for employment and will not be discriminated against based on age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information or protected veteran status.

Special Accommodations:

Marathon County will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Employee Resources Department office or phone (715) 261-1451 to request special accommodations prior to the application deadline.

Notice to Applicants:

Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations, and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the County not provide access to this information.  If you choose not to have this information become a public record, you must make such a request in writing to the Employee Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law