Administrative Assistant

PRIMARY PURPOSE:

Under the direct supervision of the Register of Deeds, the Administrative Assistant is responsible for assisting the Register of Deeds with the performance of duties and jobs associated with operation of the office of Register of Deeds, in accordance with the provisions of applicable laws, rules, regulations, policies and procedures and advertisement stated below. The Administrative Assistant will be an enthusiastic, detail oriented, self-motivated person proficient with typing and computer skills, excellent people skills, be eager to serve, well organized, and able to work alone or with others as a team. Flexibility and dependability are required. The individual will be cross-trained and expected to assist with the various functions of the office.

DESCRIPTION OF DUTIES AND RESPONSIBILITES:

• Open and Close office on a daily basis, having doors open and equipment up and running for full functioning at 8:00 AM through 4:00 PM daily.
• Inspect documents presented for recording, in person or via delivery, and if documents meet statutory requirements, record, collect taxes and fees and account for the same.
• Customer Service: Provide courteous and helpful assistance to the general public over the phone, through email and in person.
• Accurately index recorded documents.
• Accurately proof indexed documents.
• Proof indexed and scanned documents on public retrieval database.
• Safely secure and preserve recorded documents.
• Prepare indices prior for public viewing in the vault.
• Bookkeeping: Tally daily intake, prepare deposits, reconcile accounts, manage accounts receivable and payable, and produce reports.
• Provide technical assistance throughout office, as needed.
• Perform other office operations, as requested.
• Special Projects: Assist with special projects, as requested.
• Duties include all other office procedures as required by this office and the law.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Individuals must possess expert knowledge, skills and abilities and demonstrate proficient performance of the primary functions of the job, with or without reasonable accommodations, using some combination of skills and abilities and to possess the necessary physical requirements with or without the aid of mechanical devices, to safely perform the primary functions of the job.

• Demonstrate an ability to learn the tasks performed in the Carroll County Registry of Deeds, including a thorough understanding of principles, policies and procedures.
• Knowledge of legal documents, terminology and researching property.
• Requires honesty and integrity in handling of money.
• Ability to establish and maintain an effective working relationship with the Commissioners, Department Heads, Elected Officials, employees and the general public.
• Ability to express or exchange ideas verbally, in writing, and receive detailed information through oral communication.
• Intermediate experience with various programs, including but not limited to Microsoft Word and Microsoft Excel.
• Ability to spell properly and focus on the accuracy of documents.
• Ability to use computer keyboard requiring eye-hand coordination and finger dexterity.
• Ability to retain confidential information pertaining to administrative and personnel issues.
• Ability to work with frequent interruptions and respond appropriately to unexpected issues.
• Ability to endure periods of heavy workload or excessive stress.
• Ability to concentrate on and accurately complete tedious tasks.
• Requires performing regular job functions under good conditions in a safe working environment.
• Ability to lift up to 40 pounds.
• Requires sedentary work, including continuous sitting or standing and walking.

WORK SCHEDULE: Generally Monday through Friday 8:00 am – 4:00 pm.

QUALIFICATIONS/EDUCATION:

A high school diploma or equivalent is required. An understanding of and performance of the various duties associated with the operation of the Registry of Deeds is preferred. Working knowledge of legal documents, computer experience with word processing and spreadsheets, bookkeeping, strong public relation skills, cash transaction experience, proficient typing skills and attention to detail are required. A combination of education and experience, which demonstrates satisfactory possession of the required knowledge, skills and abilities, will be considered.

Completed Carroll County Employment Application or resume

Internal candidates – Letter of Intent

All inquiries contact:

Linda Matchett

603-539-1803

lmatchett@carrollcountynh.gov

EOE