Chief Deputy Register of Deeds

The purpose of this position is to assist the Register of Deeds in the administration of duties according to Wisconsin State Statute 59.43; 69.05 and 69.07, while under the direction of the Register of Deeds. In the event of the Register of Deeds absence or inability to perform the duties of the office, the Chief Deputy shall perform these duties until the Register of Deeds returns or the vacancy is filled.

Examples of Duties

A.When the Register of Deeds is absent from the office, the Chief Deputy assumes full responsibility for the smooth operation of the office, including fielding of phone calls, dealing with the public, getting work done in a timely manner and handling emergencies.
B.The Chief Deputy is also responsible for the duties of the Recording Clerk when the position is absent. Currently, the Recording Clerk position is filled at half-time.
C.Assures office processes are carried out according to federal, state and county law, ordinances, rules and regulations in absence of ROD.
D.Assists in developing long and short range planning and needs assessment for the improvement of the office.
E.Searches both the Register of Deeds Vital Records and State Vital Records for all vital records through the online vital records system called SVRIS. Files, records and reconciles reports with the Vital Records System.
F.Coordinates with IT department on specific technological needs of the office. Maintains the Register of Deeds website and makes necessary updates as they occur.
G.Processes bank deposits, reconciles check book and cash drawer in conjunction with the Register of Deeds.
H.Prepares quarterly reports for State Vital Records Office.
I.Responsible for maintaining and preparing monthly bookkeeping invoices and monthly billing for our Laredo customers.
J.Helps maintain real estate records both in digital format and paper records. Back indexes, redacts Social Security numbers from real estate documents.
K.Interprets complex documents.
L.Performs back up of our images and data when Recording Clerk is not available.
M.Work with Register of Deeds in receiving, recording, indexing, all deeds, mortgages, plats, and any other real estate document using our computer system in accordance with the State Statutes.
N.Keeps track of inventory of office supplies and equipment and orders supplies or repairs when necessary.
O.Enters daily information into the Wisconsin Department of Revenue’s on-line Real Estate Transfer Return website.
P.Works extensively with the public, in person, on the telephone, and via email on a daily basis.
Q.Assists customers with the use of our public access computers, parcel maps, plat books and county on-line tax program to determine legal descriptions and parcel ownership.
R.Assist the public and other county department employees in locating documents in the paper tract books.
S.Assists genealogists with research and prepares certified copies when requested.
T.Files DD214 Veteran’s discharges and prepare certified copies when requested.
U.Prepares certified copies of birth, death, marriage upon request and enters necessary fees into State Vital Records Program (SVRIS).
V.Plans, prepares, coordinates, assigns and evaluates the work of staff engaged in the processing of official documents when necessary.
W.Reviews and records Termination of Decedents Property Interest, Transfer on Death, and transfer of property interest for purposes of informal probate.

Qualifications

Associate Degree in Business and/or a related field with four years of experience working with real estate documents, legal descriptions and ownership issues.