CURRENT HOURS AND STARTING TIME: Full-time (37.5 hours per week) position. The starting time for this position is currently 8:00 am.
DEPARTMENT: Register of Deeds
F.L.S.A. STATUS: Non-exempt
APPOINTING AUTHORITY: County Clerk/Register of Deeds
**Per Labor Agreement and/or Board Policy, this position is subject to six (6) days without pay (furlough) for the calendar year 2013.**
Under direction of the County Clerk/Register of Deeds, provides operating management for the processing, recording and retention of all deeds and other documents pertaining to the sale or transfer of real property in Macomb County; develops, implements and administers policies and procedures to ensure the accurate and timely processing and secure storage of deeds and other property records, and supervises the filing of commercial code instruments regarding personal property financing in the county, in compliance with statutes and regulations of the State of Michigan; controls operating budgets and recommends capital improvements, including acquisitions of and improvements to voice and data communications hardware and software; provides technical guidance and in-service training; responsible for the supervision of assigned staff; performs related duties as assigned.
Establishes and implements operating policies and procedures to ensure accurate and timely processing and proper retention, indexing and secure storage of all deeds and other documents pertaining to the sale or transfer of real property within Macomb County.
Establishes and implements policies and procedures to ensure proper financial accountability for all monies, including registration fees, county and state property transfer taxes, and escrow funds, collected by the Register’s Office.
Provides direct supervision for subordinate supervisors and staff in accordance with established County policies and procedures, with current collective bargaining agreements and with all applicable statutes and regulations governing the employment relationship.
Manages training and work assignments, administers policy and procedure for, reviews and evaluates the work performance of, and administers disciplinary actions for subordinate staff.
Identifies goals and objectives for subordinate staff and provides staff access to training and development opportunities to facilitate professional and personal growth.
Assists in the formulation, preparation and implementation of the annual budget.
Plans and controls office operating and capital budgets in order to efficiently allocate available financial resources and ensure the financial integrity of the department.
Manages departmental accounting and financial reporting functions, and resolves discrepancies between departmental records and financial reports received.
Monitors workflow throughout the office, prioritizes assignments and projects, and reallocates work among staff to ensure the timely and accurate completion of all work.
Ensures that all departmental operations comply with County operating policies and procedures, and interprets and applies those policies and procedures for the department.
Provides direct administrative support for the Clerk/Register, coordinating development of the annual budget request for the Register’s office; reviewing personnel actions to ensure substantive and procedural compliance with County policy and procedure and collective bargaining agreements; preparing confidential materials, reports, contracts, and other documents; and maintaining confidential records and materials for the Clerk/Register.
Receives and responds to requests for information, technical assistance, assistance in resolving problems or complaints, and other inquiries from elected officials, other departments of County government, state and local agencies, and the general public.
Participates in the design, development, installation, modification and maintenance of software applications and other electronic technology for the management of real property records and the articulation of Register of Deeds data with other County data systems.
Researches operating, performance and maintenance specifications and histories for hardware, software and peripherals; other data and voice communications equipment; and other office equipment; recommends the purchase of specific items of equipment or software packages to meet departmental operating needs; and administers equipment maintenance contracts for the department.
Establishes inventory control procedures for office and operating supplies; brochures, booklets and stocks of other informational materials and manuals used and/or distributed by the department; establishes reorder points for materials and supplies; and authorizes the purchasing of replacement stock.
Plans and schedules meetings and other functions for the department/office, obtaining meeting sites and all ancillary services required, and ensuring proper notification of all participants.
Prepares various daily and monthly statistical reports; prepares revenue vouchers for monies received and paid by the Register of Deeds.
Supervises the recording and maintenance of all documents concerning real estate transactions within the County.
Supervises the filing of commercial code instruments regarding personal property financing in the County.
Provides information to other County departments, financial institutions and the general public.
Attends and participates in various meetings, training programs and seminars.
Comply with P.A. 390, as amended, known as the State's Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by these statutes.
Performs related duties as assigned.
The statements contained in this position description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job duties performed.
Education, Training and Experience:
A Bachelor Degree from an accredited college or university is required.
Three years of experience working in a County Clerk/Register of Deeds office, real estate office, or with land records or in a related setting.
Previous supervisory or management experience is preferred.
Successful completion of the probationary period for the position of Deputy Director Register of Deeds.
Be physically able to perform the essential functions of the position, with or without reasonable accommodation.
Thorough working knowledge of the State of Michigan constitution as it pertains to the functions of County Registers of Deeds; the Land Division Act, the Uniform Commercial Code, and Michigan Compiled Laws.
Thorough working knowledge of real estate practices and procedures.
Thorough working knowledge of instruments affecting the title to property.
Thorough working knowledge of management principles and practices, and supervisory practices and procedures.
Thorough working knowledge of budgeting principles and practices, and accepted practices of general and fund accounting.
Thorough working knowledge of County policies and procedures.
Thorough knowledge of records management principles and practices.
Thorough knowledge of confidentiality issues.
Knowledge of contract administration principles and practices.
Demonstrated proficiency in the use of word-processing, spreadsheet, database and other applications software.
Effective oral and written communications skills.
Organizational skills and the ability to prioritize significant volumes of work.
Ability to supervise, direct and organize the work of others.
Ability to establish and maintain effective working relationships with staff, outside agencies and the public.
Possession of a valid Michigan driver’s license and an operable insured automobile for authorized travel.
Ability to conduct oneself with tact and courtesy.
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