Deputy Register of Deeds

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About the role

The Deputy Register of Deeds performs routine work assisting the public with forms, data, and processes related to the filing, retention, and retrieval of documents and information. Under direct supervision, this position handles general administrative functions in the Register of Deeds Office, which serves as the custodian of Mecklenburg County’s public records dating back to the mid-1700s. These records include real estate documents, marriage licenses, birth and death certificates, notarial records, and more. The office adheres to legislation set by the NC General Assembly and provides services such as recording real estate transactions, issuing marriage licenses, administering notary oaths, and selling vital records.

Employees in this role work either on the front-line assisting in-person customers or on the back-end registering electronically recorded documents and indexing recorded documents. Responsibilities include answering phones, assisting with record research, reading and interpreting legal documents, and applying statutory rules governing real estate and vital records transactions. Tasks may involve reviewing documents, typing, cash handling, and performing repetitive functions where accuracy is critical.

Responsibilities

• Read and interpret legal and real estate documents submitted for registration to ensure proper recording, filing, and indexing pursuant to North Carolina General Statutes.
• Apply statutory and other applicable rules related to the recording and maintenance of real estate and vital records to assist customers via phone, electronically, or in person.
• Provide information on the filing, retention, and retrieval of legal documents.
• Assist customers with services, files, information, and legal documents maintained by the office.
• Research and certify documents for customers.
• Assist in completing documents or requests, including licenses, real estate information, statistics, marriage applications, and notary oaths.
• Record and file documents intended for registration with the office.
• Ensure accurate and timely indexing of all recorded documents and information entered into Public Records.
• Authenticate documents and ensure appropriate signatures and seals are affixed.
• Apply appropriate recording standards and fee structures for each document presented for registration.
• Enforce statutory guidelines relating to the requisition of vital records.
• Receive, sort, and process mail and documents received.

Requirements

• Minimum of two years of clerical experience.
• Associate’s degree in Business Administration, Public Administration, or a related field (or a combination of relevant education and experience).
• May require a valid North Carolina or South Carolina Driver’s License.

Skills

• Proficiency in business English, spelling, and arithmetic.
• Knowledge of administrative and clerical procedures, such as filing and office terminology.
• Strong customer service skills.
• Coordination and organization abilities.
• Judgment and decision-making capabilities.
• Effective time management.
• Proficient use of Microsoft Office Suite and other computer applications.

Knowledge, Skills, and Abilities

• Applied Learning: Assimilating and applying new job-related information in a timely manner.
• Building Customer Loyalty: Effectively meeting customer needs and building productive relationships.
• Building Trust: Interacting with others in a way that instills confidence in one’s intentions and those of the organization.
• Communication: Clearly conveying information and ideas through various media to engage and inform audiences.
• Managing Work: Effectively managing time and resources to ensure efficient work completion.
• Stress Tolerance: Maintaining stable performance under pressure or opposition.

Pay

Hiring range: $43,084.00 - $53,855.00 (hourly, non-exempt). Pay rates are based on education, skill, experience level, and internal equity.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions. This job description is not all-inclusive and may be revised based on business needs.