Registrar / Passport Specialist

Starting salary is $16.68/hour.

Responsibilities

• Review submitted documents to ensure legislative and organizational requirements are met.
• Apply Property Industry Standards to real estate.
• Understand real estate documents, Uniform Commercial Code (UCC), military discharge papers, and other instruments of writing.
• Perform clerical and fiscal functions to ensure qualifying documents are recorded or filed, indexed, viewable by the public, and permanently archived.
• Assist customers, passport applicants, and staff.
• Operate and maintain Polycom phone system.
• Maintain annual passport certification under the authority of the Bureau of Consular Affairs, U.S. Department of State.
• Check information on UCCs, personal property liens, State and Federal tax liens, and collect proper fees.
• Receipt and file UCC fixture filings, amendments, miscellaneous liens, and releases according to Kansas Statutes.
• Enter UCCs in computer, create UCC cards, index to the land records manually and electronically.
• File and scan documents; maintain monthly reports on filings and fee totals.
• Post and file filings; purge expired files.
• Enter data for documents using office and PRIA standards in physical records and digitally.
• Post documents in various records; print daily and monthly reports.
• File aperture cards daily; collect and receipt service fees.
• Update balances and reports; train the public on public computers.
• Assist the public in using County websites and Register of Deeds subscription website.
• Process debit and credit payments via the providers website.
• Utilize Register of Deeds software, idoc website, GIS mapping, Appraisers software, City of Salina mapping, and physical sources to assist customers.
• Provide fees and real estate information such as legal descriptions, ownership, liens, agreements, easements, plats, surveys, bylaws, resolutions, genealogy searches, and related instruments.
• Assist with recording military discharges and provide certified copies of DD214s.
• Answer questions concerning passport books or renewals and process as necessary.
• Answer incoming calls; scan documents into computer, adjusting images and settings.
• Link images to correct document numbers; redact personally identifying information.
• Burn images onto CD and send for archival microfilming.
• Complete extensive training classes from the U.S. Department of State within the first month of employment and pass the exam to become a Certified Passport Acceptance Agent.
• Accept and secure private identifying information on all parties; process applications according to the Passport Agents Reference Guide.
• Pass random inspections from the Bureau of Consular Affairs Office of Acceptance Facility Oversight.
• Deliver and track certified mail.
• Assume the duties of the Deputy when required.
• Assist in setting up new plats; update new locations in master index books.
• Scan Mylar into printer and make copies.
• Evaluate documents for completeness, correct legal descriptions, signatures, names, margins, seals, stamps, dates, fees, and other statutory requirements.
• Cross-train to record documents meeting statutory requirements.
• Monitor and edit converted or enhanced images and data; index newly converted images of older documents as necessary.
• Maintain customer service files.

Requirements

• High School diploma or equivalent.
• General clerical skills required.
• Proficient with computers.
• Able to work with the public in a congenial manner.
• Able to work efficiently in a team setting.
• Two years of experience working with land records and legal descriptions preferred.
• Must pass testing to be certified as a Passport Agent.

Physical Requirements

• Determined Work Level: Level 3 Medium Work.
• Must attain a 2.5 score or above on physical capacity profile.
• Exerting 20 to 50 pounds of force occasionally, and/or up to 10 to 25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly.
• Ability to hear and communicate by means of the spoken word.
• Ability to climb ladders.
• Ability to read and write in cursive neatly and legibly.
• Ability to stand or sit at computers for long periods of time.

Veteran's Preference

Former military personnel or their spouse that have been verified as a veteran under K.S.A. 73-201 will receive an interview if they meet the minimum qualifications of the position and successfully pass any required pre-employment testing or requirements such as licensing. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determined by the hiring officials.