Chief Deputy

Job Summary

This position assists the Register of Deeds in performing statutory duties related to the recording and storing of real estate documents and issuing of vital records under the supervision of the Register; providing courteous and efficient customer services to County residents; and providing supervision of assigned staff. The position acts on behalf of the Register in the absence of the Register.

Key Responsibilities

• Oversees daily operations of the office of the Register.
• Coordinates staff, handles employee concerns and problems, assigns work, trains, counsels' employees, and recommends disciplinary and other personnel actions.
• Supervises the office staff and makes decisions in the absence of the Register.
• Analyzes and recommends methods for improving workflow in such areas as record-keeping systems, forms control, and general office operation.
• Interprets policies, rules, and procedures as required.
• Develops and recommends courses of action open to the Office of the Register and analyzes their probable consequences.
• Prepares concise reports on projects and recommendations.
• Provides direct support for the Register.
• Follows up on implementation of office directives for the Register.
• Schedules meetings for the Register.
• Attends meetings on behalf of the Register upon request of the Register.
• Maintains records which may be confidential in nature and disseminates information as necessary.
• Reconciles monthly bank and credit card statements.
• Manages databases, processes and reports uncashed checks to the State of Tennessee unclaimed property.
• Enters requisitions on behalf of the office for purchasing.
• Ensures the Register's Office complies with state and local statutes and is consistent with professional accounting practices.
• Participates in key Register Office and County initiatives, special projects, and reports.
• Assists in the annual audit process.
• Serves as an administrative liaison. Works collaboratively and provides assistance to department supervisors and employees in County and City offices, banks, attorneys, vendors, and customers requesting information, guidance, advice, etc.
• Processes and receipts accounts receivables taken from E-file vendors and customers.
• Monitors departmental budget and processes requests for payment of departmental bills.
• Handles the purchasing duties for the office to include requisition entry, soliciting, and negotiating bids for printing, office equipment, supplies, and services.
• Ensures all invoices and accounts payable are promptly paid and verifies payment receipt.
• Assists the public with document inquiries and general correspondences in a timely manner.
• Attends meetings, seminars, and training sessions as required to remain knowledgeable of the department operations and to promote improved job performance; participates in workshops to stay abreast of current trends and technology; maintains an orderly office environment.
• May provide assistance in other areas of the Register's office, as needed.
• Secondary leader for the daily huddles.
• Conducts regular 1-on-1 meetings with Senior Deputies, Deputy II's, Deputy I's, and other teammates on the frontline to ensure they are receiving the proper coaching to deliver at the optimal customer service level for our community.
• Conducts meetings with the Senior Deputies, Deputy II's, and Deputy I's, to ensure they are receiving regular feedback, listen to their needs, and develop their talent.
• Prepares and delivers annual performance evaluations for each employee.
• Leads end-of-the-day checkout with other deputies to verify their cash box balance.
• Review and approve monthly reports, which are audited on an annual basis by the Comptroller's office.
• Performs intermittent audits as outlined in internal controls and office policies.
• Provides customer service to internal and external customers; greets, receives, and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes and emails.
• Composes routine correspondence; proofreads and edits documents.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department, County, and State policies.
• Performs various bookkeeping functions, prepares cash journals, checks, and various reports, reconciles bank statements.
• Analyzes, evaluates and interprets documents to immediately determine whether to accept or reject real estate documents for recording according to local, State, and Federal guidelines.
• Sends rejection letters back if documents are not recordable according to TCA Codes explaining the reason for the rejection.
• Prepares, issues and certifies copies of real estate records and vital records for the general public and other agencies.
• Performs indexing of records; enters data into computer system; verifies/corrects computerized data; balances computer data entries with hard-copy records, certifies documents.
• Makes documentation links of releases, assignments, modification agreements, amendments, etc.
• Calculates and collects a variety of County fees and State of TN taxes and issues payment receipts.
• Performs bookkeeping functions including oversight of charge and escrow accounts; balances accounts and prepares invoices, account statements and daily deposits; communicates with agencies with delinquent accounts or insufficient balances; receipts, posts, and records payments.
• Runs daily list and active assessor selection pages to send to Assessor of Property's office.
• Prepares all daily, monthly, quarterly and annual reports. Prepares statistical and informational reports for government agencies, and for internal County departments and external clients.
• Responsible for balancing of daily cash deposits.
• Assists departmental supervisors and employees, County and City employees, attorneys, paralegals, secretaries, bankers, surveyors, appraisers, title searchers, realtors, and customers with their requests for documents information, guidance, advice, etc.
• Provides quality customer service to individuals needing directions or assistance.
• Maintains office website and social media pages.
• Organizes and schedules networking and professional meetings as directed by the Register.
• Assists with preparing the annual department budget and identifies needs. Continuously monitors the budget as to continued needs and balances.
• Assists with year-end analysis for auditors.
• Trains new employees as assigned.
• Other duties as assigned.

Fiscal Responsibilities

Incumbent is responsible for collecting fees; and the documentation and tracking of all transactions as a required fiduciary duty for the department. Assists with the preparation of the department budget.

County Organization Duties and Responsibilities

• Represents the Department and County to other County staff and members of the public.
• Provides quality customer service to individuals needing directions or assistance.
• Demonstrates the organization's Core Values and adherence to the Ethics policy.

Supervisory Relationships & Responsibilities

Works under the supervision of the Register of Deeds. Employee may need to occasionally choose from defined alternatives to resolve problems but consults with the Register of Deeds on matters not covered by guidelines.

This position supervises both supervisory and non-supervisory employees. This position carries out supervisory responsibilities in accordance with the County's policies and applicable laws. Responsibilities in coordination with the Register include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

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