at Cumberland County in Portland, Maine, United States
CLERK II – REGISTRY OF DEEDS
Picturesque Cumberland County is the State’s most populous county having a population of 289,977. Its largest city is Portland and the county geographically extends from Casco Bay to the Lakes Region. Cumberland County has the second largest body of water in the state, Sebago Lake, which provides numerous recreational opportunities. The County is the economic and industrial center of the state, having a strong corporate presence of major domestic and international companies. The County has over 350 dedicated employees, all focused on providing the best customer service to the County residents. Cumberland County is represented by five elected county commissioners and the county manager runs the daily operations.
Cumberland County is currently seeking qualified applicants to fill a full-time (40 hour) Clerk II vacancy at the Registry of Deeds.
JOB PURPOSE: The purpose of the Deeds Clerk II position is to ensure compliance with Title 33 of Maine Revised Statues through the acceptance, processing, recording and management of documents for public record. The Deeds Clerk II position is responsible for performing complex clerical, record keeping and accounting duties. These include reviewing and recording real estate documents and plans; analyzing Maine Revenue Services Real Estate Transfer Tax Declaration forms for accuracy and completion; calculating the correct recording and transfer tax fees; ensuring that there is a clear image of the document in the public record database; and returning the original documents back to the submitter. The Deeds Clerk II position informs customers of recording requirements; responds to inquiries from the public; delivers high quality customer service in person as well as via telephone and email, and ensures that all documents are indexed accurately. The Deeds Clerk II position requires initiative, critical thinking and independent judgment in the application of prescribed departmental policies, procedures and methods. Performs all other related work as required.
High School Diploma or equivalent required. Minimum of one year or related governmental, financial institution or real estate title work preferred; or any combination of education, training and experience. Associates degree in business administration desirable. General knowledge of contemporary office procedures, practices and terminology. Working knowledge of financial institutions, legal, real estate title and municipal government operations. Knowledge of County Government helpful. Ability to communicate effectively orally in person and via phone and in writing and via email with staff, County officials or other high level professionals as well as the general public. Must possess strong attention to detail as well as excellent customer service skills. Ability to compose clear, effective correspondence. Ability to follow oral and written instructions accurately. Ability to organize and prioritize multiple tasks in a timely manner with frequent interruptions. Ability to meet deadlines and perform work efficiently with minimal errors. Must be able to operate a personal computer, scanner, recording stamp machine, copier, plan printer and scanner as well as display competency using software for word processing, database spreadsheets and other soft as required by position. Skill in utilizing personal computers, word processing, database and spreadsheet applications. Excellent customer service skills, attention to detail and organization skills.
Evaluate, process and record overnight and U.S. mail deliveries, electronic filings, and documents submitted in person.
- Assess each document that is presented for recording to ensure it meets recording requirements and compliance with all State Statues
- Maintain knowledge of the purpose and composition of a variety of legal documents
- Maintain knowledge of the general provisions of Title 33, which governs the Registry of Deeds to ensure consistent product that meets the statutory requirements of the State of Maine.
- Maintain professional and technical knowledge by studying applicable federal, state, county and local laws and ordinances; attending educational workshops; reviewing professional publications; practicing skills; participating in professional societies.
- Maintain extensive knowledge of State of Maine transfer tax statues, especially regarding the nuances of specific exemptions.
- Maintain knowledge of federal foreclosure legislation.
- Maintain technical knowledge of electronic recording system.
- Possess ability to discern the “granting clause” and how it impacts the grantor/grantee indexing information.
- Index every document accurately to add the document to the public record database.
- Communicate with customers and provide high level of customer service regularly, including face to face customers, as well as via email and telephone.
- Certify all documents and plans recorded at the end of each day Ensure all original documents are mailed back to the appropriate submitter.
- At end of each month, prepare and mail CDs for each municipality with all deed related information for that month. Backup all documents recorded during the month, at the month end by running computer programs to send information to vendor.
- Ability to appropriately recognize municipal, non-municipal and quasi-municipal (exempt from transfer tax but not from surcharge) documents and charge accurate fees accordingly.
- Knowledge of fee requirements for additional names and references and ability to discern circumstances in which those fees should be assessed.
- Ensure accurate collection of all money due for recording fees, transfer tax and copies for each transaction; reconciliation of funds to be deposited at the end of each recording day.
- Complete daily money reports and transfer tax reports to be submitted to the finance department in the absence of the Register and Deputy Register.
- Ability to respond to inquiries from both legal professionals and the general public regarding recording procedures, statutory requirements, document rejection inquiries and various other registry related issues.
- Develop and maintain working knowledge of all deed areas.
Cumberland County and is proud of its talented and dedicated workforce. Come join our culture of engaged employees! Our strong management team is dedicated to providing employees with inspiring leadership, a positive and friendly workplace, support, encouragement and the necessary tools for success. Cumberland County offers a comprehensive benefits package to full-time employees, as well as tuition reimbursement, wellness program, and professional development and training opportunities. Pay range for this position starts at $20.54, contingent upon qualifications and experience.
Applications accepted until position is filled. To download an employment application, please visit www.cumberlandcounty.org/Jobs
Interested applicants please submit a cover letter, resume and Employment Application via mail, fax, or email to:
Human Resource Department
142 Federal Street, Suite 110
Portland, Maine 04101
Cumberland County is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected Veteran status.