Administrative Clerk III - Register of Deeds - Walworth County : Job Details

Administrative Clerk III - Register of Deeds

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Administrative Clerk III - Register of Deeds

Salary

$21.15 - $28.61 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2025-00094

Department

Register of Deeds

Opening Date

09/04/2025

Closing Date

9/18/2025 11:59 PM Central

• Description

• Benefits

An Equal Opportunity Employer

Position Summary

This position assists the Register of Deeds with receiving and examining real estate documents for recording, pursuant to Wisconsin Statue §59.43 and processing requests for vital records per Wisconsin Statute §69. Additional responsibilities include, providing information to the public by answering inquiries, copies of documents, and assistance to researchers of vital and real estate record indexes.

SCHEDULE

Days: Monday - Friday

Work Hours: 8:00 a.m. - 4:30 p.m.

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.0

Applications are being accepted from accepted current Walworth County employees and members of the public.

Essential Duties and Responsibilities

To include the following. Other duties may be assigned. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

• Reviews and distributes a variety of correspondence, deliveries, and mail.

• Serves as a Notary Public.

• Prepares letters, memoranda, reports, and other correspondence as needed.

• Answers general questions from citizens and business partners regarding vital records, real property records, transfer tax, and document images

• Ensures confidentiality of vital records and determines direct and tangible interest for issuance in accordance with Wisconsin State Statutes §69 .

• Works with the State Vital Records Office and VitalChek utilizing their software/programs to file, maintain and issue vital records, per Wisconsin State Statutes §69, and receipts payment for same in the State Vital Records software/program and in Register of Deeds receipting program

• Provides assistance to genealogists regarding vital record indexes and images.

• Analyzes incoming death registrations and marriage licenses for accuracy and legibility and notifies filers of any errors.

• Approves and authorizes marriage and death records for filing electronically with State Vital Records office in accordance with local, state, and federal guidelines.

• Maintains current Vital Records and indexes.

• Prepares monthly escrow statements for Funeral Homes

• Balances the State Vital Records software/program data against the Register of Deeds receipting program data and VitalChek .

• Examines various real property records and Uniform Commercial Code (UCC) documents presented for recording to ensure compliance with Wisconsin State Statutes and Walworth County Ordinances and exercises independent judgment regarding acceptance or rejection.

• Ensures correct fees have been received for each document presented for recording prior to processing.

• Communicates statutory recording requirements.

• Records statutorily compliant real property records using specialized land record software.

• Creates Walworth County's grantor/grantee index and legal description tract index by compiling information contained within recorded documents.

• Distributes electronic copies of daily recorded images to customers.

• Preserves real property records in compliance with specified retention policies.

• Prepares, distributes, and certifies copies of real property records as needed.

• Instructs customers and business partners on how to access and obtain Walworth County real property records and related information, both within the Register of Deeds office and via the LandShark online real estate website

• Ensures proper collection of fees, returns change, processes credit card payments according to department procedures and issues receipts for services and maintains proper cash handling .

• Generates reports from Landlink, Statewide Vital Record program/software , and the Department of Revenue and balances reports to ensure accurate reporting of records and proper fee collection

• Enters, updates, and maintains financial information in Excel spreadsheets.

• Runs GL Custom Extract to ensure correct dollar amounts are captured for all of the department's revenue and expense accounts.

• Enters daily deposit in Munis.

• Forwards daily deposit to the County Treasurer.

• Maintains accounting reports and supporting documentation.

• Balances petty cash drawer.

• Receipts escrow deposits and posts transactions to escrow accounts.

• Balances escrow accounts.

• Generates Landshark statements for customers.

• Prepares journal entries for the department.

• Prepares and releases requisitions in Munis.

• Receives purchase orders in Munis.

• Generates reports to capture revenue through ACH or direct deposit.

• Calculates and splits fees between the department's revenue accounts and State agencies pursuant to Wisconsin Statute §59 and §69.

• Creates invoices in Munis, ensuring fees are allocated to the proper accounts.

• Demonstrates dependability and a commitment to county safety and risk management efforts.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent plus one additional year of formal preparation, and two to three years of relevant prior experience. Proven ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience in legal and/or real estate terminology desired.

Interactions & Communication

Responds to requests and initiates contacts to exchange basic or general information with others.

Decision Making

This position has authority to make decisions that are within detailed procedures and protocols and under close supervision. These decisions directly impact performance in the job and/or the work unit within the department and information is provided to others for decision-making.

Thinking and Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools and Equipment Used

Cash Register (Receiptor)Scanner

TelephoneCalculator

Copy MachineFAX Machine

Personal Computer/PrinterImpact Printer

Large Format Scanner/PrinterGIS Interactive Mapping System

Microfiche Viewer

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

NEPOTISM OR CONFLICT OF INTEREST COMPLIANCE

A person may not be offered or hold this position if the employment would result in that person being a supervisor or subordinate to an immediate family member. Immediate family includes the employee's spouse, brother, sister, parents, children, stepchildren, father-in-law, mother-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, and any other member of the employee's household.

A person may not be offered this position if employment would create either an actual conflict of interest or the appearance of a conflict of interest.

Selection Process

Formal electronic application; rating of education and experience; oral department interview; reference check; background check; and post-offer medical examination including drug screen. Other job-related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

H - Non-Represented Hourly Employees

BARGAINING UNIT: Non-Represented Hourly Employees Hired on or after January 1, 2012

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible. You are eligible for overtime or compensatory time in accordance with provisions of the Fair Labor Standards Act.

SCHEDULED TIME OFF: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. As a full-time employee you earn scheduled time off (pro-rated for part-time) equivalent to the following:

10 days per year after 1 year of Walworth County Service

15 days per year after 5 years of Walworth County Service

20 days per year after 15 years of Walworth County Service

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $25,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & employee shall pay 33% of the premium.

Vision Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a net-check basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-###-#### for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

Employer

Walworth County

Address

P.O. Box 1001 100 W. Walworth Street Elkhorn, Wisconsin, 53121

Phone

262-###-####

Website

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