Loading...
HomeMy WebLinkAboutAgenda - 10-01-2003-8fORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 1, 2003 Action Agenda Item No. SUBJECT• Classification Plan Amendment -Deputy Register of Deeds Leadworker DEPARTMENT: Register of Deeds and PUBLIC HEARING: (YIN) No Personnel ATTACHMENT(S): INFORMATION CONTACT: Class Specification Joyce Pearson, Register of Deeds, Extension 2676 Elaine Holmes, Personnel Director, Extension 2550 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To amend the Orange County Classification and Pay Plan by adding the new class of Deputy Register of Deeds Leadworker at Salary Grade 12 to recognize duties assumed by an existing position. The salary range for Grade 12 is $28,367 - $45,349. BACKGROUND: The Register of Deeds requested that Personnel complete a classification review of an existing Deputy Register of Deeds II position that has assumed additional duties and responsibilities. As background, the Register of Deeds Office consists of five major functional areas: 1) General Operations, 2) Indexing/Verification, 3) Vital Records, 4) Finance/Personnel and 5) Imaging/ Scanning/Optical. To address the work needs the Register of Deeds has used the Deputy Register of Deeds II position under review to move among the major functional areas as workload requires and employees are on leave. The Register of Deeds also uses the position to serve as Leadworker and acting section supervisor in the absence of a supervisor. The functional assignments for the position under review includes guidance, leadership and work support in the General Operations, Indexing/Verification, Vital Records and Finance/Personnel functional areas. Work in the General Operations and Indexing/Verification areas requires that the employee obtain a thorough knowledge and understanding of the NC General Statutes and NC Indexing Standards. For example, it is mandatory for an employee who works in the Indexing/Verification section to attend outside indexing training and receive a certificate of completion from the North Carolina Register of Deeds Association. It is critical to the operation of the office to have employees available to move into Indexing/ Verification as needed because there are time constraints for work processing to which the office must adhere. For example, the Register of Deeds is required to index and cross-index every instrument after it is filed. Each instrument must be indexed on either the permanent or temporary index within 24 hours of registration. An instrument may remain on the temporary index for a maximum of 30 days, but by the end of 30 days from the filing date, it must be indexed and cross-indexed on the permanent index. In terms of the leadworker role, it takes a new hire approximately six months to one year before he or she is able to work without close supervision. This position serves as leadworker to new employees by responding to questions and providing guidance and direction. When a Section Supervisor is out on leave, this position is assigned to that particular section and functions as Acting Section Supervisor. While most of the employees are assigned to work primarily in one section, the Register of Deeds has concluded that it is extremely beneficial to the overall goals and objectives of the Register of Deeds Office when an employee possesses the knowledge, skills and certifications that allow him or her to work in several functional areas. Based on Personnel's classification study of the duties and responsibilities of the position, Personnel recommends that this Deputy Register of Deeds II position at Salary Grade 11 be classified to Deputy Register of Deeds Leadworker at Salary Grade 12 to recognize the leadworker responsibilities including the knowledge, experience and training that is required to work in several functional areas. FINANCIAL IMPACT: Funds to implement the classification and salary grade change from Deputy Register of Deeds II at Salary Grade 11 to Deputy Register of Deeds Leadworker at Salary Grade 12 are available within the approved budget for 2003-04. The annual increase in cost is about $1,069 for the remainder of the fiscal year and about $1,464 on an annual basis. RECOMMENDATION(S): The Manager recommends that the Board approve amending the Classification and Pay Plan by adding the new class of Deputy Register of Deeds Leadworker at Salary Grade 12. C1185-10/03 DEPUTY REGISTER OF DEEDS LEADWORKER GENERAL DEFINITION OF WORK: Performs difficult skilled technical work serving as leadworker in four or more sections in the Register of Deeds Office; does related work as required. Work is performed under general supervision. Supervision may be exercised over subordinate clerical personnel in the absence of the supervisor. TYPICAL TASKS: Serve as Leadworker to subordinate workers; Works in four or more sections in the Register of Deeds Office; In the absence of the Section Supervisor, provides guidance and direction, responds to questions, and makes decisions; Processes documents (i.e. deeds of trust cancellations, notice of satisfactions, certificates of satisfaction) for recording in permanent records; verifies that notary acknowledgment meets all requirements for recording; researches parcel identifier number; affixes book and page numbers and filing labels; collects fees; and generates receipts; Provides assistance to customers with locating and copying real estate, legal and vital records and with operating the CRT and plat copiers; collects fees and issues receipts; Provides assistance to customers in completing forms to secure certified copies of births, marriages, deaths or military discharges; Accepts, processes and files birth and death certificates; issues marriage licenses; Compiles, reconciles and maintains daily revenue of monies collected; generates revenue reports; Indexes documents according to the North Carolina General Statutes and the North Carolina Indexing Standards; Generates report of indexed instruments and proofreads new instrument reports to verify that all information is correct; Enters new parcel identifier numbers to the Land Records System for parcels created by recorded plats or deeds; Scans documents and checks images prior to committing to permanent records; Performs related tasks as required. KNOWLEDGES. SKILLS AND ABILITIES: Thorough knowledge of the North Carolina General Statutes as it pertains to the functions of the Register of Deeds Office; thorough knowledge of applicable state laws and regulations pertaining to filing, recording, scanning and indexing legal documents; general knowledge of the filing, recording, and indexing systems allowing the retrieval of deed and real estate records; general knowledge of state laws and regulations relevant to issuance and maintenance of vital records; skilled in working with the public; ability to communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from high school and at least 3 years experience in the Register of Deeds office. SPECIAL REQUIREMENTS: Possession of certification by the North Carolina Register of Deeds Association.