Data Entry Clerk

Classification Title: Data Entry Technician

Department: Community Planning and Development

Division: Register of Deeds

Pay Grade: 101

FLSA Status: Non-Exempt

Reports to:

Supervisory Responsibility: No

Travel Requirements: No

Remote Work Eligibility: At the discretion of the Division Manager

GENERAL STATEMENT OF JOB

The purpose of this class is to provide guidance in and perform the data entry and recording of legal land records and other County records into computer records management system; to provide professional and courteous customer service at all times, and to perform related work as required. This class work is reviewed regularly by supervisor.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks as necessary.

• Receives, enters into computer / scans and indexes legal real estate records and other County records.

• Process documents in compliance of established indexing rules.

• Performs corrections as necessary and /or directed.

• Reviews records for completion; contacts attorneys, mortgage companies, title abstractors, land surveyors and others as necessary to obtain/ confirm/ correct information on legal documents.

• Prepare and verify records are eligible to be returned.

• Prepares records for archival storage.

• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors.

• Receives and responds to requests for records and information; provides information in accordance with department policies and procedures.

• Provides professional and courteous customer service at all times.

• Assists with the collection and processing of fees and taxes associated with the recording of legal documents.

• Provides guidance, training and assistance to other clerical staff as needed.

• Performs general clerical work as required, including but not limited to typing reports and correspondence, copying and filing documents, entering and retrieving computer data, sending and receiving emails/faxes, maintaining logs and lists.

• Attends training, conferences, workshops, meetings, etc., to maintain and enhance job knowledge and skills.

• Effectively prioritizes and executes stressful and difficult situations.

• May assist in coordinating programs and community service’s activities and attend community meetings.

• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors.

• Performs other clerical work, including but not limited to correspondence, copying and filing documents, sending and receiving faxes, entering and retrieving computer data, processing daily mail and receiving/responding to email.

• Receives and responds to public/customer inquiries.

• Perform additional tasks/duties as assigned by management.

MINIMUM EDUCATION AND TRAINING

• High school diploma or equivalent.

• One year of college education or specialized advanced training in data processing, business or a closely related field.

• 3 years of work experience.

-or-

• Any combination of education and experience that meets the requirements for performing the essential functions of this job.

Licenses/Certifications/Other:

• Requires a valid state driver’s license.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

• Data Involvement: Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.

• People Involvement: Requires receiving/ giving information, guidance or assistance to people to directly facilitate task accomplishment.

• Involvement with Things: Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, scanners, telephones, books or similar equipment; may service office machines, including adding paper and changing toner.

• Reasoning Requirements: Requires performing skilled work involving set procedures and rules but with frequent problems. Requires the skill set to learn, navigate, and provide input on Register of Deeds software.

• Mathematical Requirements: Requires using basic algebra involving variables and formulas and/or basic geometry involving plane and solid figures, circumferences, areas and volumes, and/or computing discounts and interest rates. Requires the ability to count money, make change, and perform petty cash draw audits.

• Language Requirements: Requires reading technical instructions, procedures manuals, and charts to solve practical problems such as routine office equipment operating instructions; composing routine and specialized reports, forms, and business letters, with proper format; speaking compound sentences using normal grammar and word form.

• Mental Requirements: Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

• Computer Requirements: Must be proficient in use of Microsoft Office, scanning programs and land record indexing/proofing software.

• Judgments and Decisions: Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

Physical Requirements:

• The work is sedentary work which requires the person in this position to occasionally exert up to 30 pounds of force to grasp, lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

• Grasping: Applying pressure to an object with the fingers and palm.

• Handling: Picking, holding, or otherwise working, primarily with the whole hand.

• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.

• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.

• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading. Including color, depth perception, and field vision.

WORK ENVIRONMENT

May be required to work hours other than the regular schedule including nights, weekends, and holidays. This position requires regular and reliable attendance and the employee’s physical presence at the workplace. The job risks exposure to no known environmental hazards. Work is performed in a relatively safe, secure, and stable work environment.

EEO AND ADA MESSAGE

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Richland County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

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Employee Signature Date