Recording Systems and Quality Supervisor

Overview

Under the direction of the Registry Division Manager, the Recording Systems and Quality Supervisor oversees the daily operation and effectiveness of the division’s electronic recording and land-records systems. The position manages recording queues, provides functional oversight of e-filing activities, monitors recording quality, resolves system and workflow problems, and assists staff and electronic filers with complex submissions. The Recording Systems and Quality Supervisor also reviews existing procedures and recommends system or workflow improvements to promote accurate, consistent, and timely document processing.

Business Title: Recording Systems and Quality Supervisor

Job Title: Analyss Trainee

Department: Department of Community Services

Office: Registry Division

Schedule: Mon-Fri, 8:30am-4:15pm

Location: New Brunswick, New Jersey

Responsibilities

• Manage the division’s daily use of the Sunrise Portal and other land-recording systems.
• Monitor electronic-recording queues, workloads, processing times, backlogs, and outstanding submissions.
• Provide day-to-day assignments, technical direction, and functional oversight to employees processing electronic submissions.
• Serve as an operational contact for electronic filers with complicated submissions or recurring system issues.
• Assist staff with system, document, indexing, and workflow questions.
• Review difficult or unusual documents and provide procedural guidance based on established recording requirements.
• Supervise the quality-control review of recorded documents and indexed information.
• Identify recording, indexing, fee, and data-entry errors and coordinate necessary corrections.
• Review rejected submissions and promote consistent acceptance and rejection practices.
• Analyze system performance, operating procedures, and workflow problems and recommend corrective action.
• Work with the Registry Division Manager, County technology personnel, and system vendors to resolve technical and operational issues.
• Test system changes and assist with the implementation of new features, procedures, document types, and recording requirements.
• Develop system instructions, workflow guides, checklists, and related training materials.
• Train and assist staff in the proper use of electronic recording and land-records systems.
• Maintain records and prepare reports concerning recording volume, backlogs, errors, corrections, and system issues.
• Perform related recording, indexing, quality-control, and systems-analysis duties as required.

Qualifications

Education:

• Applicants must meet one of the following: 

              1. Thirty (30) semester hour credits equaling to one (1) year of relevant experience PLUS Four (4) years of professional experience relevant to the position.

                      OR

              2. Possession of a bachelor's degree from an accredited college or university.

• Candidates must meet the New Jersey Civil Service requirements for the Analyst Trainee title.

License:

• Appointees will be required to possess a driver's license valid in New Jersey.

Preferred Experience:

• Experience with land records, recording requirements, and electronic recording systems.
• Experience reviewing documents, managing workflows, performing quality control, and coordinating corrections.
• Experience assisting with complex recording questions and working with electronic filers, attorneys, title professionals, and the public.
• Experience training staff or providing technical and workflow guidance.

Knowledge, Ability, and Skills:

• Knowledge of New Jersey laws, regulations, and procedures governing land records, public records, and records management.
• Knowledge of land-recording practices, document requirements, indexing standards, electronic recording, and real property records administration.
• Knowledge of electronic recording, document-management systems, data-processing workflows, modern office technology, and Microsoft Office applications.
• Ability to analyze recording systems and workflows, identify errors or operational problems, and recommend effective solutions.
• Ability to manage electronic-recording queues, monitor quality-control activities, and coordinate corrections to recorded documents and indexed information.
• Ability to review complicated submissions and clearly communicate recording requirements to staff, electronic filers, attorneys, title professionals, and members of the public.
• Ability to train, mentor, and provide technical direction to employees while fostering an accurate, accountable, collaborative, and customer-focused work environment.
• Ability to develop procedures, system instructions, training materials, and workflow guides and provide technical guidance and training to staff.
• Ability to organize multiple priorities, exercise sound judgment, maintain effective working relationships, and recognize when an issue requires management, vendor, technical, or legal review.
• Strong written communication skills, including the ability to prepare professional correspondence, reports, procedures, instructions, and system documentation.

Advancement:

• Appointees who successfully complete the one-full year period will be eligible for advancement to the following title under Civil Service Commission procedures: Assistant Administrative Analyst.

The anticipated starting base pay for this position is:

• $60,000 - $65,000 per year, depending on experience and qualifications.

Benefits: Build your future while helping shape the future of your community. At Middlesex County, we’re committed to supporting our employees with competitive benefits and a workplace that values well-being and balance. Middlesex County is proud to provide the resources, support, and flexibility employees need to thrive both professionally and personally.

Learn more about our benefits: Benefits  

Join Middlesex County

Are you looking for a career that fits your interests and allows you to help your community? Middlesex County has opportunities for people with talent and drive!

Our 2,000+ employees work together to provide the services and support that make Middlesex County one of the healthiest, safest, and sustainable places to live work and play. We’re preparing for the future today with our Destination 2040 plan to help local businesses and residents grow and adapt to a continuously changing world.

You can build your own future while helping to build the future of your community. With competitive benefits, including a pension plan, on-site wellness coaches, and health and dental insurance, Middlesex County offers the support employees need. The County also promotes a healthy work-life balance with generous vacation, sick, and holiday leave.

Middlesex County is the most diverse county in New Jersey, and our employees reflect the dynamic energy of the County. We have locations throughout the County, from our downtown New Brunswick offices to our healthcare facilities to our parks system. No matter your interests and skills, there’s a place for you in Middlesex County. Build your career and your community – apply for a position with Middlesex County today.

For more information, visit middlesexcountynj.gov and find us on Facebook and Instagram. 

Middlesex County is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law.