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Deputy Register of Deeds - Vital Statistics

DEPUTY REGISTER OF DEEDS VITAL STATISTICS DEPARTMENT
General Statement of Duties
Performs responsible clerical duties of a legal nature in the office of the Register of Deeds; does related work as required.
Essential Functions of the Class
Employees are responsible for maintaining, issuing, indexing, photocopying, and computer entry of various legal instruments and records. Work requires the use of good judgment in making decisions as to accuracy completeness, and consistency of instruments and records. Work is guided by N. C. General Statute and is performed under general supervision of the Register of Deeds or the Assi tant.
A pleasant demeanor is essential in order to provide the citizens of Alamance
County with not only efficiency but also with a memorable visit to the Register of Deeds office.
Illustrative Examples of Work
Receives, processes, maintains and issues certified copies of birth, death and marriage records to eligible persons according to N.C. General Statutes.
Marriage licenses originate in this office and judgment is required regarding the necessity of creating an affidavit if needed according to N. C. General Statutes.
Process and prepares delayed birth certificates, legitimations of births and amendments to recorded documents.
Calculates, collects and accounts for vital records fees. Receives, processes and maintain files of vital records and data.
Enter and maintain accurate computer records of all Vital Statistics Department data.
Assist the public in using records and searching for various vital documents as requested.
Answer all telephone inquiries and direct to proper department at the Register of Deeds and to other County offices.
Opens and distributes office incoming daily mail.
Administers Notary Public oaths. Prepares notary authentications and other documents as requested. Maintains paper as well as computer files of notary certificates as dictated by General Statute.
Responsible for yearly shredding of documents according to the North Carolina General Statute and the retention schedule.
Responsible for providing the local Board of Elections with copies of in-County deaths each month.
Performs related tasks as required.
Essential Knowledge, Skills and Abilities
Thorough working knowledge of the operations, procedures and legal instruments prepared and/or handled at the office of the Register of Deeds.
Thorough working knowledge of the statutes relating to matters under the jurisdiction of the Register of Deeds office.
Knowledge of the in-house computer system and the ability to train co-workers.
Knowledge of the procedures used to maintain computerized records in the Vital Records Department.
Knowledge of the overall operations and functions of County government.
Knowledge of standard office machines, business English, grammar, spelling and arithmetic.
Ability to make sound decisions relating to assigned operations in conformance with applicable laws and office policies and procedures.
Ability to establish and maintain effective working relationships with other employees and the general public.
Ability to detect inaccuracies of various legal documents and records in the Vital Statistics Department.
Ability to locate various records and documents quickly.
Ability to lift up to 20 pounds, bending, reaching and climbing ladders at times to retrieve documents.
Ability to prepare neat and accurate records using knowledge of office equipment, including, but not limited to, computer, copy machine, typewriter.
Ability to follow oral and written instructions to perform duties.
Desirable Training and Experience
Graduation from high school and experience in clerical work, preferably in a Register of Deeds office; or an equivalent combination of training and experience.
Required workshop and/or seminars at the Institute of Government in Chapel Hill, North Carolina, relating to laws and functions of the Register of Deeds office.
Employees are encouraged to attend when workshops are offered by the North Carolina Association of Register of Deeds (NCARD).



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