The Recording/Counter Clerk performs various clerical functions that require considerable judgment, experience and responsibility. This work involves determining if a document is recordable, partial indexing, cashiering, handling monies, determining the correct fees, reconciling a cash drawer, preparing documents to be scanned and customer relations.

This is an entry level position. The successful candidate will have exceptional customer service skills and enjoy working with the public. The candidate will receive on–the-job training in recording paper documents and identifying document types, pulling microfilm when necessary and looking up real estate documents in our system and using our internal computer programs.

This position is responsible for using advanced technology to record and price documents received from the general public, attorneys, title searchers, and others. Strong computer skills are highly desired.

The Recording/Counter Clerk works extensively with the public and must present a professional image for the Recorder of Deeds Office.

To facilitate and record filings, the clerk will:

• Provide counter assistance to the general public, attorneys, title agencies, Sheriff’s Office, Assessment Office and others. The clerk answers questions and assists filers with procedural information;
• Review documents and determine if the instrument is recordable within the standards of the Recorder of Deeds office and recording law; in addition, check for necessary information on the County Tax label, such as parcel identification number and ownership;
• Enter information used to calculate fees and taxes and confirm that the accompanying payment is accurate;
• Answer questions either by phone or in person from customers who are in the process of preparing documents prior to their submission for recording;
• Return documents received by mail, including UPS and Federal Express, which are not recordable with a checklist of changes required;
• Ensure that documents are processed according to established procedures, regulations and statutory requirements;
• Once trained, be familiar with the statutory regulations for the recording of documents in Pennsylvania;
• Swear in Notary applicants and cashier their payments to our office;
• Be available to record, search or assist in generating a Veteran Photo ID card. This may require some local travel on a voluntary basis when our office attends community events to record veterans discharge papers and issue Veteran Photo ID cards.

To cashier filings, the clerk will:

• Accept recording and tax payments and use an electronic cash drawer;
• Process receipts, charge appropriate fees, and receive payments via cash, check or credit card;
• Account for and issue receipts for checks for filings received through the mail, including Federal Express and UPS.

As part of the customer service function, the clerk will:

• Assist customers at the counter with general information questions and direct customers to the public search area for assistance in looking up information;
• Answer questions about how to file a Deed, Mortgage, Military Discharge, etc.;
• Explain Recorder of Deeds processes;
• Refer highly specialized questions to the proper supervisor;
• Refer to supervisor as needed to discuss and resolve problems pertaining to document order/information/acceptance, system malfunctions, etc.;
• Trouble-shoot basic technical issues;
• All other duties as assigned.

The requirements listed below are representative of the knowledge, skill and/or ability required.

• High School Diploma or Equivalent Degree; College courses or Associated Degree Preferred or any combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential function of the job;
• Two years of experience performing general office duties such as computer skills, filing, answering the phone and dealing with the public, general knowledge of land records a plus but not necessary;

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 stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

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 function. The noise level in the work environment is usually moderate.