Records Controller

Allen County

Job Description

RECORDS CONTROLLER

Department: Recorder’s Office                                                       FLSA Status: Non-exempt

Classification/Level:  Office Support. B-4                                      Date:  04/2023

Under the direction of the Recorder, the Records Controller is responsible for providing forms and filing information for new businesses, as well as initiating the recording of documents and entering documents into the computerized records management system.  This position is Covered as defined by the Board of Commissioners of the County of Allen Employee Handbook.        

ESSENTIAL FUNCTIONS:

• Responsible for recording documents for permanent record, including providing forms and filing information for new businesses, initiating the recording of documents and entering documents into the computerized records management system.
• Reviews all incoming documents in order to ensure compliancy with Indiana Code.
• Collects fees for recordings and copies and enters financial information into system. Maintains and balances cash drawer.
• Enters indexing information into the computers system from recorded documents, in order to create a permanent record.
• Provides professional and courteous assistance to customers searching for records.
• Answers telephone and greets office visitors.  Responds to or directs questions regarding the Recorder’s Office.
• Audits information entered into land records system and corrects any errors.
• Responsible for ensuring documents are returned to their submitter.

• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED and more than a year of customer service experience
• Experience working with real estate title work preferred
• Knowledge of the property records and Indiana Code requirements for recording documents and collecting appropriate fees
• Ability to understand and apply public access laws pertaining to records held by the Recorder’s Office
• Strong computer skills with the ability to use Microsoft Office and other job related software
• Strong multi-tasking skills in order to handle a steady flow of documents while assisting office visitors and answering phones
• Strong customer service skills in order to professionally and courteously assist office visitors and answer telephone
• Ability to perform duties efficiently and meet deadlines amidst frequent distractions, delays and interruptions
• Must be able to type at least 45 WPM

DIFFICULTY OF WORK:

The Records Controller performs work that is moderately complex when initiating the recording of documents and providing forms and filing information for new businesses.  Understanding of public access laws and Indiana Code requirements for recording documents are required in order to review documents for compliancy and collect appropriate fees.

RESPONSIBILITY:

The Records Controller makes choices and takes action when assisting office visitors and answering telephones.  Errors in decisions are not immediately apparent but are revealed through adverse effects on subsequent operations.  Work is reviewed upon conclusion.

PERSONAL WORK RELATIONSHIPS:

The Records Controller maintains frequent contact with other County employees, government and non-governmental agencies, and the public when recording documents for permanent record, assisting office visitors and answering phones.

WORKING CONDITIONS:

The Records Controller works in a standard office setting with frequent sitting and the ability to move about freely.  Some lifting of up to twenty pounds and bending is required and frequent monitoring of equipment exists.  Very frequent typing, attention to detail, detailed inspection and proofreading is to be expected. 

SUPERVISION:

None

LICENSING:

None

IMMEDIATE SUPERVISOR:

Recorder

HOURS:

Monday – Friday; 8:00 am – 5:00 pm; 37.5 hours/week; overtime as required

EEO CATEGORY:

0106

WORKERS’S COMP CODE:

8810