Administrative Assistant- Register of Wills - Honesdale, United States - Wayne County

Wayne County

Verified Company

Honesdale, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The Wayne County Register of Wills & Recorder of Deeds is hiring a full-time Administrative Assistant 1 at the Courthouse, Honesdale, PA.

This position is set in a busy, dual-office that provides service and access to the general public, legal community and private sector.

The 37.5hour work week is from 8:00a.m.

4:30p.m. Monday through Friday that includes a benefit package.

The Register of Wills Office probates decedent's Wills, grants Letters of Administration, and is the commonwealth's agent for collection of inheritance tax.

The Recorder of Deeds Office records real estate documents, notary public and public official bonds and commissions, and files military discharge papers.

Employee works independently and as part of a team rotation schedule. This position is supervised by the Elected Official, Chief Deputy and First Deputy.

This office is a dual responsibility office requiring knowledge of both offices.

JOB SUMMARY:
Records, scans, indexes and certifies all types of land documents into a computer management system.

Assists the general public, legal community, and the private sector with locating land records and real estate documents on the management system.

The recording of documents provides an accurate history trail of property/land records for the County of Wayne.

Assists with the opening of decedent's estate as the first step in the estate administration process whereby establishing an estate file including the required legal documentation to permit the estate to be opened for proper administration.
Assists the general public, legal community, and the private sector with locating estate files on the management system. The filing of documents provides an accurate history trail of estate records for the County of Wayne.
Employee works independently within standard operating procedure; however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.

Qualifications:

High school diploma or equivalent with minimum of 2 years office experience.

Special Requirements:

Knowledge of Microsoft Word, Excel and Outlook. Ability to learn software management systems. Attention to detail and accuracy is necessary. Maintain confidentiality and professional demeanor.

Good English skills; communication skills; and mathematical skills.

Miscellaneous Information:

Daily presence in office during normal operating hours. Criminal background clearance and preemployment drug screen test required.

ESSENTIAL JOB FUNCTIONS-

Open estates, review and process proper estate documents.
Enter estate information into the management software system.
Process the filing of inheritance tax returns, inventories, family settlement agreements, status reports, certifications of notices, and other miscellaneous filings and generate a receipt for the filings.
Process requests for certified and exemplified copies (triple seal) of estate documents.
Process incoming mail, including real estate recordings, real estate tax payments, estate inquiries, inheritance tax payments, inheritance tax returns, and other miscellaneous information.
Record land documents into the management software system.
Collect and process realty transfer tax payments for the Commonwealth of Pennsylvania, school districts and local municipalities.
Verify every deed tax stamp to ensure accuracy of municipality for monthend reports.
Complete Recorders Certificate on all recorded documents.
Send rejection letters to customers when documents are not recordable.
Record DD214's for veterans and prepare certified copies.
Assist attorneys and the general public with questions regarding Estate procedures & Recorder processes, copy requests.
Prepare the necessary forms and process Registered, certified, and insured outgoing mail according to postal regulations and other carrier services.
Add new copy charge accounts and funds copy accounts for customers.
Operate a telephone call directory with the capability of multiple line switching to receive incoming calls, provide office and location information, transfer calls, place outgoing calls, and construct conference calls.
Take dictation on a variety of letters, memoranda, reports, transmittals, and similar documents, and transcribes into draft and final form for ROW/ROD and senior staff members.
Direct visitors to the appropriate personnel based on the nature of business.
Perform other duties assigned.

WORKING CONDITIONS

Works with average indoor exposure to noise, stress and frequent disruptions.
May be required to lift up to 20 pounds on an occasional basis.
Normal indoor exposure to dirt/dust.

PHYSICAL AND MENTAL REQUIREMENTS

Walk, stand, and sit for extended periods of time; remain in a stationary position frequently, but also to occasionally move about within the Courthouse and other County facilities to access other staff and materials.
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