Cumberland County Government

Deeds Clerk II

Registry of Deeds - Portland, ME - Full Time

JOB PURPOSE:  The purpose of the Deeds Clerk II position is to ensure compliance with Title 33 of Maine Revised Statutes through the acceptance, processing, recording and management of documents for public record. The Deeds Clerk II position is responsible for performing complex clerical, record keeping and accounting duties. This position is 40 hours per week, with a full benefits package.  Pay for this position is a range of $24.05 to $29.32 per hour.  This range reflects the County’s good-faith estimate of pay for this position at the time of posting. Starting pay is determined based on qualifications, experience, and internal equity in alignment with the County’s step-based compensation system. Please note, applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

QUALIFICATIONS: 

  • High school diploma or equivalent required. Associates degree in business administration or related field desirable;
  • One year’s experience of related governmental, financial or real estate title work;
  • Any equivalent combination of education and experience or training will be considered.

MAJOR RESPONSIBILITIES:

  1. Evaluate, process and record overnight and U.S. mail deliveries, electronic filings, and documents submitted in person.
  2. Assess each document that is presented for recording to ensure it meets recording requirements and compliance with all State Statues
  3. Maintain knowledge of the purpose and composition of a variety of legal documents
  4. Maintain knowledge of the general provisions of Title 33, which governs the Registry of Deeds to ensure consistent product that meets the statutory requirements of the State of Maine.
  5. Maintain professional and technical knowledge by studying applicable federal, state, county and local laws and ordinances; attending educational workshops; reviewing professional publications; practicing skills; participating in professional societies.
  6. Maintain extensive knowledge of State of Maine transfer tax statues, especially regarding the nuances of specific exemptions.
  7. Maintain knowledge of federal foreclosure legislation.
  8. Maintain technical knowledge of electronic recording system.
  9. Possess ability to discern the “granting clause” and how it impacts the grantor/grantee indexing information. 
  10. Index every document accurately to add the document to the public record database.
  11. Communicate with customers and provide high level of customer service regularly, including face to face customers, as well as via email and telephone.
  12. Certify all documents and plans recorded at the end of each day Ensure all original documents are mailed back to the appropriate submitter.
  13. Ability to appropriately recognize municipal, non-municipal and quasi-municipal (exempt from transfer tax but not from surcharge) documents and charge accurate fees accordingly.
  14. Knowledge of fee requirements for additional names and references and ability to discern circumstances in which those fees should be assessed.
  15. Complete daily money reports and transfer tax reports to be submitted to the finance department in the absence of the Register and Deputy Register.
  16. Ability to respond to inquiries from both legal professionals and the general public regarding recording procedures, statutory requirements, document rejection inquiries and various other registry related issues. 
  17. Develop and maintain working knowledge of all deed areas.
  18. Performs other duties as needed and requested.

Cumberland County offers an excellent and comprehensive benefits package and is proud of its talented and dedicated workforce. Come join our team and culture of engaged employees. Our strong management team is dedicated to providing employees with inspiring leadership, a positive and friendly workplace, support, encouragement and the necessary tools for success. We offer tuition reimbursement, wellness program, and professional development and training opportunities.

Position will remain open until filled. 

Cumberland County is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected Veteran status.

Apply: Deeds Clerk II
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