Document Specialist

DOCUMENT SPECIALIST Job Description FLSA: Non-Exempt Pay Grade: G03 PICKENS COUNTY JOB DESCRIPTION – SEPTEMBER 2024 JOB TITLE: DOCUMENT SPECIALIST REGISTER OF DEEDS GENERAL DESCRIPTION OF JOB The purpose of the job is to perform routine to moderately complex clerical work in the recording, maintenance and verification of legal real estate and other County records, and to perform related clerical work as required.

This class works according to some procedures but decides how or when to do things; work is reviewed regularly by supervisor. ESSENTIAL TASKS: The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary .

Receives, examines, records, indexes, maintains and verifies real estate records, such as deeds, mortgages, liens, easements, satisfactions, mechanic’s liens, assessment liens, plats, map books, power of attorney records, rights-of-way, restrictions, contracts, agreements, etc., as well as federal and state tax liens.

Examines all records to determine recordability according to state requirements. Enters / scans documents and information into the computer. Imports survey records using the GIS scanner. Returns original documents to proper person or agency. Provides professional, courteous customer service at all times; assists the public in person and by telephone; researches records and provides information and copies of records as requested.

Calculates and collects recording and other fees; totals and balances daily receipts; prepares related reports. Complete daily transaction reports and balance the money, assist and resolve issues that arise in the absence of the Registrar as well as order supplies as needed. Educates the public on how to obtain information that is housed in the Register of Deeds office and routinely assists citizens in the public terminal room on how to operate computers.

Performs routine clerical work as required, including but not limited to preparing reports and records, entering and retrieving computer data, copying and filing documents, answering the telephone, sending and receiving faxes, processing daily mail, etc. Attends training, meetings, seminars, and/or workshops to enhance job knowledge and skills.

ADDITIONAL JOB FUNCTIONS : Performs other related duties as required. ESSENTIAL SAFETY FUNCTIONS : It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job.

Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses. INVOLVEMENT WITH DATA, PEOPLE, AND THINGS DATA INVOLVEMENT : Requires summarizing, tabulating or formatting data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

PEOPLE INVOLVEMENT : Requires speaking or signaling to people to convey or exchange information of a general nature. INVOLVEMENT WITH THINGS : Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

COGNITIVE REQUIREMENTS REASONING REQUIREMENTS : Requires performing semi-routine work following procedures with occasional problems. MATHEMATICAL REQUIREMENTS : Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages. LANGUAGE REQUIREMENTS : Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form.

MENTAL REQUIREMENTS : Requires doing clerical, manual or technical tasks prescribed by standard practices but which may require computation, the use of several procedures, and the use of independent judgments with obvious choices; requires normal attention for accurate results. VOCATIONAL/EDUCATIONAL AND EXPERIENCE PREPARATION VOCATIONAL/EDUCATIONAL PREPARATION : High school diploma or GED equivalent, or specialized vocational training.

EXPERIENCE REQUIREMENTS : One (1) year of related work experience. SPECIAL CERTIFICATIONS AND LICENSES : Must possess a valid state driver's license. Paralegal certification is desirable. AMERICANS WITH DISABILITIES ACT REQUIREMENTS PHYSICAL AND DEXTERITY REQUIREMENTS: Requires light work that involves walking or standing much of the time and involves exerting up to 20 pounds of force on a recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of mechanical or electronic office or shop machines or tools within moderate tolerances or limits of accuracy.

ENVIRONMENTAL HAZARDS : The job risks exposure to no known environmental hazards. SENSORY REQUIREMENTS : The job requires normal visual acuity and field of vision, hearing and speaking ability, and color perception. JUDGMENTS AND DECISIONS JUDGMENTS AND DECISIONS: Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

ADA COMPLIANCE Pickens County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Position : 128003 Type : INTERNAL & EXTERNAL Location : REGISTER OF DEEDS Grade : GRADE 03 Job Family : REGISTER OF DEEDS Job Class : DOCUMENT SPECIALIST Posting Start : 09/15/2026 Posting End : 12/31/9999 PER HOUR: $18.40-$18.40 ©2026 Tyler Technologies, Inc. Help/Feedback