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The County of DuPage
Wheaton, Illinois

Job Details for 1207 - EO Recording Research Supervisor

Job Description

GRADE: 312

Under direction; performs work of considerable difficulty supervising staff engaged in recording documents and providing assistance to the public in researching recorded documents as well as coordinating special projects as assigned; performs related work as required.

An employee in this class performs supervisory and administrative responsibilities coordinating the overall activities of the department, spends substantial amount of time supervising and coordinating customer requests for office services, including Internet access to the Recorders information. This position is distinguished by responsibility for the resolution of complex public inquires often requiring research and interpretation of the Illinois State Statues, County Board Ordinance, Real Estate and any other recordings. Work is performed independently, supervision is exercised over subordinate personnel and general direction is received from the recorder or Chief Deputy Recorder.

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Recommends hires and promotions and directs employment decisions for all assigned positions
• Reviews workload and determines priorities
• Organizes schedules and reviews the work of the unit
• Develops and recommends procedures to ensure effective operations to the department
• Assists subordinates in the more difficult aspects of work
• Responds to the more difficult or complex public inquires
• Supervises staff responsible for recording documents and answering concerns or complaints relating to recorded documents
• Maintains current knowledge of state statutes and County Board Ordinances, develops departmental procedures to maintain compliance with these statutes and ordinances and assists staff in the interpretation of department procedures
• Supervises the maintenance of all applicable database filings
• Provides for the training and development of employees, delegates, assigns and supervises the work of subordinate staff
• Attends office staff meeting and represents the County Recorder in Clerks and Recorder Meetings across the state
• Ensures documents are properly indexed and backed up
• Performs daily review and accounts for all documents recorded and fees collected
• Performs special projects and research as assigned
• Maintains regular attendance and punctuality

• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Illinois Statutes and County Board Ordinances
• Management and leadership principles
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Monitor and evaluate employees
• Prioritize and assign work
• Plan, organize, supervise and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Provide leadership to effectively resolve issues
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality

Exercises supervision of personnel in related area of responsibility.

Completion of a Bachelor's degree in Public or Business Administration or related field, and three years customer service experience related to document recording, including two years in a supervisory role; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

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 functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.