Recorder of Deeds

Internal applicants will be considered before external applicants.

GENERAL PURPOSE
The Recorder of Deeds position manages the receipt and filing of deeds, mortgages, and other documents related to real estate, and is responsible for the supervision, planning, and coordination of the activities and operations of the Deeds Office. The Recorder of Deeds is responsible for carrying out and controlling procedures and operations necessary in the safekeeping of official documents of record. Work is performed in accordance with applicable Pennsylvania law and regulation.

SUPERVISION RECEIVED
This position reports directly to the Director of Fiscal Affairs.

SUPERVISION EXERCISED
This position is responsible for supervision over the following classifications: Clerical Technician 2, Clerical Technician 3, Deputy Recorder of Deeds, and Lead Deputy Recorder of Deeds.

ESSENTIAL DUTIES OF THE POSITION
Supervises support staff engaged in receiving, processing, and recording deeds, mortgages, and other real estate documents.

Interviews applicants. Supervises the training of new employees. Provides direction, assistance, and support to staff performing the recording, scanning, indexing, proofing, and verification of documents and other clerical duties.

Advises staff on difficult or unusual problems encountered in recording deeds, mortgages, and other real estate documents.

Gathers and provides financial information for equipment and supplies for use in budget preparation. Prepares long and short-term budget recommendations for use by higher level management.

Prepares purchase requisitions for purchase of office supplies and equipment.

Identifies need and works with Lead Deputy Recorder of Deeds, Deputy Recorder of Deeds, and Solicitor’s office with formulation of internal office policies and procedures in compliance with Pennsylvania regulations.

Works with the Lead Deputy Recorder of Deeds and Deputy Recorder of Deeds in the creation of forms to assist in the daily operations of the office.

Prepares and submits correspondence, administrative records, request, and reports including those for other government agencies.

Works with Lead Deputy Recorder of Deeds and Deputy Recorder of Deeds to develop a daily deposit to the bank and periodically perform audits for the staff cash drawers.

Advises members of the public of laws and other requirements for recording deeds, mortgages, and other real estate documents. Assists members of the public with finding information and/or how to complete required forms.

Represents Northampton County Recorder of Deeds office at conventions, user meetings and seminars. Prepares reports for staff on any changes and/or updates.

Develops and submits monthly and annual reports to the state, municipal offices, and school districts.

Receives and accounts for all fees, commissions, and charges. Reconciles same on a daily basis. Reconciles monthly expenditure reports and daily bank accounts.

Appraises employee performance and handles disciplinary issues. Maintains employee attendance records.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE – Completion of a Bachelor’s degree program with major coursework in business, administration, public administration, or a related field. NOTE: Professional work experience in records management, including legal and/or real estate work, which includes supervision may be substituted for the education requirement on a year for year basis; AND

At least five (5) years of professional work experience in records management or office management work which has included substantial involvement with and/or exposure to legal and/or real estate terminology, forms, and procedures; AND

At least two (2) year of professional work experience involving supervising personnel.

KNOWLEDGE, SKILLS, AND ABILITIES  
Comprehensive knowledge of the goals, objectives, principles, and practices commonly employed in the recording of deeds, mortgages, and other related real estate documents.

Comprehensive knowledge of laws, regulations, and precedents governing the recording and safekeeping of deeds, mortgages, and other related real estate documents.

Knowledge of administrative methods and records management of techniques commonly used in developing and processing information, keeping records, and ensuring the secure control of information and documents. Must be proficient in the use of legal and real estate terminology.

Thorough knowledge of supervisory principles and practices, and possession of the ability to effectively train employees.

Ability to learn specific laws, regulations, and requirements governing County operations in the recording of deeds, mortgages, and other related real estate documents.

Ability to operate a personal computer to enter information into, and secure information from, established data processing, spreadsheet, word processing, database, and graphics programs.

Ability to establish and maintain effective working relationships with employees, officials, and the public.

Ability to communicate effectively, both verbally and in writing.

Possesses strong organizational skills and the ability to work independently.

Ability to read, write, speak, understand and communicate in English to perform the duties of this position.    

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.  

The employee must occasionally lift and/or move up to twenty-five (25) pounds.  

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

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


FLSA STATUS:    FLSA EXEMPT (NOT ELIGIBLE FOR OVERTIME)
DESIGNATION:    CAREER SERVICE
PAY GRADE:        CS/GR27
UNION STATUS:  NON-UNION CAREER SERVICE

Updated July 2025