Manager of Recording Operations - Cook County Clerk's Office

                                                   OFFICE OF THE COOK COUNTY CLERK
                                                NOTICE OF JOB OPPORTUNITY


                                                 Manager of Recording Operations 



Reference ID: COB – 00001
Posting Date: October 15, 2024                                                            
Closing Date: October 29, 2024, @ 11:59:00 PM
Status: Full-time 
Shift Start Time:  9:00 A.M.                                                                                 
Shift End Time:  5:00 P.M.
Department: Recording Operations
Division: Recording Operations
Location:   118 N. Clark Street                                                                            
Salary Range:  $76,195
Grade:    20-NONE-2           
Job Code: 8904
Shakman Status:   NON-EXEMPT                                                                        
FLSA Status: Non-Exempt
Application Process: Internal/External


                                                                           
                                                                         Job Summary

Reports to and directly support the Recording Administration in the planning, organization and direction of the work of Assistant Managers and other subordinate staff in the Recording Operations Division.  Under limited supervision, performs a full range of administrative duties as they relate to Cook County Clerk’s office (“CCCO”) Recording Operation services. Carries out managerial responsibilities in accordance with CCCO’s policies and applicable laws. Additional responsibilities include planning, gathering data, assigning and directing work, maintaining good customer service, and ensuring the professional image of the Cook County Clerk’s Office.

                                                                      Essential Job Duties
 

• Acts as leader for the Recording Operations Division, supervises and directs the daily functions of the Recording Operations Division.
• Communicates the instructions of the Deputy Clerk of Recording Operations, Director of Recording Operations and other CCCO executives to various individuals and/or Sections.
• Responsible for enforcing CCCO office policy for the Division including the preparation of incident reports.  
• Administers projects involving property research to determine the solutions for complex issues pertaining to the chain of title, ownership, liens and judgments for government agencies, title companies and financial institutions.
• Develops and implements Standard Operating Procedures for related recording operation record management policies for recording operations conference via and in coordination with the Division supervisors and employees.
• Serves as an interviewer on interview panels for various positions in the CCCO office
• Daily monitoring of departmental logs and number of documents for recording in order to determine staffing needs and reduce system backlog.
• Monitors the daily functions of the various sections responsible for reviewing, processing, and recording documents for the entire Recording Operations Division.
• Oversees the recording of documents in accordance with governmental recordkeeping requirements to ensure implementation of CCCO office policies necessary for the recording of documents.
• Supervises the Division and recommends and ensures adequate training in order to provide appropriate level of CCCO services.
• Determines support subordinate staff schedules; approves support subordinate staff time-off requests; reviews and audits daily time; administers performance evaluations for Division supervisors. and disciplinary actions for Division supervisors and subordinates.
• Responsible for overseeing adequate staffing throughout the Division, including oversight of assistant managers scheduling of assigned employees in accordance with CCCO policies and procedures.
• Prepares weekly and bi-monthly production reports and attends administrative meetings.
• Maintains physical and computerized records of production reports and prepares letters, memoranda and reports to communicate information regarding the Division’s operations and/or program activities to supervisors and other executive staff, as needed.
• Works in conjunction with Deputy Clerk of Security or their designee to assess the proper safety and security needs of the Division.
• Acts as liaison for and addresses customer service issues, questions, and complaints.
• Maintains appropriate office supplies and equipment to support daily activities of the Division.
• Conducts duties of any recording operations employee in their absence, based on operation needs.
• Serves as back-up for UCC searches, based on operational needs.

This list represents the essential tasks performed by the Position.  Employees may be assigned additional Position-related duties by management as required.
 
                                                                  Minimum Qualifications
 

• Possession of Bachelor’s degree from an accredited college or university, AND Seven (7) years full-time work experience in customer service. OR Possession of High School Diploma or the General Education Development (GED) test certificate, AND ten (10) years full-time paid work experience in customer service, project management
• Five (5) years of full-time supervising experience.
• Five (5) years of full-time work experience working with one or more of the following real estate related documents: mortgages, warranty deeds, liens, judgements, orders, affidavits, and decrees.

                                                         
                                                                Preferred Qualifications
 

• Master’s degree from accredited college or university. 

Resumes and application must clearly indicate duration of and nature of experience, for consideration in accordance with minimum and preferred qualifications.


                                                           Knowledge, Skills and Abilities
 

• Proficiency with Microsoft Word and Excel. 

• Knowledge of common real estate and other recording-related documents within the Recording Operations Division.
• Knowledge of ancillary programs and services, such as property fraud alerts and recordation and retrieval of Veteran’s discharge documents.
• Ability to work with computers and Division specific software necessary to conduct the duties of the Position, including the ability to run reports.
• Ability to communicate objectively and to work well with fellow Employees and customers.
• Ability to manage time and meet reporting deadlines.
• Comprehensive knowledge of common recording and real estate documents used within the office.
• Comprehensive knowledge of the CCCO’s department policies and procedures.
• Excellent oral and written communication skills.
• Strong project management skills.
• Excellent analytical skills and leadership abilities.
• Ability to perform conflict resolution, to establish and maintain professional decorum and to make decisions in a fair and objective manner.
• Ability to supervise and evaluate staff, to delegate assignments and monitor progress, and to manage a diverse bargaining unit workforce.
• Ability to effectively communicate with representatives of private industry and with government/elected officials.
• Ability to interpret and explain CCCO policies and procedures to subordinate staff.
• Ability to motivate employees in carrying out their work responsibilities.
• Ability to speak clearly and concisely before large and small groups.
• Ability to maintain confidentiality.

                                                             
                                                                 Physical Requirements

• Ability to sit frequently and for long periods of time.
• Long periods of time working on computer requiring vision and typing capabilities.

                                                                     
                                                                    

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