Document Indexing Jobs in Utah (NOW HIRING)

The Deputy Recorder performs advanced, accuracy-critical work to ensure land records and other legal documents are properly received, reviewed for compliance, recorded, indexed, secured, and made available for public access and downstream governmental use. This position protects record integrity affecting ownership, taxation, and public trust through high-volume processing, quality control, and modernization workflow ownership.

SUPERVISION RECEIVED:

Supervision Received: Works under general supervision of the County Recorder/Surveyor and/or Recorder/Surveyor Director of Operations.

RESPONSIBILITIES:

Recording Intake, Review, and Compliance:

• Receive and process documents affecting land ownership, rights, boundaries, access, and related legal interests (e.g., deeds, mortgages, liens, releases, plats, easements).
• Review documents for completeness and recording compliance; provide curative guidance and reject or hold documents when requirements are not met.
• Ensure documents are scanned/imaged and stored as permanent public record; ensure appropriate handling and return of originals when applicable.

Indexing Standards, Data Integrity, and Quality Assurance:

• Perform accurate indexing and cross-indexing to maintain reliable public records and downstream data integrity.
• Interpret legal descriptions and verify critical indexing elements; maintain a low-error workflow to prevent mis-linked ownership, parcel clouds, and assessment impacts.
• Conduct audits and QA checks on indexing accuracy; correct errors and document corrective actions.
• Maintain and apply indexing standards, including PRIA-informed document type mapping, code tables, and naming conventions, in coordination with office leadership.

Customer Service and Escalation Resolution:

• Provide high-level customer service to the public, title and escrow, attorneys, municipalities, and internal county departments.
• Handle escalations professionally; research records and explain outcomes in plain language.
• Provide copies and certified copies as authorized and in accordance with office procedures.

Financial Operations and Daily Reconciliation:

• Collect recording fees; balance daily activity; generate daily reports; coordinate deposits with the County Treasurer Office.
• Maintain audit-ready receipt and reconciliation practices consistent with public accountability.

Records Security, Privacy, and Incident Awareness:

• Follow records security and privacy requirements, including confidentiality and redaction practices where applicable.
• Participate in incident response steps as assigned (e.g., suspected fraud, sensitive data exposure, access concerns).

Technology Operations and Modernization Workflow Ownership:

• Operate and support Tyler Eagle Recorder workflows, eRecording intake, document fraud notification, digital indexing tools, parcel lookup support, and public portal assistance.
• Serve as a workflow owner for modernization efforts, helping define requirements, test changes, and operationalize improved processes and standards.
• Support planned innovations including AI-assisted indexing/data extraction, QA automation, GIS-Recorder integration, and pilot initiatives (including blockchain-based record verification work) as directed.
• Maintain desk procedures (SOPs) and training materials to support consistency, onboarding, and resilience during turnover.

Additional Responsibilities:

• Perform other duties as assigned.

QUALIFICATIONS:

Education and Experience:

• High school diploma or GED required.
• Three (3) or more years of progressively responsible experience in county recording, title and escrow, real estate legal documents, document indexing, or closely related records work; or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Working knowledge of real estate legal documents, recording requirements, indexing practices, and fee handling.
• Strong computer and systems proficiency; ability to learn and operate evolving tools quickly.
• Ability to read and interpret legal descriptions, perform accurate record research, and communicate clearly with the public and professionals.
• Sound judgment on routine matters and the ability to recognize high-risk exceptions and escalate appropriately.

Special Requirements:

• Must be bondable.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

• Work is primarily performed in an indoor office environment with sustained computer use.
• Duties require frequent sitting, talking, hearing, and use of hands and fingers to operate computers and related office equipment.
• Occasional standing, walking, bending, and light lifting may be required.