<p>The City of Providence welcomes and encourages diversity in our workforce at all levels of the organization. We provide equal employment opportunities to all employees and applicants for employment and prohibit hiring discrimination of any type. All City hiring decisions are made without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.</p> <p>Job Summary</p> <p>The Recorder of Deeds oversees all operations of the City of Providence's Deeds Office and ensures the integrity, accuracy, and accessibility of all real estate-related records. This role is responsible for safeguarding public documents, managing digital and physical record systems, and providing responsive service to City departments, title searchers, attorneys, and the public. The Recorder of Deeds is an integral member of the City's multi-departmental finance team and reports directly to the Finance Director.</p> <p>Duties & Responsibilities</p> <p>Department Operations & Staff Leadership</p> <ul> <li>Lead, manage, and develop departmental staff, promoting a high-performance, customer-oriented culture. </li><li>Oversee the recording, scanning, indexing, and archiving of all real estate documents within the City of Providence. </li><li>Ensure the accuracy and integrity of indexing and data entry in both physical and electronic recording systems. </li><li>Manage collection and reconciliation of all applicable taxes, recording fees, and related charges. </li><li>Ensure timely preparation and issuance of certified copies and official documents. </li></ul> <p>Financial & Administrative Oversight</p> <ul> <li>Prepare and submit monthly statements to the State and City for Conveyance and Historic Tax fees. </li><li>Invoice the Internal Revenue Service and State agencies for recorded liens and discharges. </li><li>Approve departmental payroll and oversee staffing levels. </li><li>Prepare and administer the department's annual operating budget. </li><li>Oversee the execution and performance of all contracts, including technology, software, and document-management vendors. </li></ul> <p>Technology, Compliance & Process Improvement</p> <ul> <li>Lead modernization of the office by implementing and managing electronic recording (e-recording) platforms, imaging systems, and digital archiving tools. </li><li>Maintain and enhance database and document-management systems to ensure security, accessibility, and compliance with retention policies. </li><li>Collaborate with IT and Finance to advance automation, workflow improvements, cybersecurity safeguards, and data governance. </li><li>Ensure compliance with City, State, and federal laws related to recording, public access, records retention, and privacy. </li><li>Monitor changes in legislation and adopt procedural or technological adjustments as required. </li></ul> <p>Other Duties</p> <ul> <li>Provide guidance and support to internal and external stakeholders regarding recording processes and requirements. </li><li>Perform other related duties as assigned. </li></ul> <p>Minimum Qualifications</p> <ul> <li> <p>High school diploma or equivalent required; additional coursework or certifications in public administration, business, records management, or information systems strongly preferred.</p> </li><li> <p>Minimum of five (5) years of experience in a real estate, municipal, legal, or business office setting; experience working with land records or recording systems is preferred.</p> </li><li> <p>Demonstrated ability to lead, organize, and supervise a team in a fast-paced, customer-facing environment.</p> </li><li> <p>Strong interpersonal skills with the ability to maintain effective working relationships with staff, other City departments, and the general public.</p> </li><li> <p>Proficiency with office technologies, including:</p> </li><li> <p>Electronic recording (e-recording) systems</p> </li><li> <p>Document imaging and digital archiving tools</p> </li><li> <p>Databases and indexing platforms</p> </li><li> <p>Microsoft Office Suite</p> </li><li> <p>Workflow/automation tools and basic reporting</p> </li><li> <p>Ability to adapt to emerging technologies and drive process improvements.</p> </li><li> <p>Ability to perform all essential functions of the job.</p> </li></ul> <p>Posting expires when position is filled.</p> <p>APPLY NOW</p>