Deputy Recorder

COUNTY OF AITKIN; Aitkin (MN); On-site; USD 32,000 - 44,000; Full time

Job summary

County of Aitkin is seeking an entry-level records clerk to manage real estate documents, birth/death records, and related office functions under the supervision of the County Recorder.

You will provide courteous service to the public and professionals, perform data entry, maintain records, and assist with clerical duties across several departments.

Qualifications

• Entry-level clerical position.
• Requires outstanding computer, communication, and attention to detail.
• A certificate or 1 year of post-secondary education in clerical, business, real estate, or related field is beneficial.

Responsibilities

• Respond to inquiries and advise the public, attorneys, Realtors, bankers, and county departments by phone or in person.
• Accept and record documents accurately; data entry, filing, labeling, and indexing; prepare reports.
• Certify copies and supervise issuance of certified/uncertified copies; scan documents.
• Open and process mail; compose correspondence and contact individuals on rejected documents.
• Explain real estate Torrens title documents and procedures; record Torrens titles and issue certificates.
• Train other staff and assist in training new personnel; exercise independent judgment.
• Follow instructions and resolve minor computer issues; attend trainings as needed.

Skills

Reading, writing, and speaking English

Organization and time management

Typing 30 wpm

Education

Clerical/business/real estate-related coursework

Tools

County Payroll Software/E-time

WebFusion GIS

Microsoft Word

Excel

Outlook

Internet

Job description

Pay Grade:Grade 4 - Hourly $23.40 - $32.16, starting wage DOQ (open range scale - CH)

Job Summary

To perform a variety-orientated tasks related to real estate property, U.S. Armed Forces discharges, vital statistics and land survey records, light bookkeeping and document preservation in accordance with Minnesota Statutes. Provides courteous, respectful and proficient customer service to private citizens, professional businesses and governmental agencies.

Supervision Received

Works under general supervision of the County Recorder. Also receives work direction from the Chief Deputy Recorder.

Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks.

Supervision Exercised

No formal supervisory authority.

Essential Functions

This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

• Responds to inquiries and assists and advises the general public, attorneys, Realtors, bankers, and other county departments by phone and in person. Works with real estate (both abstract and Torrens) documents and birth and death records, answers questions and resolves problems using knowledge of laws and office procedures.
• Accepts and records all documents accurately and completely. This may include photocopying, data entry, inserting records into official record books, labeling documents in numerical order, filing, mailing, maintaining indexes, and other related duties, all performed with the highest degree of accuracy. Prepares daily, monthly, annual, and other reports using accounting principles and office procedures.
• Certifies copies and supervises the issuing of certified and uncertified copies of all documents filed in the office. Scans documents. Operates office equipment needed to complete these tasks.
• Opens, sorts, distributes, and sends out mail. Composes correspondence and contacts individuals on rejected documents due to error in completeness.
• Answers inquiries regarding real estate Torrens title documents and procedures. Approves and records Torrens title documents, files tracts, issues new certificates of title, residue certificates by using knowledge of Torrens and office system procedures.
• Trains other office personnel by using knowledge of laws, office procedures and system, and assumes responsibilities in the absence of the County Recorder and Chief Deputy. Assists in the training of new office support staff as directed.
• Exercises independent judgment in daily work activities.
• Follows oral and written instructions.
• Resolves minor computer issues.
• Attends training and meetings as needed.
• Performs other related duties as assigned or apparent.

Minimum Qualifications

This is an entry-level clerical position. Must have outstanding computer skills, communication skills, and attention to detail.

A certificate or minimum of one year of education from a college or technical school in a clerical, business, real estate or other closely related field, plus experience in the abstract document recording process is beneficial.

Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

Knowledge, Skills, and Abilities Required

Knowledge of:

• County policies, procedures, and practices.
• Federal and State laws and Local ordinances as they relate to recording of various legal documents and functions of the Recorder’s Office.
• A working knowledge of rectangle land survey and associated tools, instruments, and techniques.
• Techniques, methods, and equipment required to accomplish department workload and objectives in an efficient and safe manner.
• Departmental policies and written and oral communication skills sufficient to interpret and explain policy, regulations and operating procedures to employees, the public, and representatives of various businesses and governmental agencies.

Skill in:

• Reading, writing, and speaking English proficiently.
• Effective organization, time management, and workload prioritizing skills as it relates to office procedures.
• Typing skill sufficient to complete 30 net words per minute without errors.

Ability to:

• Understand Real Estate descriptions and the various types of documents and the effects of those documents transferring interest in Real Estate.
• Work independently and exercise good judgment.
• Develop and maintain effective working relationships with supervisors, county staff, and the public.
• Understand and carry out oral and written instructions.

Language Skills

Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence. Ability to speak effectively

before groups of customers or employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Skills

Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should be proficient at using the following software:

County Payroll Software/E-time, geographic information system (WebFusion), Microsoft Word, Excel, Outlook, Internet, and other job-related software.

Ability to Travel

Occasional travel is required for trainings and meetings in and out of Aitkin County.

To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):

Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, quality management, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, and initiative.

The noise level in the work environment is usually quiet to moderate.

Equipment and Tools

Computer, copier, fax, telephone, printer, scanner, county-owned vehicles, personal vehicle (requires proof of insurance on file), and other job-related equipment.

Physical Activities/Requirements

Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 50 pounds.

While performing the duties of this job, the incumbent performs light to medium work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Working safety is a condition of employment. Aitkin County is a drug-free and alcohol-free workplace.

Disclaimer

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary . This job description does not constitute an employment agreement between the employer and employee.

Reasonable Accommodation Notice

• The County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.