Full Time Deputy Recorder

Brown County (MN); New Ulm (MN); On-site; USD 36,000 - 40,000; Full time

Job summary

Brown County (MN) seeks a records specialist to assist the Recorder/Registrar of Titles with recording and indexing real estate documents, vital statistics processing, and passport acceptance duties. This role supports filing notary and other credentials, and maintains tax system updates for parcels.

The position requires knowledge of real estate law, accurate document handling, and strong customer service. Weekend coverage and post-secondary education are valued assets.

Qualifications

• Two year post-secondary associate’s degree in legal secretary, paralegal, legal assistant, or related field.
• One-year post-secondary education and two years related experience in a real estate agency, real estate loan department, or law office.
• Two years equivalent combination of education and experience.

Responsibilities

• Record real estate transactions and ensure accurate scanning, indexing and filing.
• Process vital statistics: birth, death, marriage, and related records; handle passport applications and marriage licenses.
• Provide high-quality customer service; assist public and professionals in researching real estate and vital records.

Skills

Customer service

Real estate records

Attention to detail

Computation and arithmetic

Education

Two year associate degree in legal/real estate related field

One-year post-secondary with 2 years related experience in real estate/law

Two years equivalent education/experience

Tools

Tri-Min computer system

Landlink software

GIS

Job description

Responsible to assist the County Recorder/Registrar of Titles to properly record and index real estate documents, process vital statistics, become a passport acceptance agent, process marriage applications, filing notary public and ordination credentials, perform maintenance and transfer updates in the county’s tax system regarding real estate recordings as well as the processing of tax parcel splits and combinations, to provide high-quality customer service, and perform office support functions.

Recorder Functions

• Records real estate transactions for the County.
• Calculates, collects and documents the receipt of required filing fees.
• Ensures accurate scanning, indexing and filing of all real estate instruments.
• Utilizes and maintains the Tri-Min computer system.
• Determines the legality of accepting certain documents, based on conformance with recording standards, title standards and statutes; interprets statutes for customers.
• Records deeds, mortgages and other real estate documents; analyzes certificates of titles for the disposition of encumbrances and approves documentation of easements.
• Reviews, deciphers and draws out legal descriptions in order to ensure consistency with adjacent properties and proper closure of metes and bounds.
• Organizes and maintains documents related to plats, surveys and monument records for use by surveyors and the general public. Receives and sets up new plats in Landlink software.
• Reviews incoming documents received for recording, accepting or rejecting.
• Maintenance and transfer updates in the county’s tax system regarding real estate recordings, with the exception of mobile home properties.
• Approves and processes tax parcel splits and combinations.
• Works collaboratively with other departments (Planning & Zoning, Auditor/Treasurer and Assessor and GIS administrator) to ensure regulations and internal procedures are adhered to regarding tax parcel splits and combinations.
• Prepares Real Estate Title Research Reports; Judgment, Tax Lien and property tax searches; Abstracting of Real Estate Title and certifies Condition of Register for Torrens property.
• Proofs legal descriptions for Torrens certificates.
• Processes Federal & State tax liens.
• Verifies and approves well certificates and electronic Real Estate Values.
• Maintains Geographic Information System (GIS).
• Implements the Safe at Home Law utilizing a parallel confidential recordation system.
• Assists the public in searches in real estate and vital records.
• Furnishes information as requested and subject to legal authority by phone, fax, mail or in person.
• Assists attorneys, surveyors, bankers, and title companies in researching and gathering information concerning real estate.
• Maintains knowledge of and interprets relevant state and local laws, policies and procedures.
• Prepares a variety of reports and documents.

Vital Statistics

• Verifies State security paper; daily and when orders are received; process birth, death, marriage and military discharge applications for copies; process marriage license applications research historical birth, death, marriage records upon customer requests; file and preserve ordination credentials, notary public registration and military discharge papers; update computer systems with marriage certificates filed.
• Serve as agent for initial passport applicants daily and take photographs as needed; track receipt of applications in timely manner on a weekly basis; report passport filings to Department of State monthly; make sure current forms are available; and prepare for annual audit. Agents require initial certification with the Department of State and annual recertification thereafter.

Other Duties

• Maintains knowledge of relevant laws, regulations, policies and procedures.
• Attends training and meetings.
• Other duties as assigned or apparent.

Education

• Two year post-secondary associate’s degree in legal secretary, paralegal, legal assistant, or related field; OR
• One-year post-secondary education and two years related experience in a real estate agency, real estate loan department, or law office; OR
• Two years equivalent combination of education and experience

Requirements

• Must be bondable and insurable due to cash-handling.
• Regular attendance.

• Knowledge of real estate law, reading and drafting legal descriptions, Title Standards, records retention, GIS, abstracting, and Uniform Commercial Code.
• Knowledge of applicable federal, state and local laws, codes, regulations, etc.
• Excellent computer and word processing skills.
• Ability to read and understand real property legal descriptions and land measurements.
• Ability to draw out legal descriptions.
• Knowledge of records management principles and practices.
• Ability to work with the public and to provide a high level of customer service.
• Excellent written and oral communications skills needed to convey professionalism.
• Good organization and time management skills.
• Strong attention to detail and the ability to balance multiple priorities.
• Knowledge of passport procedures and requirements.

Position is Grade 5 with an entry hourly wage range of $25.79 to $28.91, DOQ.

EQUAL OPPORTUNITY AFFIRMATIVE ACTION EMPLOYER