RECORDING SPECIALIST

Linn County; Cedar Rapids (IA); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Vacation & sick leave

Medical & dental insurance

IPERS pension

Wellness program

On-site fitness center

12 paid holidays

Training & professional development

Job summary

Linn County is a public service organization in Iowa seeking a detail-oriented Customer Service & Records Clerk to support the Recorder’s Office with real estate filings, vital records, licenses, and passport processing.

The role emphasizes accurate data entry, document verification, and excellent customer service for inquiries by phone, email, or in person, with opportunities for growth and a comprehensive benefits package.

Qualifications

• High school diploma or equivalent required.
• 3–5 years of customer service or administrative support experience required.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Receive, review, and approve real estate documents for recording; verify fees, descriptions, and attachments.
• Review exemption codes and ensure proper documentation is submitted.
• Enter and verify details into software; scan and copy for permanent records.
• Handle electronic and physical document submissions and maintenance.
• Collect and enter statistical data using spreadsheets and computer systems.
• Serve as a customer service resource by phone, email, or in person; ensure a positive experience.
• Assist with record searches using legacy systems and books.
• Process registrations, renewals, and title work for ORVs, ATVs, boats, and other recreational vehicles; verify taxes and documentation.
• Process birth, death, and marriage certificates; assist with marriage applications and legal docs; index and store documents.

Skills

Customer service

Administrative support

Data entry

Attention to detail

Communication

Education

High school diploma or equivalent

Tools

Spreadsheet software

Job description

Description

Linn County is committed to creating a Customer-Centered Culture placing our internal & external customers at the center of everything we do! Why do we do this? We get that question a lot. The answer is simple: We want our customers to have a positive experience. Our co-workers are customers too. Exceptional internal customer satisfaction leads to exceptional customer satisfaction for the public!

Why work at Linn County?

• Competitive wages with annual pay increases & annual cost of living increase (depending on budget)
• Access to medical, dental, vision, short & long term disability, and supplemental life insurance
• Iowa Public Employee's Retirement Pension Plan (IPERS)
• Wellness program offering credit on insurance premiums to eligible employees
• Free on-site fitness centers
• 12 paid holidays per year
• Training & professional development opportunities

Hourly Wage: $24.46

About The Role

Performs a variety of specialized customer service and document processing, verification and maintenance activities for the real estate, Department of Natural Resources vehicles registration, and licenses, passport, and vital records functions with the Recorder’s Office.

Essential Functions

• Receives, reviews, and approves real estate documents for recording per Iowa Code. Verifies correct fees, legal descriptions, revenue, and necessary attachments.
• Reviews exemption codes and ensures proper documentation is submitted.
• Enters and verifies document details into software and scans and photocopies for permanent recordkeeping.
• Handles electronic and physical document submissions and maintenance.
• Performs the collection and entry of statistical data using spreadsheets and computer systems.
• Serves as a customer service resource for inquiries by phone, email, or in person. Ensures a positive customer experience by delivering confident, knowledgeable, and courteous service.
• Provides assistance with and conducts unique record searches using legacy systems and books.
• Processes registrations, renewals, and title work for ORVs, ATVs, snowmobiles, boats, and other recreational vehicles. Verifies taxes, fees, and documentation compliance for transfers and liens. Issues hunting, fishing, and fur harvester licenses. Enters and maintains data in related systems.
• Processes and prints birth, death, and marriage certificates by request. Assists and informs the public on marriage applications and legal documentation. Indexes, scans, and stores documents in related systems.
• Executes U.S. passport applications, verifying applicant identity, and completeness of documentation. Administers oaths and collects necessary payments. Maintains compliance with federal training and background screening requirements.
• Takes and processes passport photos according to U.S. Department of State standards.
• Processes historical records, including scanning plats, DNR records, and old books.
• Maintains and updates spreadsheets to track digitization progress and related data.
• Performs quality assurance checks on scanned and copied materials.

Minimum Qualifications & Requirements

• High school diploma or equivalent required.
• Three (3) to five (5) years of customer service or administrative support experience in a related field required.
• An equivalent combination of education and experience that demonstrates the required knowledge and skills for this position may be considered.

Shift

Monday - Friday

7:30 a.m. - 4:30 p.m.

Linn County offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, life, long-term disability (LTD) insurance and wellness incentives.