RECORDING SPECIALIST

Linn County; Iowa City (IA); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Health insurance

IPERS pension

Paid holidays

On-site fitness

Job summary

Linn County seeks a detail‑oriented Real Estate Documents Clerk to review, verify fees, descriptions, and attachments for recording, and to ensure accuracy in every filing. You will handle exemptions, enter data into software, and manage both electronic and physical submissions to support efficient public records processing.

In this role you’ll deliver courteous, knowledgeable customer service by phone, email, or in person, conduct searches with legacy systems, process registrations and licenses

Qualifications

• High school diploma or equivalent required.
• 3–5 years of customer service or administrative support experience.

Responsibilities

• Receives, reviews, and approves real estate documents for recording per Iowa Code.
• Verifies fees, legal descriptions, revenue, and attachments.
• Enters and verifies document details into software and performs recordkeeping tasks.
• Handles electronic and physical document submissions and maintenance.
• Collects and enters statistical data using spreadsheets and computer systems.
• Provides responsive customer service by phone, email, or in person.

Skills

Customer Service

Administrative Support

Data Entry

Education

High School Diploma or equivalent

Tools

Spreadsheets

Document Management Systems

Job description

Linn County is committed to creating a Customer-Center 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
• 100% County paid basic life insurance
• 12 paid holidays per year
• Training & professional development opportunities

Hourly Wage: $24.46

About The Role:

• 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.
• Performs all other related duties as assigned.
• Knows the products they personally produce and the customers of each product. Listens to the “Voice of the Customer “and closes gaps between customer expectations and experience whenever possible.

• 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.

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