Salary
$22.36 Hourly
Location
Gaylord, MN
Job Type
Full-Time
Job Number
24-1403-1
Department
Recorder
Opening Date
08/22/2024
Closing Date
9/9/2024 at 4:00 PM Central Time (US & Canada)
Description Under the direction of the County Recorder, the Deputy Recorder is responsible for assisting the public in the implementation and carrying out of department operations, functions and activities associated with implementing State statutes and procedures governing the filing, recording and retention of real estate transactions documents including both Abstract Title and Torrens Title properties; the processing of passport applications; processing and filing of birth, death and marriage records; and other activities as may be required.
Duties/Responsibilities • Assists and participates in providing customer service responsibilities.  Assists customers in person, by phone or in writing to address customer needs with the recording and researching of recorded documents.
• Reviews, evaluates and determines the recordability of documents.  Prepares, files, processes, issues and researches legal documents.
• Scans and indexes documents ready for recording into the computer filing system.  Index and tract legal description information into land Link from recorded real estate documents.
• Creates new and continues existing Abstracts of Title, prepares owners and performs encumbrance searches.  Performs judgment searches via court administration records.  Signs and certifies abstracts. Analyzes and evaluates title changes.  Interprets old legal descriptions to assess and determine if ambiguities exist.  Draws out, deciphers and interprets legal descriptions.
• Processes and certifies marriage and passport applications.  Reviews and assures all forms are complete and accurate. Collects all required documents to submit along with applications.  Records and certifies notaries and ordinances.  Maintains military discharge records.
• Attests to preserved legal documents including birth, death and marriage records for the purposes of providing certified copies.  Assists the public in the conduct of genealogy searches and requests of recorded records.  Processes Death Certificates from funeral homes.
• Property transfers, calculating Deed Tax & MRT, verify splits/divisions. Researches and verifies that property taxes are paid prior to transferring property in tax system.
• Researches and creates technical legal descriptions to update or create Abstracts of Title within time deadlines.  Approves the final drawing in of legal descriptions per registered surveyor surveys.
• Performs basic clerical and bookkeeping duties including the balancing and maintaining daily and weekly reports, documents fee collections, edits reports.
• Performs other duties of a comparable level or type, as required.
• Attends training sessions to maintain certification requirements that may be required by state or federal agencies or as determined by the department.
• Accept cross training in all aspects of the Recorder’s Office.
Minimum Requirements Requires a High School diploma/GED. Requires a Valid MN Driver's Licence.
Required Training that may be obtained after hire but is a requirement of the position - Torrens & Legal description training; Passport training and Certification; Certified by MN Department of Health to issue Vital Records.
A minimum of 2 years directly related work experience in the recording, indexing and filing of a wide variety of documents within a recording office, real estate office or legal office with exposure to legal descriptions and property documents. Must have exceptional public relations and communications skills.  Strong computer skills and knowledge of various programs including but not limited to Word, Excel, etc. Must have an aptitude for technology.  Have the ability to work independently.
Additional Information Essential knowledge and specialized subject knowledge required to perform the essential functions of the job:
• Knowledge of MN statutes, laws and regulations pertaining to the operations and compliance requirements of the Recorder’s Office.
• Knowledge of office and records management practices.
• Knowledge of real estate/land descriptions.
• Knowledge of passport procedures and requirements.
• Basic knowledge of accounting/bookkeeping procedures.
• Knowledge of recording practices, techniques, terminology, and methods applied to the recording, receipting, indexing, certifying and verifying of documents presented by the public.
• County administrative rules, guidelines and procedures.
• Knowledge of computer operation and specialized software utilized department recordkeeping.
• Knowledge of general business productivity software.
Skilled in:
• Establishing and maintaining effective working relationships with employees, other departments, realtors, attorneys, title companies, banks and the general public in providing and exchanging information.
• Oral and written communications.
• Basic math skills.
• Performing detailed work requiring attention to detail, precision and accuracy.
• Learning, interpreting, understanding and applying statutes, regulations and guidelines pertaining to departmental recording, passports, vital statistics, documenting activities, functions, and job responsibilities.
• Learning to read legal descriptions and locating parcels in tract indexes, plat books, and determining adjacent properties.
• Recording and processing Abstract and Torrens documents.
• Performing duties requiring customer service orientation, public relation skills, and attention to office etiquette in the exchange of accurate information.
• Operating, using and applying business software, applications or specialized programs used within the Recorder’s office.
• Time management skills.
Unusual or hazardous working conditions related to performance of duties:
Essential duties and responsibilities associated with the classification involve working in typical county offices and surroundings where there are minimal risks and hazards associated with performing the requirements of the work.  Contacts with the public occasionally involves dealing with angry, irate of upset citizens.
Physical requirements associated with the position can be best summarized as follows:
Light Work:
Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects in the performance of the job .