Deputy Recorder-Part Time
Date Posted:
Department:
Compensation:
Hours:
Deadline:
Position Objectives:
Under the direction of the County Recorder, the Deputy Recorder is responsible for assisting the public in the implementation of department operations, functions and activities associated with implementing State statutes and procedures governing the filing, recording and retention of real estate transaction documents including both Abstract Title and Torrens Title properties; processing and filing vital statistics and records; assisting the public with document searches; and recording other documents and activities of the department. Serves as Deputy Registrar of Title and Deputy Registrar of Vital Statistics and County Recorder in their absence.Duties and Responsibilities:
• Essential Duties and Responsibilities: Examine and analyze extensive variety of incoming legal documents and determine accuracy, completeness and whether documents are eligible for recording according to State Statutes.
• Analyze and organize facts to determine status of title and ownership, determine if documents are Abstract or Torrens property, establish and maintain records, do land title searches, research special projects for other officers, agencies, or public.
• Provide real estate information by phone, mail, email or in-house communications.
• Provide customer service by email, phone, mail, fax or in-person to determine needs and answer questions concerning procedures, requirements, laws and/or policies pertaining to the Recorder’s Office. Assist customers using computer systems.
• Research various customer property issues.
• Analyzes and evaluates title changes in the Torren department. Organizes facts about documents, their intent and determines how they will affect title. Analyzes land descriptions. Examines, research and processes incoming Torrens documents. Decides if documents meet filing requirements and are properly executed and if additional papers must be presented to issue title.
• Prepares bimonthly deposits, collects and receipts fees for recorded transactions. Provides for the billing of state agencies, local and national companies for the collection of recording fees, copies or other services. Verifies and balances petty cash.
• Accepts, processes and verifies all notary commissions presented for filings.
• Provide public support in applying for or amending birth and death certificates, request proper identification to ensure eligibility, accountable for State certified vital paper. Retrieves and prints certified and uncertified copies of birth, death, and marriage certificates. Assures department procedures conform with data privacy and MN statutes pertaining to vital statistics. Explains, reviews, and acknowledges marriage license applications.
• Maintains high confidentiality.
• Scans all recorded Abstract and Torrens documents, plats, state and federal tax liens, military discharge records into system. Indexes all current scanned documents with legal descriptions, dates, names, amounts, associated documents, and other information. Back-scans and indexes recorded documents.
• Performs other duties of a comparable level or type, as required.
Expected to perform and meet all County core competencies.
Minimum Requirements:
A minimum of a High School Diploma or equivalent and one-year related work experience in a recording office, real estate office or legal office with exposure to legal descriptions, real estate and property documents; or equivalent combination of education/training/or experience.
Requires a valid driver’s license in the State of MN. Intermediate or higher skills of computer office suite, especially spreadsheets and document management is required. Knowledge and ability to use government software, and research, organize and coordinate through GIS.
Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects in the performance of the job. May sit or stand at desk for extended period of time and perform long hours of work at computer. Must be able to hear and speak effectively. Manual dexterity to type on keyboard and use computer mouse.