Full Time Chief Deputy Recorder

Position Summary: 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, file 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, to perform all functions of the office, and supervise office staff.

Essential Duties and Responsibilities: Recorder Functions Reviews documents received for recording, accepting or rejecting. Collects and documents the receipt of required filing fees. Assigns document numbers and time of record to all real estate documents. Ensures accurate indexing and filing of all real estate instruments. 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 and, as necessary, obtains a legal opinion. Records deeds, mortgages and other real estate documents; analyzes certificates of titles for the disposition of encumbrances. Reviews, calculates 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. Maintenance and transfer updates in the county's tax system regarding real estate recordings. Approves and processes tax parcel splits and combinations with the exception of mobile home properties. 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 (both the creation of new abstracts as well as updating existing abstracts) and certifies Conditions of Register for Torrens property. Processes Federal & State tax liens. Verifies and approves well certificates and electronic Real Estate Values. 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. Responds to public inquiries, requests and complaints. Implements the Safe at Home Law utilizing a parallel confidential recordation system. In the absence of the County Recorder/Registrar of Titles, performs functions of the County Recorder. Vital Statistics/Passports Verifies State security paper; daily and when orders are received; process birth, death, marriage and military discharge applications for copies; process marriage license applications, felony name change; research historical birth, death, marriage records upon customer requests; file clergy registration, notary registration and military discharge papers; update computer systems with marriage certificates filed. Serves as agent for initial passport applicants daily and take photographs as needed; track receipt of applications in a 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. Administrative and Supervisory Administers bookkeeping functions through maintenance of all books of record according to statutory requirements. Maintains multiple escrow accounts for the office. Balances the report of fees and accounts. Bills state agencies and local companies for collection of required fees. Prepares and reviews periodic financial, statistical, and other reports. Assists with development and administration of the department budget. Directs, supervises, and reviews the activities of department personnel. Provides training and development for employees. Delegates tasks and evaluates work performance of employees on a regular basis. Assists with establishing and implementing department policies, work methods and procedures. Creates an environment for cooperation, independent working, and learning. Establishes and maintains positive professional relationships with the public, attorneys, bankers, realtors, title companies, municipalities, and others. Works collaboratively with other county departments.

Other duties: Acts as County Recorder in that person's absence. Maintains knowledge of relevant laws, regulations, policies and procedures. Attends trainings, professional association and county meetings. Other duties as assigned or apparent.

Education: Two-year associate's degree in business management, legal secretary, paralegal, legal assistant or similar field; OROne-year post-secondary education/training and one-year related experience in real estate agency, real estate loan department, or law office; ORTwo years office and personnel management, preferably in a real estate related office.

Requirements: Must be bondable and insurable due to cash-handling. Must possess and maintain a valid driver's license and proof of personal vehicle insurance. Regular attendance.

Knowledge, Skills and Abilities: 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. Knowledge in interpreting, understanding and applying statutes, regulations and guidelines pertaining to Minnesota Statutes, laws and regulations pertaining to the operations and compliance requirements of the Recorder's Office. Strong attention to detail and the ability to balance multiple priorities. Ability to develop and implement goals and objectives; plan, coordinate, direct and evaluate the work of others; and to supervise personnel in a manner conducive to efficient performance and high morale. Ability to create a positive work environment of equity and inclusion. Knowledge of passport procedures and requirements. Knowledge of the Minnesota Safe at Home program.