Senior Deputy Recorder

Job Summary

• OPEN TO INTERNAL RICE COUNTY EMPLOYEES ONLY**
  
  

Works independently and with great attention to detail to implement, recommend, and maintain policies and procedures, and serves as the subject matter expert related to the area of assignment. Serves as lead passport agent & reviews work performed by Records Services Specialists to assure quality. This position is responsible for training new employees, monitoring quality of work performed by others, attending monthly meetings with the Minneapolis Passport Agency & initiating changes to policies and fees. This position serves as third in command behind the Chief Deputy Recorder and County Recorder and is expected to perform many of their duties as assigned. The position is responsible for monitoring offices supplies and ordering. Provides customer service to the public, representatives of private firms and government agencies, answers questions and processes applications for areas of assignment including land records, birth and death records, passports, marriage licenses and certificates, and other forms of miscellaneous documents, including review of identification and legal documents. Extensive knowledge of procedures, statutes and regulations is critical. This position analyzes, records, and maintains comprehensive department files and is expected to actively contribute to high level discussions involving nuance and case specifics to determine appropriate actions that lead to positive outcomes.

Examples of Duties

• Assists customers with Land Records for the purpose of accepting and processing a variety of documents being submitted for recording received via walk-ins, mail and electronically.
• Processes, assembles, reviews and files vital documentation and records received by mail and in person.
• Assists the public and provides customer service for the department.
• Assists with department administration.
• Performs other duties as necessary.
  
  

Qualifications

MINIMUM QUALIFICATIONS: Minimum job requirements include two years of post-secondary education in Office Management, Administrative Assistant, Secretarial Science, Accounting or related field such as a Real Estate or Title Closing (Specialist, Assistant, Processor, of Coordinator) or equivalent combination, and two to three years of experience as a Records Services Specialist or equivalent. US Citizenship required.

PREFERRED QUALIFICATIONS: Two years of post-secondary education in Office Management, Administrative Assistant, Secretarial Science, Accounting or related field such as a Real Estate or Title Closing (Specialist, Assistant, Processor, of Coordinator) or equivalent combination, and four to five years of experience as a Records Services Specialist or equivalent.

Supplemental Information

CERTIFICATES, LICENSES, REGISTRATIONS: The Senior Deputy Recorder is appointed by the County Recorder/Registrar of Titles; deputized, endorsed and recorded with a Certificate of Appointment and Oath of Office.

All passport agents are required to be US Citizens and successfully complete annual training and submit certifications of such to the County Recorder. This documentation is required to be submitted with each passport facility annual certification.

HIRING RANGE / UNION: $29.60 - $30.95 Per hour / GU Unit – Grade 9

HOURS: Normal business hours are 8:00 am - 4:30 pm, Monday – Friday. Hours are full-time, 40 hours per week.

Rice County offers a complete benefit package including medical, dental, life insurance, pension, holiday, vacation, sick leave and long-term disability insurance.

County employees are eligible for the Public Service Student Loan Forgiveness (PSLF) program.

For additional information, please follow the link to the Rice County website: https://www.ricecountymn.gov/543/Benefits

01

Answers to the Supplemental Questions must be supported by the "Education," "Work Experience" or "Skills" section of the job application. Be certain that the choices you make correspond to the information you have provided on your application. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during a hiring interview. By completing this supplemental evaluation you are attesting that the information you have provided is accurate. Any information you provide may be reviewed by the hiring manager. Any misstatements or falsification of information may eliminate you from consideration or may result in dismissal.

• I acknowledge I have read and understand the above information.
• I do not agree to the above information.
  
  

02

Lifting up to 40 lbs will be required occasionally in this position. Are you able to safely lift 40 lbs?

• Yes
• No
  
  

03

Are you currently a citizen of the United States?

• Yes
• No
  
  

04

Do you have a valid driver's license?

• Yes
• No
  
  

05

Do you have an Associate’s Degree in Office Management, Administrative Assistant, Secretarial Science, Accounting or related field such as a Real Estate or Title Closing (Specialist, Assistant, Processor, of Coordinator) or equivalent combination?

• Yes
• No
  
  

06

Do you have two to three years of experience as a Records Services Specialist or equivalent?

• Yes
• No
  
  

07

IF YOU ANSWERED NO to question #3 and/or #4, please explain in detail how your combined education and experience is equivalent to meet the minimum requirement of having two years of post-secondary education and two to three years of experience as a Records Services Specialist or equivalent. If not applicable, list NA.

08

Which best describes your level of education by the date of the job closing?

• High School Diploma or GED.
• Certificate/Diploma in Clerical/Business Administration/Accounting or related field.
• Associate Degree in Secretarial/Business Administration/Accounting or related field.
• Bachelor's Degree in Business Administration/Accounting or related field.
• Other
• None of the above.
  
  

09

Which best describes your customer service experience? Select one.

• Customer services in a court or legal setting, providing information and explaining rules and procedures.
• Customer service in a public sector setting (state, county, city government), providing information and explaining rules and procedures.
• Customer service in a professional setting (insurance, medical, financial institution).
• Customer service in a retail setting (restaurant, department store, grocery store, etc.)
• Customer service in a call center setting, taking orders, responding to inquiries, resolving issues.
• No customer service experience.
  
  

10

Indicate your total years of professional work experience in a COUNTY, CITY or SCHOOL.

• No experience
• 1-2 years experience.
• 3-4 years experience.
• 5-6 years experience.
• 7 or more years experience.
  
  

11

What responsibilities have your previous positions included?

• Operating a point of sale system
• Cash handling
• Creating invoices for services rendered
• Maintaining confidentiality
• Validating acceptable identification documents
• Deciphering legal descriptions
• Proofreading legal documents
• Dealing with difficult customers/clients.
• High volume, telephone customer service.
• High volume, face to face customer service.
• None of the above.
  
  

12

Please select your years of experience in an office setting responding to questions and providing detailed & accurate information in a customer service role communicating information either electronically, telephonically, or in-person.

• None
• Less than 1 Year
• 1-2 years
• 3-4 years
• 5 years or more
  
  

13

Please mark all items you have working knowledge in or knowledge of:

• Real Estate
• Torrens and/or Abstract System
• State and/or Federal Laws
• Drawing and/or Deciphering Legal Descriptions
• Vital Statistics
• Tax liens: Federal, State and Hospital
• Passport Application process
• Marriage Application process
• Notary Public Documents
• None of the above
  
  

14

Do you have professional experience interpreting property legal descriptions? (Reading and using plat maps, metes & bounds, manually drawing out legal descriptions, GIS, etc.). Must be supported by your application.

• Yes
• No
  
  

15

Which best represents your level of proficiency with Landlink, Landshark, Application Xtender or Word applications or other recording/land records software?

• None
• Basic ( ex. viewing)
• Intermediate (ex. editing)
• Advanced (ex. verifying and customize annotation)
  
  

16

How would you describe your level of experience with data entry?

• I do not have an experience with data entry.
• I have at least one (1) year of data entry experience.
  
  

17

Which best describes your level of proficiency with Microsoft Word?

• No experience
• Beginner (ex: create/format/print documents, spell check)
• Intermediate (ex: create tables, charts, headers/footers
• Advanced ( ex: create forms, templates, mail merge)
  
  

18

Which best describes your level of proficiency with Microsoft Excel?

• No experience
• Beginner (ex: create basic spreadsheets and formulas)
• Intermediate (ex: create/manage multiple spreadsheets, create formulas using functions)
• Advanced (ex: create/edit macros, create PivotTable and PivotChart)
• Required Question