What are the responsibilities and job description for the Platting, Subdivision, and Land Records Specialist position at Douglas County, MN?
Job Description
JOB TITLE: Platting, Subdivision, and Land Records Specialist
DEPARTMENT: Land and Resource Management
STATUS: Full Time; 37.5 hrs/wk; Generally, Monday through Friday, 8:00 a.m. - 4:30 p.m.
STARTING SALARY: The starting salary is $54,035 annually ($27.71/hr) based on the current pay grid.
**Receive anniversary step increases, along with annual cost-of-living adjustments.
The primary purpose of this position is to assist with the administration and enforcement of the Douglas County Subdivision and Zoning Ordinances, especially as they relate to applications for subdivision of land (including administrative, major, and minor subdivisions), real property transfer documents and easements, and the review and recording of legal documents pertaining to the same.
The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of those specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- Reviews real property transfer documents and easements prior to final recording for compliance with county zoning and subdivision ordinance requirements.
- Manages the application, review, and approval process for major and minor subdivisions. Receives, tracks, and compiles all applications for major and minor subdivisions by platting. Ensures that applications are complete, including surveys meeting ordinance specifications, wetland review, and soils verification forms are complete and filed, ownership/purchase agreements are verified, and signatures and payments have been submitted by established deadlines. Tracks the progress of preliminary and final plat applications within the LRM permitting database from receipt of application to final approval by the county board.
- Compiles sketch plats, drawings, and associated materials for review by the development review team (DRT), technical staff, and planning commission. Sets dates for DRT meetings, drafts agendas, and publishes and distributes minutes.
- Ensures that special use permits (including variances) and approved subdivision plat documents are properly completed and ready for recording according to MN Statute. Files documents with the County Recorder after approval and all signatures are acquired.
- Contributes to the drafting of staff reports to the Planning Commission related to major subdivision applications or variances to ordinance requirements for developments, including the drafting of specific recommendations to ensure developments comply with the goals and policies of the Comprehensive Land Use Plan and the requirements of the zoning and subdivision ordinances.
- Compiles preliminary and final plat applications and supporting materials for Planning Advisory Commission and County Board of Commissioners meeting agendas and packets.
- Manages the application, review, and approval process for administrative subdivisions (metes and bounds and property line adjustments). Receives, tracks, and compiles all applications for administrative subdivisions. Ensures that applications are complete, including surveys meeting ordinance specifications, wetland review, and soils verification forms are complete and filed, septic compliance documentation has been provided when required, ownership/purchase agreements are verified, and signatures and payments have been submitted.
- Reviews administrative subdivision applications for compliance with subdivision and zoning ordinance standards. Completes review forms and compiles applications for Director/Asst. Director approval.
- Supports the Director and Assistant. Director with major subdivision development requirements through the tracking of development agreements, financial securities, restrictive covenants, and final plat maps, and other related documents. Completes checklists to ensure platted development projects are in compliance with ordinance requirements and specific conditions of preliminary approval, that required timelines and deadlines for various aspects of the review and approval process are met, and that all documents are complete and submitted prior to final plat approval or within timelines specified by county agreements with developers.
- Acts as the responsible LRM staff person for ensuring department compliance with identity shielding requirements of Safe At Home (MN SS 5b.03) and the Judicial Security Act (MN SS 480.55).
- Assists with the interpretation and drafting of legal descriptions for agendas, applications, and recordable documents.
- Complies with all rules and policies to maintain a safe work environment.
- Reliable, predictable attendance and punctuality.
- Performs other duties, as assigned or apparent.
Access to Not Public Data
In this job, you may come across private or confidential information about people we serve. This data is protected by law and should only be viewed or used when it’s truly needed for your work. You are expected to only look at private data when your job duties require it. Keep it secure and make sure others who don’t need to see it don’t have access, stop accessing the data once your task is done, and store or dispose of it properly, following the rules in Minnesota’s Data Practices Act (Chapter 13). If your job duties change and you need access to different private data, that access should also be limited to only what you need to do your job.
REQUIRED MINIMUM QUALIFICATIONS AT HIRE:
An Associate’s degree in the legal field, business administration, surveying, or a related field, and a minimum of one (1) year of related full-time experience in land title, real estate, and/or legal documents.
OR
- Recently Updated:
An Associate’s degree in the legal field, business administration, surveying, or a related field, and a minimum of one (1) year of related full-time experience in land title, real estate, and/or legal documents.
OR
Four years of full-time experience with drafting, reviewing, and/or interpreting real estate records, legal land descriptions, and/or land title and transfer documents.
Currently possess a valid Class D Minnesota State Driver's License, or be able to obtain one upon the start of employment.
REQUIRED MINIMUM KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES AT HIRE:
Competency with computers, including knowledge of database operation and management.
Working knowledge of the principles, methods, and techniques of legal land descriptions, land measurements, and land records, as well as land title and transfer documents.
Experience with plats, ability to read and sketch legal descriptions of real property, and decipher surveys.
Effectively communicate orally and in writing.
Ability to prioritize and manage multiple projects.
Efficient in completing assignments.
Accuracy and attention to detail are essential.
Ability to work independently as well as part of a team.
Ability to perform professionally under stress with tight deadlines.PREFERRED / DESIRABLE QUALIFICATIONS
Education
Bachelor’s degree in Arts or Sciences.
Experience
Three (3) years or more of related experience in land title, real estate, and/or legal documents.
Experience with County GIS mapping software.
Experience in the Landshark property records databases.
Licenses and Other Requirements
Notary certification or the ability to attain certification during employment.
PREFERRED / DESIRABLE KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES:
Familiarity with county or municipal land use and subdivision permitting and regulation.
WORK ENVIRONMENT
Public building. An Office environment.
HOURS
Generally, Monday through Friday, 8:00 am - 4:30 pm.
37.5 hours per week.
PHYSICAL DEMANDS CAN INVOLVE, BUT ARE NOT LIMITED TO:
Amount Lifted:
Amount Lifted Up to 10 lbs.: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Amount Lifted 11 to 20 lbs.: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Amount Lifted 21 to 80 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Amount Lifted 81 to 101 lbs.: Not Present
Amount Pushed or Pulled:
Amount Pushed or Pulled Up to 20 lbs.: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Amount Pushed or Pulled 21 to 30 lbs.: Frequent: = Range: 2 hrs., 40 min to 5 hrs.,17 min or 88 to 172 days
Amount Pushed or Pulled 31 to 50 lbs.: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Amount Pushed or Pulled 51 to 101 lbs.: Not Present
Vision:
Near & Far Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Depth & Field of Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Color:inherit: = Range: 5 hrs., 18 min to 8 hours or 174 days
Contact With Others:
Works Alone: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Works with Others: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Works around Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Customer/Public Contact: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Clients with Behavior Challenges: Not Present
Communications:
Talking & Reading: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Hearing: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Basic Body Positions:
Sitting & Standing: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Walking/Moving About: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Balancing: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Climbing, Crouching & Kneeling: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Kneeling: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Crawling: Not Present
Motor Skills:
Handling & Grasping: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Using Fingers: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Reaching & Feeling: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Driving: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days
Exposures To:
Electrical, Pressurized, Burning, Explosive, Radiant Equipment: Not Present; Mechanical & Moving Equip.: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Heights: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Fumes/Odors, Dirt/Dust & Gases: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Work Environment:
Inside: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Outside: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Confined, Shift & Vibration: Not Present; Extreme Hot & Cold: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Wet & Noise: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Infectious Diseases and/or Body Fluids: Not Present
Extended Day: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
EXAMPLES OF EQUIPMENT USED
General Office Equipment. Computer Software: MS Word, MS Excel, MS Teams, Adobe Acrobat, County GIS program, Fast Track Gov (county permitting database), Landshark (property records database), IFS (county tax property database).
OTHER
All listed above are essential functions of the job.
The starting salary is $54,035 annually ($27.71/hr) based on the current pay grid.
**Receive anniversary step increases, along with annual cost-of-living adjustments with earning potential of $35.45 hr; $69,127.5 annually.
Benefits- We also offer no-cost/low-cost health insurance plan options. Douglas County contributes to a Health Savings Account and a (PERA) pension plan. Become vested in as little as 3 years of employment for lifetime benefits upon retirement! Douglas County is also a qualified Employer for the Public Sector Loan Forgiveness Program.
Life Insurance– as a County employee, you will be covered by $40,000 of life insurance at no expense. Supplemental coverage is available for you, your spouse, and your dependents.
The official holidays for this Douglas County position are: *New Year’s Day *Martin Luther King Jr Day *Presidents’ Day *Memorial Day *Juneteenth *Fourth of July *Labor Day *Veterans’ Day *Thanksgiving Day *Day after Thanksgiving (in place of Columbus Day) *Christmas Eve *Christmas Day *Personal Holiday.
Sick Leave/Earned Safe and Sick Time: An employee shall be credited with 1 day of sick leave for each month of service, accumulative to 90 days. The first 48 hours (or up to 80 hours if any eligible time was carried over) will be counted as ESST.
Vacations:Employees will accrue vacation according to the following schedule:
0 - 5 years - 10 working days.
6 -10 years - 15 working days.
11 - 15 years - 20 working days.
16 - 20 years - 25 working days.
Over 20 years - 30 working days.
Supervision Received: Land and Resource Management Director
Supervision Exercised: None.
Labor Group: Non-Union
FLSA Status: Non-Exempt
Grade: 7
EEO Job Category: Administrative Support Workers
Work Comp Code: 8810:MN
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and the requirements of the job change.
Revised: 2/2026
Salary : $54,035 - $69,128