COUNTY RECORDER

PURPOSE OF POSITION:

The Recorder is responsible for planning, organizing, directing and overseeing the operations, functions and personnel of the department engaged in implementing procedures for laws that are passed by the Minnesota State legislature governing filing, recording and retention of real estate transactions documents including abstract title and Torrens title properties, providing assistance with the coordinating and providing the issuance of vital records, marriage licenses and marriage certificates, and maintaining permanent records of military discharges within the County.

 ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are normal for this job.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

Directs, supervises and oversees the activities of department personnel engaged in recording functions and activities:

Makes decision and personnel actions including interviewing, hiring, transfer, promotion or dismissal of staff.

Delegates, assigns, and determines work requirements, work flow, work schedules and work priorities to assure the smooth operation of the department.

Oversees, monitors, and establishes work performance standards and conducts performance reviews.

Monitors and approves employee timesheets, PTO requests, etc.

Oversees the training and orientation of staff.

Oversees, plans, directs and monitors the accounting and bookkeeping activities of the department.  Responsible for tracking all income and expenditures of the department.  Plans and determines departmental budgetary needs and administers the approved departmental budget.

Coordinates and directs the recording of real estate transactions for the County including Torrens and Abstract property.

Assures recording functions are performed in accordance with statutory requirements.

Monitors the collection of recording fees and ensures all real estate instruments are properly indexed and filed.

Revises work methods and procedures to increase work efficiency and still assure the accuracy of recorded documents.

Submits appropriate fees collected during the recording process to state agencies.

Searches recorded permanent records to provided information to attorneys, title companies, lending institutions, and general public.

 Formulates and oversees office procedures to govern the organization and maintenance of documents related to plats, surveys and monument records for use by surveyors and the general public.

 Coordinates and provides issuance of Vital Records, marriage licenses, marriage certificates, notaries and ordinations in accordance with MN statutes. Oversees the maintenance of a permanent record system of military discharges within the County and providing certified copies of discharge records for individuals or VA.  Creates and protects the security of Vital records and enforces MN statute requiring tangible interest in obtaining Vital Records; monitors and tracks security paper.

 Serves as the departments training and technical advisor concerning technology needs, hardware and software.  Collaborates with the County’s IT staff and vendors in addressing technology needs, issues and enhancements.

 Oversees and maintains department files and records.

 Reports departmental activities to the Administrator and county Board as required.

 Performs other duties of a comparable level or type, as required.

 Keep abreast of changing legislations, trends, developments in areas of responsibilities.

Participates, attends and/or serves of various committees, professional organizations or groups.

MINIMUM TRAINING AND EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS:

Requires a high school diploma or equivalent with a four-year college degree in Business, Real Estate, Office Management or closely related area or an Associate’s degree or technical certificate in a field that includes records administration, plus a minimum of five years of experience as a Deputy Recorder, or a related job, or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities for this position.  Supervisory experience is preferred.

MINIMUM ABILITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

Ability to decide the time, place and sequence of operations within an organizational frame work, as well as the ability to oversee their execution.

Ability to analyze and categorize data and information using established criteria, in order to determine consequences and to identify and select alternatives.

Ability to communicate effectively orally and in writing with taxpayers, county commissioners, department personnel, other county employees, computer consultants, township and city officials, real estate agencies, attorneys, bankers and all customers of the office.

Working knowledge of accounting practices used within the Recorder’s Office.

Ability to compute required fees required within the many divisions within the office.

Ability to read legal descriptions and locating parcels in tract indexes, plat books, determining adjacent properties.

Operating, using and applying business software, applications or specialized programs used within the Recorder’s office.

Physical Requirements:

Must be able to move or carry job related objects or materials.  Must be physically capable of reaching to obtain various books, printouts, file boxes, computer paper, and lifting books 30 to 50 pounds over head.

Ability to operate equipment and machinery requiring simple but continuous adjustments, such as copy machine, fax machine, scanner, computer hardware & software, calculator and multi-line telephone.

Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and working on a computer.

 Ability to sit at a desk or stand for a long periods of time.

 Ability to deal with complexity and diversity required of this position within its respective timetables (which makes the position a stressful position).

 Numerical Aptitude:

Working knowledge of accounting practices as used within the Recorder’s Office.

 Ability to compute required fee(s).

Extensive knowledge of legal descriptions and of personal computer operations.

Ability to utilize mathematical formulas; add and subtract; multiply and divide totals; determine percentages; determine time and weight; and interpret same as may be appropriate.

 Language Ability

Ability to read a variety of professional, technical and administrative financial documentation, directions, instructions, methods and procedures.

Ability to communicate effectively orally and in writing. Interactions often require persuasiveness, assertiveness and sensitivity to other’s points of view.

Requires the ability to read, and put into practice, a variety of technical and administrative manuals, directions, instructions, methods and procedures. 

May require the ability to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech.

 Interpersonal Communication:

 Must maintain a good working relationship with office personnel, other county employees, and the public.

Requires the ability to communicate with people to convey or exchange professional information and provide explanation of technical information in layman’s terms to potentially irate citizens. 

 Environmental Adaptability: 

Work is normally performed in an office environment where exposure to environmental factors, such as temperature variations, potential violence and machinery may cause discomfort.  Headaches, eyestrain, carpal tunnel, and related occupational hazards associated with computer work reflect most common potential for injury.  Also, reaching, bending, and lifting books 30 to 50 pounds over head may cause back strain and other injuries.  Books are used on a daily basis.

 Consequences of Error:

Errors made in this position not only involve the rework time of staff, but can also create a financial liability to the County if they go undetected. Most work is subject to verification.

 Supervision of Others: 

Supervises the Chief Deputy Recorder and Deputy Recorders within the Recorder’s Office, instructing, assigning, reviewing and planning work of others.

 Confidentiality: 

Confidential data is part of this position’s workload and is handled on a daily basis.  There is a  professional obligation not to divulge private and confidential information.

Behavior Standard:

 Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with clients, co-workers, and management.