Senior Deputy Recorder

Job Summary

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 office 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.

• 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.

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.

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.