Deputy Recorder Job Aitkin Minnesota USA,Administrative/Clerical

Job Summary

To perform a variety of detail-orientated tasks related to real estate property, U.S. Armed Forces discharges, vital statistics and land survey records, light bookkeeping and document preservation in accordance with Minnesota Statutes. Provides courteous, respectful and proficient customer service to private citizens, professional businesses and governmental agencies.

Supervision Received

Works under general supervision of the County Recorder. Also receives work direction from the Chief Deputy Recorder.

Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks.

Supervision Exercised

No formal supervisory authority.

Essential Functions

This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

Responds to inquiries and assists and advises the general public, attorneys, Realtors, bankers, and other county departments by phone and in person. Works with real estate (both abstract and Torrens) documents and birth and death records, answers questions and resolves problems using knowledge of laws and office procedures.

Accepts and records all documents accurately and completely. This may include photocopying, data entry, inserting records into official record books, labeling documents in numerical order, filing, mailing, maintaining indexes, and other related duties, all performed with the highest degree of accuracy. Prepares daily, monthly, annual, and other reports using accounting principles and office procedures.

Certifies copies and supervises the issuing of certified and uncertified copies of all documents filed in the office. Scans documents. Operates office equipment needed to complete these tasks.

Opens, sorts, distributes, and sends out mail. Composes correspondence and contacts individuals on rejected documents due to error in completeness.

Answers inquiries regarding real estate Torrens title documents and procedures. Approves and records Torrens title documents, files tracts, issues new certificates of title, residue certificates by using knowledge of Torrens and office system procedures.

Trains other office personnel by using knowledge of laws, office procedures and system, and assumes responsibilities in the absence of the County Recorder and Chief Deputy. Assists in the training of new office support staff as directed.

Exercises independent judgment in daily work activities.

Follows oral and written instructions.

Resolves minor computer issues.

Attends training and meetings as needed.

Performs other related duties as assigned or apparent.

Minimum Qualifications

This is an entry-level clerical position. Must have outstanding computer skills, communication skills, and attention to detail.

A certificate or minimum of one year of education from a college or technical school in a clerical, business, real estate or other closely related field, plus experience in the abstract document recording process is beneficial.

Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre‑employment process.

Knowledge, Skills, and Abilities Required

Knowledge of:

County policies, procedures, and practices.

Federal and State laws and Local ordinances as they relate to recording of various legal…