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Deputy Recorder

Houston County Minnesota
Caledonia, MN Full Time
POSTED ON 3/18/2024
Houston County is seeking qualified applicants for a full-time Deputy Recorder vacancy in the County Recorder's Office.  Current wage range is $20.06 - $26.43 per hour, plus benefits.  Please see below for application instructions.

Position Purpose
The Deputy Recorder is a clerical employee who acts under the general supervision of the County Recorder and assists in carrying out the statutory duties of the Recorder’s Office.
 
Distinguishing Characteristics
The Deputy Recorder performs a majority of the work independently but within established guidelines and policies of the office.  This position has frequent interactions with the public. The position requires the exercise of judgement in applying office procedures in day-to-day duties. The Deputy is knowledgeable and trained in every area so s/he can perform all duties of the office. 

Essential Duties                                                       _____________________________________________                                  Estimated % Time
1. Land Records                                                                                                            
  • Process real property document recordings 
  • Maintain  Geographical, Grantor/Grantee and Numeric indexes
  • Analyze legal descriptions
20%
2. Abstracting and Research                                                                                  
  • Perform land title searches
    • Assist attorneys, lending institutions, title companies, surveyors, County departments and others in the research and analysis of legal descriptions and land ownership
  • Compile original abstracts, continuation abstracts, and Torrens certificates 
  • Research land records for the preparation of abstracts and certificates, tract searches, and recording of plats
20%
3. Vital Statistics                                                                                                                       
  • File and maintain marriage, notary, DD214, and ordination records
  • Process marriage applications and issue of marriage licenses examining documents for accuracy and authenticity, collect fees
  • Process requests for and issue certificates of birth, and death records
  • Prepare certified copies of vital records 
  • Receipt fees 
  • File requisite reports with the Minnesota Department of Health
  • Assist the public with genealogical research
20%
4. Financial                                                                                                                  
  • Receipt fees and process credit card payments
  • Reconcile daily and monthly accounts receivable 
  • Prepare statistical summaries and reports for the County Auditor, Treasurer, and Finance Offices and state agencies
15%
5. Passports                                                                                                                   
  • Take passport photographs—ensure compliance with federal regulations
 		5%
 
This description describes the general list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position and classification and are intended only as an illustration of the various types of work performed.  The position description is subject to change as the needs of the employer and requirements of the position change.Employment Standards
Education 
  • AA degree in Business Administration, or a closely related field; and
  • One year of related experience 
OR
  • An equivalent combination of related education, training and experience demonstrating the ability to perform the essential functions
Preferred Experience
  • One or more years of experience in researching legal descriptions and compiling abstracts 
Post- Employment Criteria/Experience
  • MN Department of Health Vitals Training Certificate
  • Deputy Recorder Deputation Certificate
Knowledge, Skills and Abilities
Demonstrates:
  • Working knowledge of Minnesota Statutes and Minnesota Rules pertaining to the operation of the County Recorder’s Office; specifically the laws pertaining to vital statistics, and land titles (Abstracts, Torrens) 
  • Ability to read and understand real property legal descriptions and land measurements, and the ability to draw legal descriptions
  • Working knowledge of: 
  • Strong working knowledge of Microsoft Office Suite, Excel spreadsheets, and general office equipment
  • Ability to identify and solve problems in an autonomous setting as well as a contributing member of a team, seeking guidance/direction as necessary and appropriate
  • Ability to accurately prepare detailed reports Adaptable, has an appreciation for and ability to strive for continuous quality improvement - can analyze situations and evaluate potential for improvement
  • Ability to prioritize job responsibilities and to organize multiple activities and complete them prior to deadlines
  • Effective interpersonal and communication skills (written and oral) from various backgrounds and has the ability to deal effectively with challenging situations and difficult people
  • Ability to perform basic mathematical concepts such as fundamentals of plane and solid geometry and working with fractions, percentages, and ratios 
  • Strong analytical skills, including the ability to understand and accurately relay information in both quantitative and narrative formats
  • Strong/accurate typing and data entry ability
Persons with Disabilities
The above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties. 
 
In compliance w/ the Americans with Disabilities Act the following represents the Physical/Environmental Demands
FUNCTION N/A<25%      25% - 49%50% - 74%>74% 
Office Environment



X
Sitting


 X
Standing, Walking  X

Simultaneous/Repetitive 
Hand Movements



X
Typing/Data Entry



X
Close Vision (Near Acuity)



X
Distance Vision (Far Acuity)X 


Color Vision (ability to identify and distinguish colors) 
X


 
Accommodation (ability to adjust the eye to bring an object into sharp focus)



X
Hearing/Speech

X
 
Sedentary (Exert up to 10 pounds of force)



X
Light (Exert up to 20 pounds of force) X

 
Lifting, carrying or pushing of objects up to twenty-five (25) pounds X 
 
Lifting, carrying or pushing of objects up to fifty (50) pounds  X

 
Lifting or pushing of objects over fifty (50) poundsX 

 
Adverse movements such as overhead, bending, reaching X


 

NOTICE
A County employee in this position will encounter non-public data as defined by Minnesota or federal law in the course of their position. Any access to not public data should be strictly limited to accessing the data that is necessary to fulfill the defined job duties. While data is being accessed, the employee shall take reasonable measures to ensure the not public data is not accessed by unauthorized individuals. Once the work purpose to access the data is reasonably finished, the employee must properly store and secure the not public data in accordance with applicable County policies as well as Minnesota and federal law. All employees are expected to become familiar with and comply with the requirements of the County’s Data Practices and Data Security Policies.  A breach of these policies may lead to disciplinary action against the employee. 

Status:                         Non-exempt   
Job Category:             Clerical
Labor Group:              AFSCME
Band:                           B21
Last Reviewed:          1997, 09.2017, 05.2019

TO APPLY: submit your online application to Houston County by 4:30 p.m., Friday, April 5, 2024, by clicking the green "APPLY" button on this page. Please attach a cover letter to your application file.  If you need special accommodations to complete this application, please contact the Houston County Personnel Department at 507.725.5822.  
Houston County is an Equal Opportunity Employer

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