Records Manager jobs in Minnetonka, MN

The current vacancy is in the Public Records department.  The eligibility list created by this vacancy may be used to hire other vacancies in the department or County.

To manage and direct the activities of a division(s) within the Information and Public Records by organizing and supervising division activities in order to maintain one or more of the following functional areas: county tax revenues and descriptions, the county tract index to all property ownership and encumbrance records, tax forfeited land records, uniform commercial code and judgment records, military discharge records, elections and voter registration data, the commercial, residential or assessing services unit of the Assessor’s Office; to conduct policy analysis and research on new or proposed legislation; to coordinate all information technology activities within the department; to collect, maintain county tax funds; to collect property tax revenues; to conduct local elections; to assist in the interpretation and implementation of statutes as they relate to department functions; to manage county Service Delivery including county service centers and navigation services within the community; and to perform related duties as assigned.

1. Promote a diverse, culturally competent, and respectful workplace that ensures high quality, respectful services that provide equitable outcomes and meet the needs of the county’s residents and business owners.
2. Develop an employee-oriented culture that emphasizes quality, continuous improvement, key employee retention and development, and high performance.
3. Coach, mentor and develop staff, including overseeing new employee onboarding and providing career development planning and opportunities.
4. Lead employees using a performance management and development process that provides an overall context and framework to encourage employee contribution and includes goal setting, competency and achievement measures, feedback and performance development planning.
5. Lead employees to meet IPR’s expectations for productivity, quality and goal accomplishment.
6. Provide effective performance feedback through employee recognition, coaching and disciplinary action when necessary.
7. Maintain employee work schedules including assignments, job rotations, training, vacation, sick leave, and overtime scheduling.
8. Appropriately communicate organization and team information through department meetings, one-on-one meetings and other communication channels and plan staffing levels.
9. Collaborate with HR to recruit, interview, select and hire employees.
10. Monitor and enhance metrics to ensure outcomes.
11. Manage the various sections within a division(s) of the Information and Public Records service team by assisting in the preparation of annual budget recommendations; evaluating existing operational procedures, plans and programs; and recommending new processes/procedures related to the scope and activities of the assigned division.
12. Establish division policies and procedures, performance standards and staffing assignments to ensure compliance with statutory and regulatory requirements affecting services provided by the various sections managed; prepare documentation and attend meetings related to requests for County Board action affecting the activities of assigned division(s); represents the Division at County Board meetings in discussions of issues related to managed functions; review legislative changes which affect the operations of the various division within the Information and Public Records service team.
13. Coordinate activities between assigned sections to ensure balanced work flow, and proper attention to priority projects and departmental deadlines.
14. Manage staff in the collection of tax funds in accordance with statutory requirements for the county, depending on area assigned.
15. Manage staff in the real estate document recording and indexing process, the collection and distribution of all recording and copy fees to the county or to the appropriate state agencies; maintenance of all advance recorder security deposits; the production of Torrens certificates of title, and the permanent preservation of all recorded real estate documents and indexes, depending on area assigned.
16. Manage staff in the abatement and homesteading process, ensuring accurate and timely reviews, problem resolution, appropriate escalation and accurate data collection, depending on area assigned.
17. Manage staff in securing polling locations; prepare and test ballots; maintain and test voting equipment, absentee balloting, contracting, and reporting of results for elections in various local jurisdictions, depending on area assigned.
18. Manage service center and navigation staff; provide service delivery; establish and maintain working relationships with county departments; establish and maintain working relationships with community organizations and partners, depending on area assigned.
19. Manage staff in the Commercial, Residential, or Assessing Services units of the Assessor’s Office.     
20. Provide expertise and consideration of needs to other employees and outside individuals by participating on a variety of committees and task forces internally within the Information and Public Records service team, and between departments or agencies; provide expertise and educate officials, agencies and the public on matters related to the functions of the assigned division.

(The work assigned to a position in this classification may not include all possible tasks in this description and does not limit the assignment of any additional tasks in this classification.  Regular attendance according to the position’s management approved work schedule is required.)

ESSENTIAL FUNCTIONS:  1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18.

Education:  Bachelor’s Degree in public administration, business administration, social services or a related field.

Experience:  Five years of experience in business operations/management, organizational development, social services, or in a related field, including at least three years in a supervisory capacity.

Substitution:  Three additional years of experience in an area relating to property tax administration, property document recording, social services, assessing office or public sector may substitute for the Bachelor’s Degree requirement.

Certifications/Licensure:  For assignment in Assessor’s Office, licensure by the Minnesota Board of Assessors as a Senior Accredited Minnesota Assessor (SAMA) or as a Cadastral Mapping Specialist (CMS) from the International Association of Assessing Officers at time of appointment.