Deputy County Recorder I

Performs intermediate work reviewing, processing, recording, updating, and of storing vital records, entering data into a computer system, receiving and responding to inquiries from the general public, indexing and verifying land records, completing required reporting, and related work. Work is performed under the moderate supervision of the County Recorder.

Essential Functions

• Receives a variety of documents for recording at the counter, by mail and electronically. Reviews documents for recording requirements, calculates and collects necessary fees or returns documents that do not meet recording standards to the customer with description of what is necessary for recording.
• Determines appropriate routing of documents to Auditor and/or Treasurers office and assures that appropriate payments accompany documents when applicable. Tracks the progress of documents through other departments and their entry into the recording process or returns documents and fees to customers when rejected by other departments.
• Enters and verifies abstract land record documents. Reads a variety of land record documents to accurately determine grantor, grantee, and legal descriptions and enters into computer tracking system. Fully re-keys the entered data into the computer system for electronic verification of accuracy.
• Operates document imaging equipment using document imaging computer system and scanner. Assures that all documents are imaged as archival record, performs quality control verification of all imaged documents for completeness, and readability.
• Returns recorded documents to customer with completed recording information within recording compliance deadlines.
• Maintains vital statistic records per MN statute; issues birth and death certificates; Makes amendments to birth and death records with proper documentation from customer within State Registrar guidelines.
• Maintains procedures to limit fraud in relation to vital statistic information and documents; Prepares reports and completes other vital statistic activities as required.
• May print Parent Notices for new births. Updates and makes corrections as needed per MN Statute and Office of the State Registrar guidelines.
• Receives and processes marriage applications and calculates appropriate fees. Assures compliance with all applicable MN Statutes based on age of applicants and criminal history; Assures compliance with the five-day waiting period or receipt of appropriate judicial waiver; Enters information into AS400 and Minnesota Official Marriage System database; issues marriage licenses and certificates.
• Receives and processes a variety of documents, collects the appropriate fees, and enters the information into various computer systems. Examples include Notary Commissions, Clergy Ordinations, Military Discharge Papers, Tax Liens, and other miscellaneous types of documents.
• Provides information to the public in a prompt, courteous and effective manner via telephone, at the counter, by mail and email; Assist customers in completing various types of record searches and answers questions.
• Works with various computer programs such as: Windows-based programs, word processing programs, AS400 based programs, scanning and document imaging programs, assorted data base programs including the MR&C (MN Department of Health data base), and web-based programs.
• Operates various types of office equipment including microfiche reader printer, copy machine, multiple computer printers for different printing functions, scanner, and other routine office equipment.
• May attend seminars and training, accesses MN Statute, Secretary of State web sites and does other research as necessary to keep abreast of current statue and recording practices.
• Performs other duties as assigned.

Desired Minimum Qualifications

High School diploma or GED and minimal experience, or a combination of equivalent education and experience.

Knowledge, Skills, and Abilities

• Knowledge of office practices and procedures
• Ability to type accurately and to operate computer and several types of computer programs including word processing, data bases, Windows-based programs and AS 400 programs; and ability to run other routine office equipment.
• The ability to read and interpret legal documents including the ability to read and interpret land legal descriptions.
• Ability to communicate effectively verbally and in writing with a wide variety of people. Including the ability to effectively communicate complex procedures and requirements related to land records and other functions of the recorder’s office with individuals who may be frustrated by the details.
• Ability to develop a working knowledge of State, County and/or Agency policies, procedures programs and departments to effectively route calls and/or mail.
• Ability to follow oral and written instructions.
• Ability to make simple mathematical computations with speed and accuracy.
• Ability to conduct money transactions, makes change, and issue receipts.
• Ability to work in an open work environment with other staff and customers moving about without being distracted and while maintaining a high level of accuracy.

Working Conditions

• This classification occasionally involves physical agility requirements such as: climbing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, repetitive motions and manual dexterity.
• Sensory requirements include standard vision requirements; vocal communication is required for conveying detailed or important instructions to others accurately, loudly or quickly; and hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound.
• Work Environment - While performing the duties for this job, the employee regularly works in an office setting. The noise level in the work environment is usually moderately quiet in the office. A courthouse environment may include proximity to criminals and some level of hazard as demonstrated by events in courthouses in MN and throughout the nation.