Chief Deputy Recorder

Houston County is seeking a full-time Chief Deputy Recorder to assist in the organization, coordination, and direction of all areas, activities and statutory duties of the Recorder’s Office. This position has the authority to act in the County Recorder’s stead, in his/her absence.

Position Purpose and Distinguishing Characteristics   An employee who acts under the general supervision of the County Recorder and assists in the organization, coordination and direction of all areas, activities, and statutory duties of the Recorder’s Office. The Chief Deputy Recorder performs a majority of the work independently but within established guidelines and policies of the office.  This employee is knowledgeable and trained in every area of the department so he/she can easily step in and assist where needed and has the authority to act in the County Recorder’s stead in his or her absence.  This employee may oversee and instruct office staff and supervise preparation of various reports and correspondence as they relate to the office.  The Chief Deputy Recorder shall also provide technical guidance and coordinate activities of subordinate staff.  This employee monitors staff compliance to ensure that all office procedures are followed.

Essential Duties:

1. Lead Work 

• Assist the County Recorder in the organization, coordination and direction of the office’s activities
• Assist the County Recorder in drafting and reviewing departmental policies and procedures to ensure compliance with Minnesota Rules and Statutes
• Act on behalf of the County Recorder in his/her absence
• Direct staff and assign work; assists in the proper execution of administrative functions

25%

2. Land Records and Uniform Commercial Code (Personal Property Liens) 

• Oversee the processing of all real estate transactions and UCC Financing Statements
• Provide work direction regarding land records
• Maintains Geographical, Grantor/Grantee and numeric indexes
• Assist and respond to questions from attorneys, lending institutions, title companies, etc. as to the recordability of documents
• Analyze and interpret legal descriptions

25%

3. Abstracting and Research

• Assist the County Recorder in the preparation of original abstracts, continuation abstracts and land title searches
• Supervise the preparation and certification of abstracts and title searches
• Research land records for finalization and recording of plats

25%

4. Vital Statistics

• Supervises the filing and maintaining of birth, death, marriage, notary and ordination records
• Process requests for and issue certificates of birth and death records according to applicable laws, rules and established procedures
• File all reports with the Minnesota Department of Health

10%

5. Financial

• Supervise all financial reports sent to the Auditor’s Office and various state agencies
• Responsible for accounts receivable within the Recorder’s Office
• Prepare statistical summaries and related reports

10%

6. Passports

• Take passport photographs – ensure compliance with federal regulations

5%

This description describes the general list of responsibilities and 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.

Qualifications:

EMPLOYMENT STANDARDS
Education and Experience 
 

• Certificate or diploma from a technical/community college in Legal Administration or related field and one (1) year of experience in working in a Recorder’s Office

-OR- 
 

• A combination of three (3) or more years of progressively responsible experience in a position with comparable duties as set forth above

Knowledge, Skills and Abilities
 

• Thorough knowledge of Minnesota Statutes and Minnesota Rules as they pertain to the operation of the County Recorder’s Office: real estate, legal descriptions and land measurements, vital statistics, Torrens, Uniform Commercial Code, etc.
• Knowledge of the principles and practices of accounting as applied to the County Recorder’s Office.
• Ability to accurately prepare detailed reports; perform mathematical calculations with speed and accuracy
• Ability to accomplish assigned administrative tasks with minimum supervision
• Ability to lead a team and direct the work of others
• Ability to establish and maintain effective working relationships with county officials, office staff, other departments and the general public
• Ability to communicate effectively, both orally and in writing.