The Deputy Recorder provides clerical, technical and administrative support to the County Recorder/ Registrar of Title and Local Registrar by completing various duties of the Wadena County Recorder’s Office. Under general supervision, provide customer service to the general public, financial institutions, attorneys, realtors/title companies, land surveyors, funeral homes and other governmental agencies relating to real estate records, federal & state tax lien filings, vital statistics and passport photo inquiries received face-to-face, electronically, by telephone or mail. Direct customers to various city, county and state departments as appropriate. Assist public with genealogy and land record inquiries.

Assist County Recorder in Processing Vital Statistic Requests

• Process daily vital statistic requests including receipting fees and issuing receipts.
• Vital statistic requests include birth and death certificates, birth verifications and parent notices, marriage license and certificate issuance, filing of notary public commissions, ministerial credentials and DD-214 military discharges and issuing certified copies.
• Conduct vital record searches for genealogical purposes. Provide Auditor’s office with Wadena County resident marriages for voter registration purposes.
• Conduct vital requests received by mail, email or telephone must be mailed the same day requested in order to meet personal needs of customers.
• Process all vital records requests in Recorder’s absence.
• Monthly tracking of marriages filed for Recorder’s monthly and annual marriage reports submitted electronically to MN Dept of Health, Office of State Registrar.
• Process passport photos.
• Maintain camera and printer set-ups. Inform County Recorder when in need of camera supplies.

Assist County Recorder in Processing Real Estate and Land Records

• Daily entry, verification, scanning and mailing of land record documents submitted for recording.
• Log, process, and file Federal and State Tax Liens received electronically via MBLS system.
• Real estate and tax lien documents must be processed and returned to the submitter/customer in a timely manner mandated by statute.
• Daily entry of historical land record documents, verifying images and parcel entries in Application Extender to preserve all recorded documents.
• Balance daily vital statistics revenue received, process daily & weekly reports and enter onto Excel spreadsheets reconciling each week, month, quarter and at year-end.
• Give reports to County Recorder for depositing. In the absence of the County Recorder, balance daily land record revenue received, process daily and weekly reports, enter amounts onto Excel spreadsheet reconciling each week, month, quarter and at year-end. Entry of daily revenue via Cash Register System in Auditor’s office.
• Deliver deposit(s) and reports to Treasurer’s office. Assist County Recorder with annual budget, accounts and reports.
• Work with Recorder and Auditor’s office to set-up, balance, and adjust accounts.
• Historical data entry of vital records (birth, death, marriages). Maintain MOMS spreadsheets for current and historical marriage and ministerial records.
• Work with DADS system in searching and processing DD-214 military discharge filings and requests. Effectively communicate with local and other Veteran’s Services Offices. Includes special projects as technology advances.
• Manage current and historical entry, scanning, and updating of Certificates of Title and memorials, including reorganizing, updating and maintaining the preservation of these historical documents and books.
• Serve as a backup to the County Recorder in registering Torrens documents and contacting the Examiner of Title for direction, if necessary.

Serve as Backup to County Recorder

• In the rare absence of both the County Recorder and Land Records Deputy, serve as a backup in registering and processing real estate documents and assisting land record customer inquiries. Includes working closely with Auditor/Treasurer, Planning/Zoning and Assessor staff to maintain recording timelines according to statute mandates. Scan and/or copy plats, surveys, maps, etc. as assigned (KIP/Application Extender).
• Keep track of vitals forms and general office supplies. Inform County Recorder when supplies are low.

Additional/Ancillary Duties and Responsibilities

• Attends training/educational sessions, meetings and seminars.
• Perform general housekeeping duties within the office.
• Scan and/ or copy plats, surveys, and maps.
• Post daily outgoing mail. Courier mail to post office/UPS/FedEx when needed.
• Maintains knowledge of policies, rules and regulations regarding duties.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.

Knowledge, Skills and Abilities

• Excellent written and verbal communication skills.
• Ability to work with the public in a friendly and professional manner always.
• Ability to diffuse potentially angry public.
• Ability to handle confidential information and follow data practices requirements.
• Ability to handle a variety of assignments and problems under moderate supervision within standard operating procedures.
• Ability to apply a variety of procedures, policies, and/or precedents and moderate analytical ability in adapting standard methods to fit facts and conditions.
• Ability to maintain effective communication and working relationships with department and other departments, outside agencies and public (supplying or seeking information) on specialized matters requiring detailed or technical responses.

Education and Experience

• Requires High School diploma or equivalent; and
• Specialized training; and
• One-year relevant experience; or
• Equivalent combination of education and experience.
  

License, certification and training

• Vital Statistics Training and MR&C– MN Dept of Health/Office of Vital Statistics
• MOMS, e-Marriage and DADS Training
• Basic Legal Description Training
• Torrens Training
• Lighthouse E-Recording, Land Link, Land Shark, e-CRV and e-Well Training
• Point & Pay system training
• Paycom training
• MBLS: Tax Liens – MN Secretary of State
• Passport Photo Requirements – US Dept of State
• Safety Trainings (in-house)
• Attend miscellaneous trainings/seminars related to assigned duties as allowed.
  

Equipment and Tools

• Office equipment and technology

Physical and Mental Requirements

This job typically requires sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is prolonged exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 30 pounds of force. Occasionally deals with angry public and offensive language.

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Working Conditions

Work is performed in an office or other in-door environment. This position must be able to work under high deadlines with high accuracy. A high degree of accuracy and attention to detail is essential to the work of this position. May be required to sit for prolonged periods of time and perform repetitive duties like data entry.

The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Competencies Common to All County Positions

• Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
• Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.
• Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all-important matters which pertain to the applicable job functions and responsibilities.
• Represent Wadena County in a professional manner to the public, outside contacts and constituencies.

Wadena County is an Equal Opportunity/Affirmative Action Employer