Property Records Specialist 1 Department Property Records Classification Grade 9 Reports to Property Records Assistant Director Property Records Director Unit AFSCME Local #2768-General Non-Survey Supervises

N/A FLSA

Status Non-exempt Position Description The purpose of the Property Records Specialist 1 is to perform a variety of customer support services including responding to customer questions, processing customer transactions and performing administrative support assignments for the Property Records Department. Transactional work will include processing documents for recording, requests for birth/death certificates or passports, and special property tax programs. Each of the referenced services has unique processing requirements generally governed by statute, code or policy. The position serves as the central point of contact for customer questions and as such requires a high degree of resourcefulness to effectively respond to the wide variety of information requests. Essential Duties and Responsibilities Performs a variety of technical, regulatory, and customer service functions related to land records, property assessment, taxation, vital records, and document recording. Reviews and processes documents for compliance with Minnesota Statutes; maintains accurate electronic land records, indexing systems, and document images; and calculates and collects applicable recording fees and taxes. Administers and provides public assistance with vital records, passports, and special property tax programs, including homestead, agricultural, disabled veteran, and blind/disabled classifications. Reviews eligibility, maintains classifications, and researches ownership and property information. Conducts real estate sales research and verification, enters sales information into eCRV, and provides recommendations regarding sales-study eligibility. Researches tax liens, current and delinquent taxes, land records, and related property information. Provides professional customer service and communicates with property owners, title companies, government agencies, local officials, community organizations, and other stakeholders regarding assessment, recording, taxation, and county policies and procedures. Performs a variety of administrative and financial support duties, including accounts receivable monitoring, ledger reconciliation, revenue deposits, data entry, required mailings and publications, records research and copying, Social Security number maintenance, short-term rental classification verification, office supply and equipment inventory, and fixed asset reporting. Ensures the accuracy, security, and integrity of land and tax records through scanning, indexing, verification, and ongoing system maintenance. Qualifications and Knowledge, Skills and Abilities Minimum qualifications 2 years post-secondary education in related field and 2 years relevant work experience, or equivalent combination to successfully perform the essential duties of the job (totaling 4 years).

Knowledge, Skills and Abilities Knowledge:

Knowledge of principles and practices necessary for recording abstract, and other documents. Knowledge of local, county, state and federal laws, and their relationships to property records Adhere to all laws, statutes, policies and rules with the essential level of confidentiality and safety required of the position.

Skills:

Proficient in using automated systems relevant to the position. Communicate effectively both orally and in writing with all stakeholders relevant to the position. Detail-oriented with strong organizational skills, accuracy, and problem solving.

Abilities:

Ability to read and interpret documents and procedural manuals. Ability to work independently, manage multiple priorities, problem-solve and meet deadlines. Ability to implement approved policies and procedures to the public at the counter, over the phone, and through correspondence. Establish and maintain effective working relationships. Follow established procedures and directives from supervisors. Preferred Qualifications Work experience with document scanning, indexing, and imaging software and processes. Work experience applying procedural standards to office workflow processes. Work experience with legal descriptions.

Physical Requirements Sedentary Work:

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Note (Management Right) The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Regular attendance on the job and the performance of other duties as assigned are required. The County retains the discretion to add or change the contents of this position description at any time. _____________________________________________________________________________________________________________________________________________________________________________________ Property Records Specialist 2 Department Property Records Classification Grade 11 Reports to Property Records Assistant Director Property Records Director Unit AFSCME Local 2768 - General Non-Supervisory Supervises

N/A FLSA

Status Non-exempt Position Description The purpose of the Property Records Specialist 2 is to perform a variety of customer support services including responding to customer questions, processing customer transactions and performing administrative support assignments for the Property Records Department. Transactional work will include processing documents for transfers and recording, requests for birth/death certificates or passports, tax calculation requests, and initial real estate sales research and processing. Each of the referenced services has unique processing requirements generally governed by statute, code or policy. The position serves as the central point of contact for customer questions and as such requires a high degree of resourcefulness to effectively respond to the wide variety of information requests. Essential Duties and Responsibilities Review, analyze, record, and index property documents in compliance with Minnesota statutes, including preparing Torrens Certificates of Title and coordinating with title companies and other parties. Process property transfers by reviewing legal descriptions and title history, identifying parcels and taxpayers, processing eCRVs, verifying taxes, and assisting with GIS mapping. Process vital-record or passport applications using county, state, and federal systems while ensuring all requirements are met. Research and verify property sales, enter sales information into eCRV, and recommend whether transactions should be included in sales studies. Respond to public and stakeholder questions regarding property assessment, recording, county policies, and related activities. Provide administrative and technical support, including preparing reports, calculating fees and taxes, researching land and tax records, maintaining financial records, entering data, and scanning and indexing documents. Assist with Torrens title examinations and research involving easements, ownership, boundaries, and road rights-of-way. Qualifications and Knowledge, Skills and Abilities Minimum qualifications 2 years post-secondary education in related field and 3 years relevant work experience, or equivalent combination to successfully perform the essential duties of the job (totaling 5 years). Obtain Assessment Technician Certificate within 2 years of hire.

Knowledge, Skills and Abilities Knowledge:

Adhere to all laws, statutes, policies and rules with the essential level of confidentiality and safety required of the position. Knowledge of principles and practices necessary for recording abstract, Torrens and other documents. Local, county, state and federal laws, and their relationships to property records. Minnesota Title Standards and Public Land Survey System.

Skills:

Proficient in using automated systems relevant to the position. Communicate effectively both orally and in writing with all stakeholders relevant to the position. Detail-oriented with strong organizational skills, accuracy, and problem solving.

Abilities:

Establish and maintain effective working relationships. Follow established procedures and directives from supervisors. Read and interpret documents and procedural manuals. Work independently, manage multiple priorities, problem-solve and meet deadlines. Implement approved policies and procedures to the public at the counter, over the phone, and through correspondence. Draw, interpret and explain maps, legal descriptions, plat and chains of title. Preferred Qualifications Work experience with document scanning, indexing, and imaging software and processes. Work experience applying procedural standards to office work flow processes. Work experience with legal descriptions. Work experience with Graphic Information Systems (GIS).

Physical Requirements Sedentary Work:

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Note (Management Right) The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. Regular attendance on the job and the performance of other duties as assigned are required. The County retains the discretion to add or change the contents of this position description at any time. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.