Job Summary
To support enhancements to the recording process, including electronic recording, to assist with compliance efforts and assist with data integration and aggregation projects.

Supervision Received 
Works under general supervision of the County Recorder.  

Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks.  

Supervision Exercised
No formal supervisory authority.  

Essential Functions 
This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

1.    Gain a working knowledge of the Aitkin County Deputy Recorder position (job description available upon request) and the document recording process sufficient to assist with compliance efforts and/or supporting enhancements to the recording process, electronic recording, and/or data integration and aggregation projects.
Learn how the Recorder’s Office functions day-to-day, including performing daily tasks and working alongside permanent staff to gain a full understanding of each process and form currently in use. 
2.    May be required to travel to research how other organization’s processes are designed and to meet with vendors. 
3.    Assists in design and implementation of the Online Document Service process and provides technical assistance as it relates to this process. 
4.    Set up internal systems and assist with drafting written Online Document Service policies and procedures for review and approval of the County Recorder and County Board. 
5.    Performs research and special projects as assigned.
6.    Attends or completes online training with supervisory approval. 

•    Performs other related duties as assigned or apparent.

Minimum Qualifications
Prior experience working in a Minnesota County Recorder’s office is beneficial, as well as experience in the abstract document recording process. Must have outstanding computer skills, communication skills, and attention to detail. 

Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

Knowledge of: 
1.    County policies, procedures, and practices.
2.    Federal and State laws and Local ordinances as they relate to recording of various legal documents and functions of the Recorder’s Office.
3.    Techniques, methods, and equipment required to accomplish department workload and objectives in an efficient and safe manner.
4.    Departmental policies and written and oral communication skills sufficient to perform the essential functions.

Skill in:
1.    Reading, writing, and speaking English proficiently.
2.    Effective organization, time management, and workload prioritizing skills as it relates to office procedures.
3.    Typing skill sufficient to complete 30 net words per minute without errors.

Ability to:
1.    Understand Real Estate descriptions and the various types of documents and the effects of those documents transferring interest in Real Estate.
2.    Work independently and exercise good judgment.
3.    Develop and maintain effective working relationships with supervisors, county staff, and the public.
4.    Understand and carry out oral and written instructions.

Language Skills 
Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write reports and correspondence.  Ability to speak effectively 
before groups of customers or employees of the organization.

Mathematical Skills 
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning Skills 
Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills
To perform this job successfully, an individual should be proficient at using the following software:  

County Payroll Software/E-time, RecordEASE, ApplicationXtender, GIS system, County Tax System, Microsoft Word, Excel, Outlook, Internet, and other job-related software.

Ability to Travel
Occasional travel may be required for trainings and meetings in and out of Aitkin County.  

Competencies 
To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):

Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, quality management, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, and initiative.

Work Environment
The noise level in the work environment is usually quiet to moderate. 

Equipment and Tools
Computer, copier, telephone, printer, scanner, county-owned vehicles, personal vehicle (requires proof of insurance on file), and other job-related equipment.

Physical Activities/Requirements
Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 50 pounds.   

While performing the duties of this job, the incumbent performs light to medium work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  

Working safety is a condition of employment. Aitkin County is a drug-free and alcohol-free workplace.

Disclaimer
The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.

Reasonable Accommodation Notice
The County is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.


3/24/2023

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Our Vision: We strive to be a county of safe, vibrant communities that place value on good stewardship of local resources.
Our Mission: Aitkin County’s mission is to provide outstanding service in a fiscally responsible manner through innovation and collaboration with respect for all.
Our Core Values: Collaboration, Innovation, Integrity, People-Focused, Professionalism