Deadline: October 2, 2025

A thorough background check will be done on all finalists.


Job Summary
The Deputy Recorder is responsible for processing and recording legal documents, issuing certified copies of vital records and collecting, depositing and disbursing fees under the direction of the Chief Deputy Recorder or the Recorder. Assisting the general public and numerous entities by providing information found within the Department.

Qualifications

• High school graduate or equivalent
• One year experience in real estate, title or other land related work with emphasis on legal descriptions
• Possess and maintain a valid MN Driver's license

Knowledge, Skills & Abilities

• Knowledge of modern office practices and procedures to include records management
• Ability to read and interpret legal descriptions, especially on hand-written historical document
• Basic knowledge of generally accepted accounting principles
• Skilled in the use of office equipment, including copier, computer, scanners, phone and calculator.
• Ability to perform detailed work with a high degree of accuracy.
• Ability to establish and maintain effective working relationships with county officials, employees, and the general public.
• Average/moderate proficiency with Microsoft programs
• Ability to understand and follow comprehensive oral and written instructions
• Ability to work under limited supervision
• Ability to navigate multiple computer applications
• Knowledge of county agencies and other programs to be able to refer inquiries to the appropriate department or agency. Must be able to locate reference information to assist the public.

Some Examples of Essential Duties

• Receives a variety of real estate related documents for recording. Reviews the documents for torrens or abstract filing. Reviews documents for recording requirements and returns the document if requirements are not met, in accordance with state statutes
• Determines appropriate routing of documents to Auditor/Treasurer’s office and assures that appropriate payments accompany documents. Tracks the progress of the documents and facilitates the recording or rejection of the document.
• Maintains paper and electronic files and filing systems, per statutory requirements
• Collects filing fees according to the fee schedule established by statute
• Utilizes computer programs to enter information from all recorded documents (ie. Grantor/grantee/legal description/PID’s)
• Ensures that scanned documents are compared for accuracy and that the original is compared to the computer image
• Assists with recording of Torrens property documentation and updating or creating new Torrens certificates and working with the Torrens examiner when required
• Set up new accounts, delete old accounts, change users, add funds and complete vouchers to reimburse funds for Landshark accounts
• Scan and log Government corners
• Follows all statutory requirements for record retention
• Completes daily spreadsheets and deposit, balancing accounts and a cash drawer
• Invoicing monthly, quarterly and bi-yearly
• Completes monthly, quarterly and annual reports and completes vouchers to distribute fees to the State of Minnesota
• Answers telephones and responds to customers at the counter regarding all inquiries for the department or connects them with the proper department or resource
• Opens, sorts and distributes incoming correspondence either through the mail or email
• Follows procedures for the maintenance and controlled release of military discharges following the directions as dictated by State Law
• Enters backlog of historical documents
• Issues parent notices, birth, death, and marriage certificates. Processes marriage licenses, notary and wedding officiant filings.
• Complete online requests for birth and death through VitalChek
• Helps public with genealogy searches of ancestors
• Makes certified copies upon request
• Enters marriage records into Minnesota’s Marriage database and Military Discharges into the Minnesota Discharge database
• Amends death records on the computer
• Assists with coverage when another Department needs help
• Represents the Department professionally on any committees assigned
• Works according to good safety practices as posted, instructed, discussed, and written in policy. Uses all safety devices provided for their protection and the protection of others.
• Reports any unsafe condition or act to their supervisor or the safety officer immediately.
• Completes all other duties as required.
• Special Requirements
• Must complete Security Training for Vital Records.
• Must complete Torrens Training within 1 year of start date.
• Must complete Vitals Training- MN Dept. of Health within 1 year of start date plus annually thereafter.
• Competencies Common to All County Positions
• Develops and maintains a thorough working knowledge of, and complies with all departmental and applicable County policies and procedures.
• Demonstrates regular and reliable attendance and punctuality.
• Performs all duties as required in a safe and efficient manner.
• Demonstrates by personal example the qualities inherent in public service, excellence, and integrity expected from all staff.
• Develops 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.
• Confers regularly with and keeps immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represents Kanabec County in a professional manner to the public, outside contacts and constituencies.

 

Kanabec County offers a comprehensive benefits package, including: Group Health Insurance with VEBA Plan, Dental Insurance, Vision Insurance, Life Insurance, Flexible Spending Accounts (health care and dependent care), HSA Plan, Long Term Disability, Short Term Disability, Accident Insurance, Group Hospital Insurance, Critical Illness Insurance, PTO (vacation, sick, personal leave), 12 paid holidays, Deferred Compensation Plans, Public Employee Retirement Association (PERA), and Employee Assistance Program (EAP).

To view the available insurance and benefit options, click here.