Customer Service Specialist

Are you someone who enjoys helping people, solving problems, and providing accurate information? Crow Wing County is seeking a Customer Service Specialist to join the Land Services Department and serve as a key resource for the public. This position provides a wide range of customer service and administrative support, including processing payments, permits, licenses, vital records, and other transactions that are governed by local, state, and federal requirements. The ideal candidate is organized, resourceful, detail-oriented, and comfortable learning and applying technical regulations and procedures. If you enjoy working with people, navigating a variety of responsibilities, and making a difference through excellent customer service, we encourage you to apply!Program Responsibilities – as assigned

• Document Recording: Apply specialized knowledge and skills in record maintenance in compliance with Minnesota Statutes relating to Abstract and Torrens documents. Maintains a comprehensive computer indexing system, prepares new or updated Torrens Certificate of Titles, analysis of documents submitted for recording and communicates with the County Examiner of Titles, title companies and other applicable parties to ensure  proper recording  process.  Performs complex real estate transactions in the Abstract and Torrens systems, including legal description interpretation and identification of parcels with the county GIS and tax systems.
• Vital Records:  Assist the public with the acquisition of vital records including birth certificates, death certificates, and marriage license applications.  Ensures compliance with application and information acquisition requirements.  Accesses county, state and federal databases to process applications and acquire requested documents.
• Tax Payments:  Serve as primary public resource for questions relating to property tax statements and payment processes including onsite, telephone, electronic and written inquiries.  Calculate and process real estate, and personal property taxes due on a delinquent, full and pre-paid basis.  Calculate penalties, interest due and other associated adjustments as needed.  Access county database to properly account for payment transactions.
• General Payments:  Receive and process a variety payments for various services and fees.  Access county database to properly account for payment transactions.
• Permit Applications:  Serves as primary public resource for questions relating to building and septic permits and associated land use permits.  Provides first level support on questions relating to ordinances and codes associated with the permit application process.  Assists customers with the permit application process and reviews applications for completeness, requesting additional information as needed to ensure required information is provides with the application.  Accesses county database and ordinances to properly process permit applications.
• Board of Adjustments:  Serve as administrative resource to the Planning Commission/Board of Adjustment.  Prepare and distribute materials, fulfil public notice and document publishing requirements, make room arrangements, provide participant notifications, participant materials, meeting supplies, recording and transcription services, publication of minutes and other associated duties as requested.

 
General Administrative Responsibilities

• Customer Service:  Respond to customer inquiries providing information and assistance relating to department programs and services in a professional and timely manner to ensure a high service environment.
• Document Processing: Review applications for accuracy and completeness, and processes documents in compliance  according to department policy and procedures.. 
• Meeting Administration:  Provide administrative support for all assigned meetings including required notices, scheduling, room arrangements, supplies, materials, minutes and other related duties as assigned. 
• Program Administration: Maintains current knowledge of department programs and provides administrative and customer support services for all programs assigned.
• Word Processing:  Complete various forms of correspondence and materials as assigned including composition, formatting, proofing and editing to ensure the creation of professional and accurate documents and materials.
• Reporting:  Complete various reports including databases, spreadsheets, data entry, data analysis and summary reports as assigned.
• Records Management:  Develop and maintain filing, retention and retrieval systems including electronic media, scan data and hard files in a manner that ensures effective retention and retrieval of all assigned materials. 
• Office Services:  Perform a variety of general office services including mail processing, reception functions, scheduling, messaging and calendar management for department staff as assigned.
• Other:  Perform all other related duties as assigned in a professional and effective manner.

• High school diploma or equivalent
• Formal prep of one or more years or equivalent knowledge gained from related experience and/or education.
• Five or more years work experience of a similar nature and scope of responsibility
• Advanced proficiency of Microsoft software programs. (Word, Excel, & Access).

• Ability to prepare correspondence.
• Ability to read and interpret documents and procedural manuals.
• Ability to verbally convey information effectively.
• Considerable skill in using computer programs, including Word and Excel.
• General knowledge of computer operations.
• Ability to work independently, manage multiple priorities, problem-solve and meet deadlines.
• Ability to establish and maintain effective working relationships with internal and external customers.
• Ability to interpret maps,legal descriptions, plats, blueprints and charts.
• Knowledge of principles and practices necessary for recording abstract, Torrens and other documents.Ability to read site plans and implement approved policies and procedures to the public at the counter, over the phone, and through correspondence. 
• Knowledge of other local, county, state and federal laws, and their relationships to land use.
• Knowledge of septic system and the ability to relate this information to the public.