Administrative Specialist, Land Records, Auditor-Treasurer’s Office

Salary

Hiring Rate: $24.12/hour, Grade 12, Non-Exempt, Teamsters - General Unit

Stearns County Mission: Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All.
Stearns County Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable

Stearns County is an equal opportunity employer and does not discriminate on the basis of race, color, creed, religion, national origin, sex, age, marital status, public assistance status, veteran status, disability or sexual orientation.

It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.

Continuous Posting. Applications will be reviewed in batches based on the date the application was submitted. 

Stearns County is seeking an Administrative Specialist with strong customer service skills and an attention to detail to join the Land Records team in the Auditor-Treasurer’s Department. The ideal candidate will be detail oriented, highly organized, adaptable, and possess strong communication and teamwork skills. If you are a self-motivated and team-oriented individual who enjoys working with people, this may be your new career opportunity in public service! Stearns County derives strength from the diversity of its workforce and provides a welcoming environment where all are respected and valued.               

Position Objective
To provide administrative support, customer service and records management to fulfill the office mission and deliver services by providing assistance and technical support to internal and external customers with property issues. This position is responsible to coordinate the application, review, maintenance, and compliance of all land record transactions and special tax assessments.

Essential Duties and Responsibilities
These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.

1. Assists public with inquiries such as identifying property ownership, legal descriptions, taxes, special assessments and property address information to provide professional and helpful customer service.

2. Coordinates and manages special assessment administration to assure special assessments are accurately reconciled, posted, collected and reported.

3. Reviews, researches, verifies and interprets legal documents presented for property transfer for accuracy and completeness and to determine ownership and encumbrances to ensure accurate property and tax records.

4. Conducts initial approval of legal descriptions for internal and external customers to ensure accurate legal descriptions for property records.

5. Assists with property tax system management assuring accurate and current property records and address databases in the electronic tax and accounting systems. 

6. Trains and informs external agencies regarding special assessment policies, procedures and administration.

7. Assists in tax forfeiture processes to facilitate the sale and return to taxable status.

8. Reviews and signs final plats. 

9. Calculates and collects taxes for transfer and mortgage documents and reconciles deposits into the financial and property tax databases.

10. Interprets and researches property ownership, parcel identification numbers, legal descriptions, tax information, and minor subdivision for transfer documents, mortgages, and other items.  

11. Reviews and edits transfers of property maintained in the electronic tax system. 

12. Reviews and edits Certificates of Real Estate Value and transfers to the State of Minnesota Department of Revenue. 

13. Assists other jurisdictions with annexation proceedings to facilitate boundary changes in tax and GIS systems.

14. Assists the voters registration staff during elections.

15. Attends training and meetings to maintain knowledge of policy, software and process changes.

16. Attends work regularly and in a timely manner.
17. Performs other duties as assigned or apparent. 

Minimum Qualifications
In order to be considered for this position, applicants must possess the following: 

• High School graduate or equivalent
• One year of post-secondary education and two years of related experience OR four years of related experience
• Experience using Microsoft Office Suite

Preferred Experience Beyond Minimum Qualifications:

• Knowledge of reading and understanding legal descriptions
• Knowledge of Real Estate Transactions and Real Estate Title background
• Knowledge of special assessment administration

Desirable Knowledge, Skills and Abilities

1. Knowledge of standard office practices, procedures and technology.

2. Knowledge of land record documents, real estate titles, and GIS mapping.

3. Knowledge of property legal description terminology.

4. Knowledge of English grammar, punctuation, and vocabulary.

5. Ability to organize and prioritize work in a timely manner.

6. Ability to maintain confidentiality and data privacy.

7. Ability to prepare written and statistical reports.

8. Ability to utilize GIS software.

9. Ability to respond to public inquiries in a professional, courteous, and helpful manner.

10. Ability to understand and follow complex oral and written instructions.

11. Ability to effectively communicate verbally and in writing.

12. Ability to work successfully in both a team and independent setting.
 

Accountabilities Shared By All Employees
1. Consistently performs job responsibilities with a positive attitude and in a manner consistent with the County’s mission and values.

2. Develops and maintains a respectful and collaborative professional relationship with all County employees and the public we serve.

3. Values and respects the diversity each employee brings to the organization.

4. Develops and maintains knowledge and understanding of all department and County-wide policies, protocols and procedures that apply to the performance of this position.

5. Complies with all rules and policies to maintain a safe work environment.

Work Environment and Physical Demands
The primary responsibilities for this position will be performed indoors. Will have infrequent exposure to health hazards and accidents; requires a low level of physical activity. All employees are required to reside within the state of Minnesota.

Extent of Supervision or Guidance Provided
Work is performed under the general supervision of the Land Records Coordinator.

Responsibility for Public Contact
Frequent.

Hours of Work
Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday; may include hours outside of normal work hours for evening meetings.

Interview Date
If you are selected to be interviewed for this position, interviews will be held on a date to be determined. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience. A job specific background check and/or physical, drug and psychological exam may be required before appointment.

Benefits

To view Stearns County benefits go to: Stearns County Benefits Page

If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.