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

Stearns County MN•Waite Park, MN

7d•Onsite

About The Position

Stearns County is seeking an Administrative Specialist to provide administrative support, customer service, and records management for the Land Records team in the Auditor-Treasurer’s Office. The position assists internal and external customers with property issues and coordinates the application, review, maintenance, and compliance of land-record transactions and special tax assessments. The role requires strong customer-service and communication skills, attention to detail, organization, adaptability, and teamwork. Work is performed under the general supervision of the Land Records Coordinator. Primary responsibilities are performed indoors, with frequent public contact and a low level of physical activity. Employees must reside in Minnesota. Normal hours are 8:00 a.m. to 4:30 p.m., Monday through Friday; work outside normal hours may be required for evening meetings.

Requirements

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.
Knowledge of standard office practices, procedures, and technology.
Knowledge of land-record documents, real estate titles, and GIS mapping.
Knowledge of property legal-description terminology.
Knowledge of English grammar, punctuation, and vocabulary.
Ability to organize and prioritize work in a timely manner.
Ability to maintain confidentiality and data privacy.
Ability to prepare written and statistical reports.
Ability to utilize GIS software.
Ability to respond to public inquiries professionally, courteously, and helpfully.
Ability to understand and follow complex oral and written instructions.
Ability to communicate effectively verbally and in writing.
Ability to work successfully both as part of a team and independently.
Must reside within the state of Minnesota.
Attend work regularly and in a timely manner.

Nice To Haves

Knowledge of reading and understanding legal descriptions.
Knowledge of real estate transactions and real estate title background.
Knowledge of special assessment administration.

Responsibilities

Assist the public with inquiries about property ownership, legal descriptions, taxes, special assessments, and property addresses.
Coordinate and manage special assessment administration, including reconciliation, posting, collection, and reporting.
Review, research, verify, and interpret legal documents presented for property transfer to determine accuracy, completeness, ownership, and encumbrances.
Conduct initial approval of legal descriptions for internal and external customers.
Assist with property tax system management and maintain accurate, current property records and address databases in electronic tax and accounting systems.
Train and inform external agencies about special assessment policies, procedures, and administration.
Assist with tax forfeiture processes to facilitate sale and return of properties to taxable status.
Review and sign final plats.
Calculate and collect taxes for transfer and mortgage documents and reconcile deposits into financial and property tax databases.
Research and interpret property ownership, parcel identification numbers, legal descriptions, tax information, and minor subdivisions for transfer documents, mortgages, and other items.
Review and edit property transfers maintained in the electronic tax system.
Review and edit Certificates of Real Estate Value and transfers to the Minnesota Department of Revenue.
Assist other jurisdictions with annexation proceedings and related tax and GIS system boundary changes.
Assist voter registration staff during elections.
Attend training and meetings to maintain knowledge of policy, software, and process changes.
Attend work regularly and on time, and perform other duties as assigned or apparent.
Perform responsibilities in accordance with County mission, values, policies, protocols, and procedures; maintain respectful, collaborative relationships and a safe work environment.