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

Stearns County•Waite Park, MN

6d•Onsite

About The Position

Stearns County is seeking a detail-oriented, highly organized, adaptable Administrative Specialist to join the Land Records team in the Auditor-Treasurer’s Department. The position provides administrative support, customer service, and records management, including assistance and technical support to internal and external customers with property issues. It coordinates the application, review, maintenance, and compliance of land record transactions and special tax assessments. The role involves frequent public contact and is performed under the general supervision of the Land Records Coordinator. Primary responsibilities are performed indoors, with infrequent exposure to health hazards and accidents and a low level of physical activity. Employees must reside within Minnesota. Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, with possible hours outside the normal schedule for evening meetings. The listed hiring rate is $24.12 per hour, Grade 12, Non-Exempt, Teamsters - General Unit.

Requirements

High school graduation 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.
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 use 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.

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.
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.

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 for property transfers to assess accuracy and completeness and determine 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 sales and return properties to taxable status.
Review and sign final plats.
Calculate and collect taxes for transfer and mortgage documents, and reconcile deposits in 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 submit transfers to the State of Minnesota Department of Revenue.
Assist other jurisdictions with annexation proceedings and related boundary changes in tax and GIS systems.
Assist voter registration staff during elections.
Attend training and meetings to maintain knowledge of policy, software, and process changes.
Attend work regularly and punctually.
Perform other duties as assigned or apparent.
Perform responsibilities consistently with the County’s mission and values; maintain respectful, collaborative relationships; respect workforce diversity; maintain knowledge of applicable policies and procedures; and comply with rules and policies to maintain a safe work environment.