Recording Specialist

Linn County • Jean Oxley Public Service Center, IA

2d • Onsite

About The Position

Performs a variety of specialized customer service and document processing, verification and maintenance activities for the real estate, Department of Natural Resources vehicles registration, and licenses, passport, and vital records functions with the Recorder’s Office. Ensures a positive customer experience by delivering confident, knowledgeable, and courteous service. Processes historical records, including scanning plats, DNR records, and old books. Maintains and updates spreadsheets to track digitization progress and related data. Performs quality assurance checks on scanned and copied materials. Knows the products they personally produce and the customers of each product. Listens to the “Voice of the Customer “and closes gaps between customer expectations and experience whenever possible.

Requirements

• High school diploma or equivalent required.
• Three (3) to five (5) years of customer service or administrative support experience in a related field required.
• An equivalent combination of education and experience that demonstrates the required knowledge and skills for this position may be considered.

Responsibilities

• Receives, reviews, and approves real estate documents for recording per Iowa Code.
• Verifies correct fees, legal descriptions, revenue, and necessary attachments.
• Reviews exemption codes and ensures proper documentation is submitted.
• Enters and verifies document details into software and scans and photocopies for permanent recordkeeping.
• Handles electronic and physical document submissions and maintenance.
• Performs the collection and entry of statistical data using spreadsheets and computer systems.
• Serves as a customer service resource for inquiries by phone, email, or in person.
• Provides assistance with and conducts unique record searches using legacy systems and books.
• Processes registrations, renewals, and title work for ORVs, ATVs, snowmobiles, boats, and other recreational vehicles.
• Verifies taxes, fees, and documentation compliance for transfers and liens.
• Issues hunting, fishing, and fur harvester licenses.
• Enters and maintains data in related systems.
• Processes and prints birth, death, and marriage certificates by request.
• Assists and informs the public on marriage applications and legal documentation.
• Indexes, scans, and stores documents in related systems.
• Executes U.S. passport applications, verifying applicant identity, and completeness of documentation.
• Administers oaths and collects necessary payments.
• Maintains compliance with federal training and background screening requirements.
• Takes and processes passport photos according to U.S. Department of State standards.
• Processes historical records, including scanning plats, DNR records, and old books.
• Maintains and updates spreadsheets to track digitization progress and related data.
• Performs quality assurance checks on scanned and copied materials.
• Performs all other related duties as assigned.

Benefits

• Competitive wages with annual pay increases & annual cost of living increase (depending on budget)
• Access to medical, dental, vision, short & long term disability, and supplemental life insurance
• Iowa Public Employee's Retirement Pension Plan (IPERS)
• Wellness program offering credit on insurance premiums to eligible employees
• Free on-site fitness centers
• 100% County paid basic life insurance
• 12 paid holidays per year
• Training & professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED