[INTERNAL APPLICANTS ONLY] Administrative Support Specialist

Under the general supervision of the Property and Public Services Director, this position supports the mission of the Property and Public Services Department by providing accurate, efficient services to the public. This position performs a variety of tasks and technical duties related to the recording, indexing, and maintenance of real estate and land records in accordance with Minnesota Statutes and recording standards. This position examines and records legal documents, ensures compliance with statutory requirements, maintains accurate and searchable land records, and returns original documents to submitters within required timeframes. The position also serves as a certified Passport Acceptance Facility, provides passport application assistance, photo services, and related customer support in accordance with federal requirements.

• Assists the public and professional title researchers in the Records Room by guiding them in the use of online databases, tract books, and archival land record
• Balances daily financial transactions from multiple payment sources including cash, check, ACH, escrow accounts, and credit cards; processes account replenishments and issues past-due notices for outstanding invoices
• Collaborates with Public Services, GIS Mapping, and Zoning staff to ensure completion of land transfers, tax parcel splits, combinations, and other property modifications
• Examines physical and electronic document submissions for completeness, accuracy, and compliance with state statute requirements prior to recording; communicates with submitters to correct errors or omissions as needed
• Images and archives recorded documents and plats into permanent digital storage; ensures timely return of originals to submitters in accordance with statutory and departmental standards
• Maintains and updates Torrens property records, including preparing new Certificates of Title and registering changes ordered by the District Court
• Organizes and maintains departmental files and records, including financial reports, passport transmittals, and archived recorded documents in compliance with retention and rotation schedules
• Records and indexes documents in the Abstract and Torrens divisions of land records; accurately enters and verifies names, legal descriptions, and related data within the tract index database
• Serves as a certified Passport Acceptance Agent, reviewing customer applications and supporting documentation for accuracy, collecting required fees, and providing passport photo services in compliance with U.S. Department of State requirements

• Valid MN Driver’s License, and
• Two (2) years of formal training in tech or associate's degree, and
• One (1) year of administrative support experience, OR
• Any equivalent combination of education and experience to successfully perform the essential duties of the job

• Ability to obtain Passport Acceptance within six (6) months of hire
• Ability to obtain Election Judge certification, as necessary
• Ability to listen, comprehend, and effectively communicate information both written and orally to all individuals
• Ability to make mathematical computations with and without mechanical assistance
• Ability to prepare reports in a systematic, neat, legible manner
• Ability to edit, proofread, and write clear and concise documents
• Ability to work with minimal supervision and organize work efficiently and effectively
• Ability to provide appropriate information to the public and County employees in handling inquiries and requests for service in a friendly and courteous manner
• Knowledge of and ability to use computer software sufficient for departmental operations
• Knowledge of modern office practices and procedures and the use of office machines and equipment
• Knowledge of applicable State, Federal, and local laws, rules, and regulations
• Knowledge of record retention schedule principles
• Knowledge of and ability to use computer software sufficient for departmental operations