Property Records Specialist

County Property Records Coordinator

To coordinate the receipt and retention of legal documents, administer the county's escrow system, and fulfill the County's responsibilities associated with administration of the Statewide Voter Registration System; in addition to providing for the accuracy of county tax parcels in accordance with state and county statutes and regulations. Complete 2025 pay scale is $25.64-$33.54 / hr.

This job description indicates the normal type and level of work expected of the incumbent. Incumbent may be asked to perform other duties as apparent or assigned.

• Records deeds and other documents conveying title of property in accordance with State of Minnesota Statutes and Mille Lacs County regulations. Accepts or rejects mortgages and legal documents by verifying correct legal descriptions, plats, dates, notarized signatures, and payment of any delinquent taxes. Informs appropriate party of corrections needed to obtain compliance for land transfer / mortgage. Calculates taxes due on land transfer documents; collects payments and issues receipts; assists with processing mobile home statements and liens.
• Maintains, updates, and administers the Statewide Voter Registration System (SVRS) for the County, ensuring accuracy of voter registration and history. Processes new registrants into SVRS, confirming they are assigned to the correct precinct. Investigates and challenges voter records. Provides municipalities with voter roster for each election.
• Coordinates election procedures for the primary and general elections, as well as township, district, school, and special elections. Assists in determining ballot cost allocations for municipalities and school districts; provides election equipment and supplies for precincts; coordinates election night reporting system; assists township and city officials with elections. Coordinates training for election judges; provides training to department staff; tests voting equipment; and assists with the preparation of manuals and materials.
• Calculates acreage and certifies an annual report for payments in lieu of taxes from the Minnesota DNR.
• Responsible for maintenance of a complete set of property tax records, including delinquent tax parcel ledger, property owner / taxpayer address changes, history of land ownership, transfers, and foreclosures. Maintains the complete property tax delinquency process; certifies current and / or delinquent taxes and special assessments and prepares certification documents.
• Aids members of the public; title, appraisal, and real estate companies; banks; attorneys; other County departments; townships and cities; and other counties. Assists customers with questions relating to taxes, assessments, and property; and resolves routine complaints. Processes a variety of forms and applications. Verifies and compiles real estate information for banks and mortgage companies, and their clients.
• Administers the property tax forfeiture process. Determines parcels to be forfeited, prepares the applicable certificates and notices, creates and records necessary documents, and coordinates review, appraisal, and sale.
• Establishes and maintains special assessment records.

Minimum Qualifications :

Selection Process : Grade I