2014
PIPESTONE COUNTY
POSITION: Deputy Recorder
DEPARTMENT: Recorder
CLASSIFICATION: Position covered under collective bargaining agreement between Pipestone County and A.F.S.C.M.E.
Local #2424. FLSA non-exempt.
NATURE OF WORK: Deputy performs technical and limited administrative duties in the recording, retention, retrieval and
security of documents relating to the registration of lands and the certification of titles in accordance with Torrens
and Abstract laws as provided in Minnesota statutes and the recording of other legal documents. Responsible for
the accurate filings on the Secretary of State’s filing system in regard to UCC, and federal tax liens. Issues
birth/death certificates, marriage licenses, and veteran discharge papers. Assumes the duties of the Recorder in
his/her absence. Work is performed independently and is reviewed through observation of results.
AUTHORITY: Deputized position, hired by the Recorder with Board approval. Subject to six-month probationary period.
Position is bonded under county blanket bond, Deputy Registrar for MN Department of Health, Satellite Agent for
MN Secretary of State and Notary Public. Subject to pre-employment criminal background check and driving
record check.
LEGISLATIVE REQUIREMENTS: Subject to mandatory training and certification for MN Department of Health Deputy
Registrar.
RELATIONSHIPS: Reports to County Recorder as necessary/required.
BASIC QUALIFICATIONS:
HS graduate/GED
Minimum of one year of business-related post-secondary education, and a minimum of two years of related office
experience, or an equivalent combination of education and experience as deemed acceptable by Pipestone
County.
Preference for prior work experience in real estate, title insurance, abstracting, or legal field.
KNOWLEDGE, SKILLS, AND ABILITY INCLUDE:
 Able to interpret complex state and federal mandates and policies to make independent decisions under stressful
situations.
 Strong word processing and spreadsheet software skills; proficient with Microsoft Office products;
 Knowledge of DocuPro, Mapdraw, Voloview, Minnesota Registration & Certification and Minnesota Business &
Lien Systems desirable.
 Able to establish and maintain effective working relationships with a variety of officials, organizations, coworkers,
and the general public.
 Able to communicate effectively in both verbal and written form.
 Demonstrated ability to become proficient in the use of various computer programs, and to maintain a high degree
of accuracy in work duties,
 Ability to establish priorities and work independently;
 Organized, accurate, dependable. Ability to respect and maintain client confidentiality.
SPECIFIC DUTIES/RESPONSIBILITIES: Includes, but not limited to the following:
Essential Duties:
 Receives and records legal documents and vital statistics verifying accuracy, authenticity and acceptability for
recording according to MN statutes. eRecords documents that enhance customer workflow operations. Analyzes
real estate document information and apparent intent to determine correct property title and interprets land
descriptions, verifying commence and termination points. Creates and calculates property splits to determine legal
descriptions. Verifies property ownership and information and validates e-Well Disclosure Certificates for MN
Department of Health prior to filing deeds.
App: 11/12/14

Records acceptable documents and information into various computer systems. Preserves and safeguards legal
documents for permanent retention. Scans legal documents for permanent retrieval authenticity. Protects and
safeguards data privacy of records not accessible to the public. Enters Uniform Commercial Code data and Central
Notification System data into Secretary of State’s central database and vital statistics into MN Department of
Health database. Adheres to statutory timelines for document return.

Identifies, protects, maintains and provides administrative support to insure there is no improper disclosure,
release, transfer, dissemination of any part orally, in writing or by electronic means of private, sensitive and
confidential information documents. Protects confidential information against hazards of integrity, unauthorized
access and unauthorized use. Adheres to strict computer security regarding passwords and programs. Establishes
and continually revises security procedures for processing private data materials collected for governmental
agencies. Determines applicants’ identities and collects appropriate documentation. Determines authenticity of
identity documents presented by becoming familiar with document security features. Adheres to strict measures
and procedures for handling, storing and safekeeping classified records and documents.

Vital Statistics: Screens individuals, mandated paperwork and applicable documents to determine eligibility for
issuance of identity documents. Collects non-public personal information and maintains security of collected
information. Issues birth/death certificates, marriage licenses and other vital statistic documents according to
statutes. Prepares reports to MN Department of Health concerning deaths and marriages. Adheres to mandated
statutory rules for issuance of identity documents and the handling of security paper. Enters and proofs marriage
license information into MN Official Marriage System and processes electronic requests for certified copies. Issues
and safeguards Veteran’s Discharge Papers (DD214s) according to federal and state statutes and mandates.
Performs genealogical research. Acts as a notary public.

Researches recorded real estate documents to determine accurate legal property descriptions and retrieves and
serves as a resource for communicating such information to other internal departments and the general public.
Issues certified copies of documents & certifies to the accuracy of recordation of said documents. Generates Real
Estate Reports.

Collects and receipts various fees for services. Balances daily and weekly receipted fees and individual escrow,
ACH, credit card, account receivable, and eRecording accounts. Sends invoices for services. Authorizes payments
from credit cards and issues computer generated checks for payment. Approves monthly invoice for federal tax
liens. Generates financial reports for state and federal agencies.

Acts for the County Recorder in the County Recorder’s absence.

Attends mandatory training for Deputy Registrar.

Answers questions, interprets and explains policies and procedures regarding land records, vital statistics,
recording, title changes, property descriptions.

Observes prescribed health and safety precautions in the performance of all tasks.

Performs other related work as necessary.
PHYSICAL REQUIREMENTS: In a typical eight-hour day, this person sits six hours, stands one hour, and walks one hour. Notable
physical demands include: (1)frequent bending, squatting, crouching; (2)frequent reaching above shoulder level, pushing and
pulling; (3)ability to climb a ladder to retrieve a thirty-five pound book; (4)frequent lifting/carrying of up to thirty-five pounds; (5)
frequent need for verbal and written communication ability: (6) frequent need to hear normal conversation, seeing with far acuity
and full field of vision; (7) continuous need to see with near acuity; (8)continuous work at waist height around office machinery;
(9)frequent use of hands to manipulate and grasp office equipment. Office duties may involve 4-8 hours of computer work daily.
Position requires exposure to dust from old books, data entry and video screen activity which may cause fatigue and strain. Stress
may be involved in contacts with difficult customers. Some travel is required.
The above statements are intended to describe the general nature and level of work being performed by people assigned this
classification. This is not an exhaustive list of all duties performed by personnel so classified.
This job description does not constitute an employment agreement between the employer and the employee, and is subject to change
by the employer as the needs of the employer and the requirements of the job change.
App: 11/12/14