Recorder Trainee

Deadline: November 9, 2025

The Recorder Trainee is a temporary, appointed position in Kanabec County, Minnesota, with management, supervisory, and training responsibility for a two-month term, commencing January 1, 2026 and ending February 28, 2026, unless extended or terminated earlier by the County Board of Commissioners.

The position is designed to ensure continuity of operations during a transition period while training a designated successor (if an internal hire). The Recorder Trainee is responsible for learning to perform all of the essential functions of the Recorder position including managing public records, including real estate documents, vital records (e.g., birth, death, and marriage certificates), and other official records, as outlined in Minnesota Statutes Chapter 386, as well as providing comprehensive training to the Deputy Recorder during this 2-month term.

Some Examples of Essential Duties & Competencies to be Learned and Performed

Recorder/Registrar Duties: 60%

• Assist the public, other county offices, lawyers, realtors, etc. with the search for recorded documents.
• Assist and advise departmental personnel on difficult or unusual problems encountered in recording documents.
• Advise the public on county policies and/or procedures for filing documents.
• Assure the order and maintenance of recorded documents.
• Assist and advise departmental personnel with Torrens filings.
• Record marriage records, notary publics, and minister credentials.
• Make certified copies of the birth, death and marriages for the public.
• Assist the public in genealogy searches.
• Maintain the out-of-wedlock births and ensure that these records are not shown to the public.
• Maintain military discharge paperwork and ensure that these records are not shown to the public.
• Deposit all fees collected with the Auditor/Treasurer's office daily. Also provide a written report on fees every day to ensure the funds are deposited in the correct accounts.
• Make sure that Minnesota Department of Health receives their fees monthly.
• Complete monthly and year-end reporting of marriage applications to the Minnesota Department of Health.
• Prepare a quarterly report on well and Torrens fees received and sends Minnesota Department of Health the state's share of the fees.
• Develop and implement operating policies and procedures for the County Recorder's Office.
• Maintain all files, records and indexes according to statutory requirements.
• Assure that recorded documents (abstract and Torrens) are accurate and complete.
• Assist departmental personnel with procedures for recording documents to ensure their accuracy.
• Coordinate with all vendors to ensure records are kept according to statute.
• Enter historical documents onto the computer system to ensure the information is available for viewing and create a secure backup method.
• Maintain a program that will inform the public of all document recordings in their name.

Supervisory and Training: 25%

• Train the County's designated successor for the vacancy created by promotion to the trainee position to ensure a seamless transition (applicable if an internal candidate is selected).
• Direct, hire/dismiss, and discipline departmental personnel as needed, in coordination with Human Resources and Board of Commissioners.
• Conduct annual performance reviews for all staff, as well as coordination of training, initial orientation, staff development, and performance management.
• Develop a thorough knowledge of the applicable collective bargaining agreement.

Budget Duties: 5%

• Develop, gain approval of and monitor the progress of goals and objectives of the County Recorder's Department.
• Develop, gain approval of and monitor a budget for the County Recorder's Department.
• Provide a budget and general office update to the Board of Commissioners at least semi-annually.
• provide administration with information for negotiations upon request.

Miscellaneous 10%

• Attend state and local conferences and seminars to keep current with laws and procedures.
• Attend department head meetings and mandatory county training
• Work with other Department Heads to create a planned use for technology funds.
• Manage record retention for the Recorders Office in compliance with the Minnesota Data Practices Act.
• Maintain the Recorder's portion of the county website.
• Develop a network of contacts with state, county, and business entities to obtain information needed for County operations.
• Perform other duties as assigned.

Competencies Common to All County Positions

• Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
• Demonstrate regular and reliable attendance and punctuality.
• Demonstrate by personal example the qualities inherent in public service, excellence, and integrity expected from all staff.
• Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represent Kanabec County in a professional manner to the public, outside contacts and constituencies.