Property & Customer Svc Supervisor

Job Summary

Responsible for the direction and supervision of the staff in Land Records and Passports. Plans, directs, coordinates, and evaluates the delivery of services within the service areas. Develops standards, controls, and procedures necessary to administer a variety of federal, state, and local programs related to Land Record documents and Passport transactions. Provides training, leadership, organization, and mentoring to the Property and Customer Service staff. Collaborates with the Customer Service Supervisor, the Property and Customer Service Manager, and the Community Services Director.

Job Description

Supervises staff, organizes, coordinates, assigns and directs job duties, instructs employees in the performance of their work, and provides constructive feedback throughout the year; sets work schedules, approves leave requests, and conducts employee interviews to recommend future candidates for employment; handles performance evaluations, ensures appropriate training, rewarding, disciplining, up to and including termination.



Coordinates and manages the day-to-day operations of the department to include analyzing and developing procedures in multiple areas; directs the allocation of resources as needed; develops and implements departmental policies and procedures based on new legislation and office standards; and coordinates joint projects with other county departments.



Supports Property & Customer Service Manager in the management and coordination of elections; manages schedules of and assigns work activities to staff, both permanent and temporary, and ensures appropriate coverage in the absentee room. Supports and assists with training to city, township, and school district clerks, officials, judges, and county staff in election procedures, laws, and responsibilities.

 

Plans, coordinates, and works with department and division members and leaders to address continuous improvement processes. Works through conflict with change and builds acceptance and consensus in the department, including identifying, researching, strategizing, and implementing projects from ideation to closure.

 

Coordinates, oversees, and reconciles final work and reports.



Coordinates, prepares, and monitors the development of the annual budget; collects and analyzes financial information to project revenues and expenses; monitors spending for fiscal accountability.

 

Researches and interprets federal, state, and local laws, court rules, and attorneys' opinions in the area of assignment; ensures compliance with state and federal laws. Explains policy, regulations, and operating procedures to employees, the public, representatives of private companies, and other governmental agencies, including attorneys, abstractors, and title companies. 



Supervises, reviews, and trains staff on the examination of all plats, including title and legal description issues, examines complex titles to determine title status in creating real estate transfer analysis using title standards and laws, and direct customers and staff of appropriate actions to be taken for resolving title and legal description issues.  



Plans and develops the department's mid-, short-, and long-term goals that will improve the quality of services and products, are reflective of the initiatives of the department, division, and county, and are achievable with measurable outcomes and standards.  



Promotes positive and effective leadership and teamwork.  



Represents the county at meetings with other local units of government, state agencies, and metro and statewide associations, as well as other committees. Serves as a high-level departmental resource as needed.  



Manages the development and maintenance of effective operating policies and statutory responsibilities.



Appointed as Deputy County Recorder.



Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

 

Performs all Property & Customer Service Specialist duties as needed to maintain a high level of service for the public. Works the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with other employees, supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals. 



Performs other related duties as required or assigned.

Minimum Qualifications
Requires equivalency of an Associate's Degree in Business Administration or a related field and five years of progressively responsible, related experience working with Torrens or Abstract systems or documents. Preference given for work experience with metes and bounds descriptions, abstracts, and passport documents. Supervisory experience is preferred. Must possess a valid driver's license and a reliable form of transportation for the performance of work responsibilities.

Supervisory Controls
The employee is under the general supervision and guidance of the Property & Customer Service Manager. Work is performed in accordance with state and federal statutes with minimal supervision. The employee exercises independent judgment in implementing new work methods and procedures.

The incumbent directs and oversees the work of others in collaboration with the Customer Service Supervisor, including, program/service planning and delivery, personnel selection, evaluation of work performance, training, and disciplinary activities. Provides support and guidance to all the Property & Customer Service Specialists as needed. Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

The incumbent promotes employee professional development and provides coaching and mentoring to others.

Core Competencies and Abilities
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of public administration as it applies to the functions, needs, policies, laws, and regulations governing the Recorder's Office.

Knowledge of Torrens system of entering, indexing, recording, and filing of deeds and other documents.

Knowledge of legal land descriptions and land measurements.

Knowledge of modern public or business procedures and practices; knowledge of records management and forms control.

Knowledge of supervisory principles.

Knowledge of county policies, procedures, and labor contracts.

Knowledge of excellence in customer service.

Knowledge of applicable federal, state, and local laws and regulations.

Knowledge of passport rules, regulations, and guidelines.

Abilities – Ability to make independent decisions about the correct choice of procedure to follow.

Ability to effectively plan, assign, train, organize, and direct staff to create and maintain high quality service.

Ability to maintain complex records, apply basic research and statistical skills, and utilize information to prepare reports.

Ability to create, read, and analyze policies and procedures.

Ability to possess and maintain professionalism in arenas of conflict.

Ability to organize and manage time while maintaining a strong attention to detail.

Ability to audit and reconcile financial transactions and statements; ability to problem-solve

Ability to work with others in a customer service delivery capacity.

Ability to operate calculators, office equipment, and a variety of software programs, and state systems related to the job.

Ability to provide leadership and training to staff.

Ability to communicate effectively both orally and in writing.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to use MS Office and other software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Work Environment and Physical Demands
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.