Position Summary
The Property Records & Drainage Taxation Specialist is responsible for managing property records, drainage taxation, and licensing with a high degree of accuracy and compliance. This role requires technical expertise and independent judgment to ensure adherence to federal, state, and local regulations. Acting as a key resource within the department, the specialist collaborates with the Supervisor and Auditor-Treasurer, providing research, analysis, and insights as needed while maintaining efficient and compliant operations across all areas of responsibility.
Supplemental:
Essential Functions/Responsibilities
Duties listed are normal for this position. These are not to be construed as exclusive or all- inclusive. Other duties may be required and assigned.
Communications and Compliance
- Taxation
- Support all areas of taxation (current, delinquent, forfeited, confession of judgment) land record data, payments, special assessments, ownership transfer and alternate owners used for valuation and property tax calculations.
- Process all abatements, collections and refunds to ensure proper settlement of funds for disbursement to taxing authorities.
- Assign parcels and escrow codes of the electronic mortgage companies to the taxpayer accounts; communicate and process all data file requests; post and reconcile ACH mass electronic payments and work with the Finance Department on processing taxpayer refunds.
- Maintain parcel data and codes used with the county ACH payment processing program; process updates to taxpayer banking information and complete the mass electronic bi-annual payments of the taxpayers.
- Lead the team in the tax collection process and be the main support for the processing of payments with equipment and software, including troubleshooting with the vendor; also coordinate the collection with the Finance Department and assist them with equipment and software.
- Support and test software applications for applicable patches to the tax program for time and fiscally sensitive mailings and/or distributions.
- Complete various bi-annual and annual taxation and election reports for McLeod County and submit to organizations such as the MN Dept of Education, MN Dept of Revenue, State Auditor’s Office and the Office of the Secretary of State.
- Read and interpret deeds to ensure legal descriptions and addresses are correct; verify transfers of property ownership and splits of property values are accurate.
- Assist in tax change communication within the department and within the Assessor’s and Recorder’s offices.
- Issue licenses/permits, including auctioneer, liquor, tobacco, fireworks; ensure accurate forms and payments are received and submitted.
- Provide statutory reference and guidelines for septic loan and lien information for recorded documents.
- Drainage Taxation
- Develop and maintain spreadsheets with required data.
- Track drainage projects and activities; inform and guide the department of due dates and timelines.
- Prepare public hearing and meeting agendas; draft minutes, Board orders and resolutions in accordance with state statutes.
- Maintain project expenses, analyze individual assessments for landowner affordability and recommend ditch assessment amounts for sufficient fund balances.
- Prepare drainage assessments and letters to landowners; collect and post assessments.
- Communicate with the public to resolve issues. Research ditch assessments and payments history for landowner requests. Inform landowners and the public of county policies and statutory requirements.
- Assist neighboring counties with joint drainage systems.
- Elections
- Lead the team and serve as a resource for all aspects of the County’s election processes, including SVRS, voting procedures, routine maintenance and diagnostic testing of ballot marking, roster and vote tabulating equipment.
- Provide election training and guidance within the department and to head election judges, election judges, healthcare election judges, polling locations and other governmental agencies.
- Serve as a liaison to the Office of the Secretary of State and maintain professional relationships with the office.
Non-Essential Functions
- Perform job related duties as assigned or
- Serve as backup for a variety of duties in the absence of other staff members in the Auditor- Treasurer Office.
Knowledge, Skills, Abilities
- Knowledge of specialized policies, principles, regulations, statutes, procedures and practices of all aspects of complex property records and licensing.
- Ability to make sound decisions in recruitment, retention and disciplinary processes in coordination with applicable management.
- Ability to maintain regular and timely work
- Comprehensive knowledge of statutory requirements pertaining to department functional
- Comprehensive knowledge of principles applicable to public sector service
- Comprehensive knowledge of property taxation, property records, and
- Knowledge of computers, software applications, election equipment and
- High level knowledge of practices of mathematics and
- Ability to establishing and maintaining effective working relationships with employees, department management, supervisors, elected officials, state officials, and the public.
- Ability to apply complex laws and legal principles for federal, state, and local regulations and statutes relating to property records and licensing.
- Demonstrated ability to plan, organize, and implement service delivery systems and
- Ability to communicate effectively by telephone, in person and in
- Ability to maintain sensitive and confidential
- Ability to make sound judgments of sensitive
- Skilled in directing, coaching, and training others through training
- Considerable skill in customer service internal and external public
- Ability to work independently with little
- Advanced proficiency with Microsoft
- Ability to research information, analyze property record, and licensing data; conduct studies, preparing numerical and narrative reports.
Minimum Qualifications
Education and Experience
- Two-year associate degree and three years of experience in related fields
- Or an equivalent combination of education and experience sufficient to perform the essential functions of the job.
Required Certifications/Licenses
- Must obtain Minnesota Department of Revenue Property Tax Calculation Certification.
- Valid driver’s license and ability to maintain such license and proof of
Relationships
- Regular interaction with County Board, Elected Officials, Department Heads and County
- Local, regional, state and federal
- Municipalities
- General public
- Co-workers and department staff
Working Conditions
- Work is mainly performed in an office
- Occasionally requires driving to county facilities and other sites in the
- Extensive time sitting and using computer equipment on a continuous
Physical Requirements Of This Position
- Desk work involving use of a computer, telephone, and other
- Communicate effectively with County staff, County Board members, Elected Officials and
- Ability to read screens and
- Ability to drive in various light and weather
- Ability to type and use a computer or mobile
- Office work may include reaching for documents, grasping documents, standing, walking, and repetitive motions.
- Lift and carry files and material weighing up to 25
Equipment Required to Perform This Job
- Computers
- Telephones
- Mobile devices
- Various software systems
- Election equipment
Additional Notes
- All positions at McLeod County are subject to a background check. This may include, but is not limited to, the following checks: criminal history, credit, driver’s license, pre-employment physical assessment, pre-employment drug and alcohol screening and psychological testing.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
