COUNTY OF CARLTON
Property Transfer Clerk
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Job Details
Job Location: Carlton - Historic Courthouse - Carlton, MN 55718
Position Type: Full Time
Education Level: High School
Salary Range: $53,021.00 - $63,063.00 Salary/year
Travel Percentage: Negligible
Job Shift: Day
Job Category: Admin - Clerical
CLOSES: 9/9/26
Interview Date/Location: Interviews will be held Wednesday, September 23, 2026, at the Historical Courthouse. Interviews will start at 9:00am.
HEALTHCARE BENEFITS:
- Family Health Insurance - Monthly Premium of $350.58
- Single Health Insurance - Paid in Full by Employer
HEALTH INSURANCE DEDUCTIBLES COVERED IN FULL WITH A VEBA ACCOUNT FUNDED BY EMPLOYER
BASIC FUNCTIONS:
The Property Transfer Clerk performs highly detailed technical work supporting the County Recorder’s Office through the examination, processing, and preservation of land and vital records. This position maintains the integrity of property data by reviewing legal descriptions, updating parcel information, operating land records technology systems, and applying archival standards to ensure accurate and legally compliant public records. The role also provides customer service to industry professionals and the public, supports digital imaging and indexing processes, and assists with administrative, accounting, and system security responsibilities that sustain the county’s land and vital record operations.
ESSENTIAL FUNCTIONS:
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Document Examination and Property Transfer Processing
- Examine and evaluate submitted documents for accuracy, completeness, and statutory compliance.
- Review legal descriptions and provide corrective instruction for unacceptable or incomplete descriptions.
- Verify and process Electronic Certificates of Real Estate Value (ECRVs).
- Update parcel ownership, legal descriptions, and addresses following approved procedures.
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Land Records Technology and System Administration
- Serve as a primary resource for the County’s electronic Land Records Data System.
- Utilize and interpret GIS spatial data and AS400 tax parcel systems.
- Maintain and organize land records databases, ensuring accurate indexing and system integrity.
- Assist with testing, documentation, and implementation of new software applications supporting land records.
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Archival Standards and Digital Record Preservation
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Apply archival and digital preservation standards in accordance with Minnesota Statutes § 15.17.
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Render document images into archival, legible, and legally compliant formats.
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Perform quality assurance verification on digital images and stored records.
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Maintain electronic filing systems for correspondence, documentation, and preserved land records.
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Vital Records Support and Security Compliance
- Operate MR&C Vital Records, DocPro Accounting, and marriage record systems.
- Process notary and ordination documentation in compliance with state requirements.
- Apply mandated security procedures for vital records and military discharge documentation.
- Assist with vital records accounting and documentation processing.
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Public Assistance and Industry Communications
- Serve as a direct contact for attorneys, title companies, lenders, government entities, and the public.
- Provide procedural guidance and respond to research inquiries regarding land and vital records.
- Collaborate with vendors and county IT staff on archival technology and system preservation.
- Provide staff and public assistance on record center processes and statutory requirements.
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Digital Media and Imaging Operations
- Evaluate documents for eligibility for digital archiving and apply correct replication methods.
- Retrieve and input data across multiple electronic systems and imaging platforms.
- Identify data inconsistencies and report or recommend corrective procedures.
- Back-scan, index, and re-image legacy and Torrens/Abstract documents as required.
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Technical Support and Equipment Maintenance
- Maintain, troubleshoot, and coordinate repair for assigned technology and office equipment.
- Perform technical duties supporting Abstract Real Estate, Torrens, land records, and military discharge processes.
- Provide user assistance and training on digitizing systems and database applications.
- Order supplies, parts, and submit service calls as needed.
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Administrative and Accounting Support
- Maintain office accounts receivable and support financial documentation for internal and external entities.
- Manage interoffice tracking systems and maintain data composition standards.
- Draft and document procedures to prevent data inconsistencies across databases.
- Protect confidential information and ensure access is restricted to authorized users.
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Qualifications
MINIMUM QUALIFICATIONS:
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Education and Experience: High school diploma or equivalent, plus two (2) or more years of post-secondary education; two (2) year or associate’s degree preferred. Two (2) years of full-time clerical work experience with demonstrated public contact; experience with real estate terminology and practices preferred. Or an equivalent combination of education and experience sufficient to perform the essential functions of the job.
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Training Required: None.
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Certificates/Licenses Required: Valid driver’s license and proof of insurance.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Knowledge of data collection and record keeping.
- Knowledge of basic business accounting/bookkeeping systems.
- Knowledge of terminology, legal intent, and efficient research methods.
- Knowledge of and proficiency with current land records software database, scanning and archiving systems and related equipment.
- Knowledge of county and state data privacy laws.
- Knowledge of legal descriptions and mapping applications.
- Proficiency with working in a Windows based computer environment.
- Skill in the proper application and operation of the Minnesota Department of Health's Vital Records Computer System.
- Skill in the use of various types of office equipment.
- Excellent interpersonal skills with staff, customers and other units of government.
- Ability to interpret simple to complex real estate submissions.
- Ability to rapidly and accurately work with a large series of numbers and data.
- Ability to understand and follow written and oral instructions/directions.
- Ability to set priorities and complete assignments with a minimum of supervision.
- Ability to establish and maintain effective working relationships with other employees and the public.
- Ability to communicate effectively by phone and in person.
- Ability to be attentive to detail.
- Ability to complete work accurately with numerous interruptions.
- Ability to organize and prioritize work, pay attention to detail and meet deadlines.
- Ability to lift and carry up to 20 pounds.
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