Personnel Records Supervisor jobs in Minnesota

Company Description

Capitol Lien is a nationwide provider of records, research, and risk mitigation services. We specialize in delivering comprehensive and timely research relating to UCCs, tax liens, court records, corporate records, and real estate research. Our industry expertise and national coverage enables us to provide fast turnaround and accurate results, saving our clients time and delivering exceptional value through outstanding customer service.

Role Description

This is a full-time remote role for a Corporate/Research Supervisor at Capitol Lien. You will be responsible for retrieving corporate records, filing corporate records and UCCs, conducting research, analyzing results, and providing comprehensive reports to our clients. Your day-to-day tasks will involve reviewing liens, court records, corporate documents, and real estate documents, identifying key information, and generating accurate and detailed reports. Additionally, you will collaborate with internal teams and provide excellent customer service to ensure client satisfaction.

Job Description

• Supervise corporate/due diligence research team;
• Provide leadership, assistance, and solutions to any cross/departmental problems that may arise;
• Inspire and encourage team collaboration;
• Work with the manager to set team-wide and individual priorities and motivate team members to complete tasks as instructed;
• Work with manager to identify, plan, and communicate departments short-term and long-term training goals; 
• Implement or coordinate training for new and current employees;
• Reassure and assist team members during high order volume;
• Help redistribute orders as needed during high volume; 
• Delegate tasks or duties to other team members as appropriate and when needed;
• Approve employee time sheets every week;
• Identify overtime needs and approve overtime requests;
• Approve PTO requests while ensuring proper departmental coverage; 
• Work with the manager to establish individual performance goals;
• Assist with team performance reviews;
• Help monitor department expenses;
• Perform daily research work duties

Detailed Work Activities 

• Develop constructive, collaborative, and cooperative working relationships with others;
• Identify when employees may be overwhelmed or stressed and offer assistance;
• Communicate with the manager about workload status and availability to assist others;
• Maintain all work queues, ensuring all orders are handled before finishing work for the day;
• Make sure notes are regularly updated for orders that are “on hold” and that clients are kept informed of their order status; 
• Provide reminders to employees to keep order status notes up to date, spot checking regularly;
• Verify that all results are accurate, with correct spelling, and are submitted to the clients by their Review periodic orders to confirm proper fees are being charged;
• Oversee that all orders are completed in a timely, thorough, and complete manner to meet client expectations, company procedures, and legal requirements;
• Actively look for ways to assist customers and employees to provide excellent customer service;
• Confirm that all client special requests and instructions are followed for each order or request; 
• Organize and prioritize orders based on due dates or special requirements, such as rush orders, special projects, order size, etc;
• Contact clients regarding order status, additional information required, or other details affecting the completion of an order;
• Maintain professional, respectful, and courteous communications with clients and co-workers at all times;
• Prepare and present departmental updates to leadership, peers, and team members;
• Analyze information, evaluate results, and present solutions to team members and clients;
• Maintain and keep record of financial expenditures and oversee departmental spending, including account balances and annual account renewals;
• Understand the cost of sale for all line items in orders;
• Ensure that all team members are utilizing current technology and tools correctly, accurately, and efficiently at all times;
• Stay up to date on current industry news, changes, terms, and relevant information; 
• Other duties, responsibilities, and tasks as assigned.

Additional Requirements

• Excellent interpersonal skills, strong leader and coach, and experienced in conflict resolution;
• Active listening as a leadership trait;
• Strong professional written and oral communication skills;
• Analytical thinker with experience in identifying the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems; 
• Respectful and cooperative attitude;
• Uphold a professional demeanor and acumen at all times;
• Willing to take on additional responsibilities and challenges and lead by example; 
• Ability to remain calm and provide proactive solutions in high-stress situations;
• Maintaining composure and professionalism even in very challenging situations; 
• Knowledge of principles and processes for providing exceptional customer service, including customer needs assessment, meeting quality standards for services, evaluation of customer satisfaction, and supporting staff when difficult situations arise; 
• Managing one's own time and the time of others; 
• Attention to detail and accuracy;
• Reliable, responsible, and dependable;
• Lead with integrity, honesty, empathy, and ethics;
• Knowledge of rules of composition, grammar, and spelling.

Qualifications

• Experience in Public Records, Corporate industry, UCC/Finance or related fields required
  
• Training in legal or real estate industry is a plus