Ownership Records Specialist I

Richland County Government; Trondheim; On-site; NOK 260,000 - 338,000; Full time

Job summary

Richland County Government seeks a Clerical Real Property Records Clerk to maintain accurate ownership records used for tax assessment. The role is performed under supervision with routine procedures and standard office support tasks.

Responsibilities include handling deeds and related documents, assisting the public by phone and in person, performing title checks, and preparing reports. Requires a high school diploma or GED and a valid driver’s license; Notary Public certification is a plus.

Qualifications

• High school diploma or GED; related postsecondary training preferred.
• Valid state driver’s license.
• Notary Public certification.
• Experience in real estate, paralegal studies, or records management preferred.

Responsibilities

• Receive, examine, and record real estate and official records such as deeds, plats, easements, and certificates.
• Answer telephone and assist callers; greet visitors.
• Record property changes like splits and annexations and update records.
• Conduct title research as required.
• Provide tax estimates to customers and maintain courteous service.
• Prepare reports and correspondence; data entry and filing.

Skills

Data entry

Customer service

Telephone handling

Attention to detail

Records management

Education

High school diploma or GED

Real estate/records management related training

Notary Public certification

Tools

Computer data entry

Fax machine operation

Copier operation

Office equipment maintenance

Job description

The purpose of the class is to establish and maintain accurate real property ownership records for use in County tax assessment, and to perform related clerical work as required. This class works according to set procedures under supervision.

ESSENTIAL TASKS

The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

Receives, examines, records, maintains and verifies real estate and other official records, such as deeds, plats, easements, marriage affidavits, death certificates, wills, and other records related to property ownership; records address changes; conducts title research as required.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person; greets and assists office visitors.

Records property changes, such as lot splits, combinations, annexations, measurement changes, etc.

Reviews records for accuracy and makes corrections as necessary.

Accepts and processes applications for legal residence status. Also prepares applications for legal resident mailing.

Assists in determining eligibility for multiple-lot discounts; provides customers with tax estimates as requested.

Provides professional, courteous customer service at all times.

Completes problem reports for tax payers as requested.

Performs routine clerical work as required, including but not limited to preparing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, etc.

Attends meetings, training, seminars, etc., as necessary to maintain job knowledge and skills.

Has to have general knowledge of each department within the Assessor’s Office to be able to handle questions from the general public and other departments within Richland County.

DATA INVOLVEMENT:

Requires summarizing, tabulating or formatting data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

PEOPLE INVOLVEMENT :

Requires speaking or signaling to people to convey or exchange information of a general nature.

INVOLVEMENT WITH TECHNOLOGY:

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

REASONING REQUIREMENTS:

Requires performing semi-skilled work involving set procedures and rules but with frequent problems.

MATHEMATICAL REQUIREMENTS:

Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages.

LANGUAGE REQUIREMENTS:

Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form.

MENTAL REQUIREMENTS:

Requires doing clerical, manual or technical tasks prescribed by standard practices but which may require computation, the use of several procedures, and the use of independent judgments with obvious choices; requires normal attention for accurate results.

VOCATIONAL/EDUCATIONAL PREPARATION:

Requires high school diploma or GED equivalent supplemented by formal training, special courses or self-education that is equivalent to satisfactory completion of one year of college education or specialized advanced training in real estate, paralegal studies, records management, business or a closely related field.

SPECIAL CERTIFICATIONS AND LICENSES:

Must possess a valid state driver’s license.

Requires Notary Public certification.

EXPERIENCE REQUIREMENTS:

Requires over six months and up to and including one year.

PHYSICAL AND DEXTERITY REQUIREMENTS:

Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

ENVIRONMENTAL HAZARDS:

The job risks exposure to no known environmental hazards.

SENSORY REQUIREMENTS:

The job requires normal visual acuity and field of vision, hearing and speaking abilities, and color perception.

JUDGMENTS AND DECISIONS:

Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

Has to be able to analyze and interpret legal documents such as deeds, wills, plats, easements, etc.

Has to remain polite and professional when dealing with irate taxpayers.

ADA COMPLIANCE

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Compensation Minimum: $19.68