Deed Clerk

Marion County, Oregon; Salem (OR); On-site; USD 40,000 - 52,000; Full time

Job summary

Marion County seeks a detail‑oriented clerk to support cartography and administration tasks on site. The role involves customer service by phone, email, and in person, data entry, and researching property ownership records.

You will locate properties on assessment maps, update databases, and explain laws and programs related to mapping, assessment, and exemptions to the public. Proficiency with Microsoft Office on Windows and the ability to learn Oregon tax laws are essential.

Qualifications

• Graduation from high school, or equivalent.
• Three years of responsible office experience in related fields.
• Any satisfactory combination of work, education, training, or experience.

Responsibilities

• Provides support in cartography and administration including customer service by phone, email, written correspondence, or at the counter; data entry; property records research; locating properties on assessor’s parcel maps.
• Researches property titles including review of contracts, deeds, court records and other instruments of conveyance to trace property ownership and update ownership records in assessment databases.
• Provides back‑up administrative support and assists in gathering and documenting information for program requirements.

Skills

Customer service

Clerical skills

Research

Microsoft Office

Maps reading

Attention to detail

Education

High school diploma

Tools

MS Office

Job description

Marion County requires on-site work. Remote work is not available. This position is a part of both the Cartography and Administration programs in the Marion County Assessor’s Office. The position requires excellent customer service and clerical skills, research and analysis of legal documents (deeds), the ability to read and interpret maps, experience with Microsoft Office products using a Windows platform, and knowledge of or the ability to quickly learn Oregon assessment & taxation laws and programs.

The ideal candidate will be able to project a positive image of the department and have practical experience in an assessor’s office, title insurance, real estate, mortgage banking, surveying, paralegal, or similar background. Extensive knowledge of modern office practices and equipment as well as exceptional attention to detail is highly desirable.

GENERAL STATEMENT OF DUTIES

Performs responsible clerical work requiring considerable knowledge of laws relating to assessment and taxation. Examines and interprets legal documents to determine real property ownership. Locates properties on assessment maps by section, township, range and tax lot number, lot/block/subdivision, or metes and bounds legal descriptions. Changes, updates and transfers all pertinent information into appropriate computer databases. Provides assistance to the public, other departments or agencies in interpreting legal instruments that are used to define current ownership of property within Marion County. Responsible for processing and maintaining a variety of property ownership records and documents, to include but not limited to deeds, contracts for purchase, death certificates, probate records, divorce decrees, and situs/mailing address changes.

SUPERVISION RECEIVED

Works under the supervision of the section supervisor who assigns work, establishes goals and reviews the results obtained for overall effectiveness and conformance to department and legal standards.

SUPERVISION EXERCISED

Supervision of others is not a responsibility of positions in this classification. May be assigned to train individuals within the series or of a lower classification. Incumbents may assist less experienced employees.

Typical Duties

• Provides support in the Cartography and Administration sections including, but not limited to: providing excellent customer service by phone, e‑mail, written correspondence, or at the counter; composing correspondence; data entry; property records research; locating properties on assessor’s parcel maps; providing information to the public about a variety of programs. Requires knowledge of modern office practices, procedures and techniques; knowledge of proper English composition, spelling and grammar; knowledge of general record keeping practices; knowledge of modern office equipment; word processing skills with accuracy at an acceptable rate of speed; computer skills; ability to operate a calculator to make mathematical calculations of a basic nature; ability to communicate effectively in both oral and written form; ability to learn and adapt to change; ability to establish and maintain effective and collaborative working relationships with other staff and the public; ability to utilize all resources to gain knowledge and provide accurate information to the public; ability to work at a computer terminal for extended periods; ability to follow and retain oral and written instructions.
• Provides information to the public and other departments or agencies, requiring considerable knowledge and interpretation of relevant statutes, departmental regulations, procedures, and programs. Explains laws and regulations related to mapping and ownership of real property to the public. Assists other employees, title companies and the general public with ownership, assessment, and mapping questions.
• Researches property titles including review of contracts, deeds, court records and other instruments of conveyance to trace property ownership. Establishes chain of title and determines current ownership for assessment and taxation purposes. Locates property boundaries on various types of maps; reads, comprehends and interprets various legal instruments which are used to transfer title of real property. Examines how property is vested or conveyed to determine current assessed ownership. Updates ownership records in assessment database using verified documents and personal computer.
• Processes changes affecting real property in assessment database resulting from segregations, consolidations, lot line adjustments, partition plats, tax code changes and other documents that change the size and /or ownership of real property. Processes work orders created by cartography staff and distributes to the proper assessment section of the office. Works with municipal jurisdictions and county public works/planning division to maintain current and accurate situs addressing. Sorts scanned images of daily deed recordings using the Marion County Clerk’s database. Retains, numbers and dates all instruments relevant to property ownership changes. Provides statistical numerical data to supervisor for tracking sales, foreclosures and other relevant information for use in reports and workload updates. Updates mailing address change requests received from property owners or their representative by phone, tax statement corrections, mail, e‑mail or personal office visit.
• Generates correspondence to taxpayers and other agencies using MS Office software; collects payments and makes change; issues receipts and maintains financial transaction records. Scans deeds into assessment database and performs final verification of correct ownership information.
• Provides clerical and customer service support in the administration section and MS section, which includes providing assessment and program information (such as Veteran’s and Military Service Member Exemptions, and Senior Deferrals) to the public. Assists in gathering and documenting information and data in accordance with program/BCD requirements.
• Provides back‑up administrative clerical support in opening, sorting, date stamping and distributing departmental mail; collect and prepare outgoing mail for pickup by mail service; tracking the processing of subdivision, condominium and partition plat maps, which may include coordination with county and other outside agencies; receipts assessor’s office fee for plat processing; delivers plats to Clerk’s office for recording.
• Performs other duties as assigned by the supervisor.

Requirements for the Position

Experience And Training

• Graduation from high school, or equivalent; AND
• Three years of responsible office experience working within a county assessor's office, county clerk's office, title company, escrow agency, mortgage lending institution, real estate office, or right‑of‑way agency; OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

PREFERENCES

• Supplemental college level coursework in real estate, computer applications, cartography, paralegal, office procedures or related field.

NECESSARY SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is represented by a union.
• This is a full‑time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS, AND ABILITIES

Considerable knowledge of office practices and procedures, deeds, contracts and other legal documents used for ownership transfers and assessment purposes. Proficient in Microsoft Office software, including Word and Excel; experience in public service and customer service techniques; modern office operations, procedures and equipment; cash handling procedures; business math; English, spelling, punctuation, grammar and composition. Ability to read and interpret various legal documents affecting property ownership and assessment records; locate properties by reading a legal description and using assessment maps; make mathematical calculations rapidly and accurately; understand and follow oral and written instructions; independently compose and prepare correspondence; accurately perform tasks and duties following established procedures and policies; provide assistance and information to customers; effectively communicate technical information both orally and in writing; work effectively in a multi‑task and deadline driven environment; effectively operate office equipment including personal computer hardware and software applications; establish and maintain cooperative working relationships with the public, title companies, government agencies, staff and other County employees; operate a calculator; follow procedures used in processing ownership changes, segregations, consolidations, etc.

Physical Requirements

Stands; sits; moves about the work area; bends forward; stoops; climbs 1 floor of stairs; reaches overhead; lifts and carries up to 20 lbs.; pushes and pulls up to 35 lbs.; moves carts weighing up to 50 lbs.; operates a keyboard; speaks clearly and audibly; reads an 8 pt. font; distinguishes colors; hears a normal speech level; works in areas that may be exposed to dust; uses office chemicals such as toner; and possible risk of exposure to blood/body fluids.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full‑time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS’ PREFERENCE

Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

Documents Required For Veterans’ Preference

• One of the following:
• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
• Letter from the US Department of Veterans Affairs indicating receipt of a non‑service connected pension; OR
• Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
• A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
• Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Equal Opportunity Statement

Marion County is an Equal Opportunity, Affidavative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e‑mail Human Resources if you wish to request an accommodation.

Benefits

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part‑time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Union Representation

Most regular positions in this classification are represented by Marion County Employees Association (MCEA). For a summary of benefits, click here. For a complete and detailed overview of the MCEA benefits package, click here, and select MCEA Benefits from the left menu or Marion County Employees Association (MCEA) from the page links. Regular and temporary employees are represented by MCEA.

Salary and benefits are subject to union contract negotiations and may change as a result.