Realty Specialist - Probate

Salt-River-Pima--maricopa-Indian-Community-; Scottsdale (AZ); On-site; USD 52,000 - 74,000; Full time

Job summary

Salt River Pima-Maricopa Indian Community seeks a Probate/Records Analyst to research heirship and probate matters, preparing filings per CFR and coordinating with agencies. The role involves GIS land interest reporting and attending hearings as an interested party. A DOI security clearance or pre-clearance is required.

The position supports a tribal enrollment and land records framework, ensuring accurate documentation and timely probate processing within SRPMIC policies and procedures.

Qualifications

• Must have United States Department of the Interior Security Clearance or be pre-cleared.
• One to three years of experience researching, preparing and recording real estate transactions.
• Knowledge of CFR Titles 25 and 43, administrative law orders, and tribal ordinances.
• Ability to gain and maintain federal security clearance for the United States DOI data systems.

Responsibilities

• Assist family members with initiating the probate process by providing an overview, intake form, and checklist.
• Research inheritance data and interview family members for heirship findings in probate packaging.
• Compile documentation per CFR Part 15 and related orders for probate files.
• Use GIS to locate decedent’s undivided land interest for reporting.
• Coordinate requests with SRPMIC staff, other agencies and departments.
• Prepare status and productivity reports of workload; assist with departmental reports.

Skills

Computer skills

Organization

Problem solving

Analytical research

Communication

Security clearance

Education

High school diploma or GED

Tools

GIS

TAAMS

Job description

Under general supervision of the Probate Supervisor, researches and compiles information regarding heirship findings, probates and last wills and testament. Ensures that information provided and transactions handled are in accordance with the Code of Federal Regulations, Title 25 Indians; Land Titles and Records, Administrative Law Judge orders and Tribal Enrollment Records. This position requires that the candidate/employee have United States Department of the Interior Security Clearance or be pre-screened for clearance.

This job class is treated as FLSA Non-Exempt. This is a driving position.

Essential Functions:

• 1. Assists family members with initiating the probate process by providing a general overview, intake form, and document checklist.
• 2. Thoroughly researches inheritance data and family records, and conducts interviews with family members to obtain the necessary information for heirship finding data to be included in the probate package.
• 3. Compiles required documentation per 25 CFR Part 15, 15.105 and 15.202 to complete a probate file for submittal to the Office of Hearings and Appeals.
• 4. Uses a GIS (Geographic Information System) to locate decedent’s undivided land interest in SRP-MIC for reporting purposes.
• 5. Communicates and coordinates requests inter-departmentally, cross-departmentally and with local, state, and BIA agencies.
• 6. Assists with monitoring and tracking probate cases and updates tracking system regularly as cases progress.
• 7. Prepares and encodes probate cases into TAAMS probate module and submits to approving authority.
• 8. Serves as an interested party and attends Office of Hearings and Appeals probate hearings for all SRP-MIC enrolled members.
• 9. Reviews all incoming probate orders for accuracy and prepares and submits modifications or petitions for cases, if needed.
• 10. Prepares status and productivity reports of personal workload.
• 11. Assists with preparing reports such as departmental monthly, quarterly or annual reports and self-governance audit reports.
• 12. Holds family meetings to resolve issues dealing with probate and land matters by providing and/or clarifying previously researched and compiled information.
• 13. Provides customer service by receiving/returning phone calls and/or inquiries in a timely manner and providing family members with status updates.
• 14. Participates and assists with community outreach to inform and educate Community members about the trust asset probate process and the American Indian Probate Reform Act.
• 15. Performs other job related duties that enhance and facilitate departmental operations.

Knowledge, Abilities, Skills and Other Characteristics:

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community.
• Knowledge of the purpose, current issues, projects, organization, and employee responsibilities of the division to which assigned.
• Knowledge of Indian land, probate and estate laws.
• Knowledge of legal description, applicable Code of Federal Regulations (Titles 25 and 43), administrative law judge orders, Land Titles and Records, enrollment records, and other applicable laws, rules or polices.
• Skill in using a personal computer and job related software programs.
• Skill in organizing and prioritizing work.
• Skill in problem solving and communication.
• Skill in analytical research.
• Skill in establishing and maintaining effective working relationships SRPMIC staff and officials, community members, and the staff of federal, state and local governments.
• Ability to gain and maintain federal security clearance for the United States Department of the Interior data systems.
• Ability to apply guidelines contained in the Code of Federal Regulations (Title 25 and 43).
• Ability to read and apply Administrative Law Judge orders and Tribal ordinances.
• Ability to make mathematical computations, including use of mathematical formula and calculations pertaining to undivided land interest.
• Ability to prepare (including typing) and encode appropriate legal documents, such as Last Will and Testament, IIM and Finance reports, and other documents as assigned.
• Ability to use initiative and judgment in working independently while recognizing matters which require the supervisor’s awareness.
• Ability to work independently and in a group setting.
• Ability to determine fractions accurately for landowner interest portion.

• Education & Experience: High school diploma or GED and post-high school training reading legal descriptions. Also requires one (1) to three (3) years of experience researching, preparing and recording real estate transactions.

• Equivalency: Any equivalent combination of experience and education that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

• Certification: The employee must have United States Department of the Interior Security Clearance or pre-clearance for federal information system access and use.

• May be required to work outside normal business hours including nights, weekends and holidays. May be required to travel within the United States on occasion to attend conferences, consultations, training, etc.
• Must possess and maintain a valid Arizona Driver’s License.

SRPMIC is an Equal Opportunity/Affirmative Action Employer\" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.