Title: Land Records Technician. Burnett County Job Description

Transcription

1 Land Records Technician Burnett County Job Description Name: Date: July 7, 2010 Employer: Burnett County Title: Land Records Technician Department: Land Information and Work Location: Government Center Phone: (Land Info) (ROD) Immediate Supervisor: Jason Towne and Jeanine Chell Supervisor s Title: Land Records/Surveyor and TIME EMPLOYED IN CURRENT JOB TITLE (in years and months): TIME EMPLOYED IN CURRENT DEPARTMENT (in years and months): TOTAL EMPLOYMENT WITH YOUR ORGANIZATION (in years and months): WORK HOURS (Start/Finish): 8:30 am 4:30 pm FULL TIME: Yes (37.5 hrs/wk) REGULAR PART-TIME (%): OTHER Land Information Director & Land Records Technician I. POSITION SUMMARY Briefly state why your position exists and what you consider the most important impact the position has on the organization. This position will provide support for the Land Information and Office in the following areas: 1. Responsible for the county addressing program which includes coordinating, collecting and entering information into the required databases, assigning numbers, notifying all respective parties (CenturyTel, Municipalities, Fire, E911, Post Office, Utilities, GIS/Mapping, and Property Owner, Zoning Department, etc) with the address or changes thereof. Other addressing duties include, processing vouchers for the cost of the program and ordering and maintain inventory. 2. Supports and backs up the Real Property Lister assisting with entering data into the system to keep an accurate listing of real estate properties for the creation of the yearly Assessment and Tax Role and Tax statements 3. Works with assisting in indexing and recordkeeping for real estate, personal property and vital records. 4. Performs standard clerical duties (e.g. Receptionist duties, ordering supplies, processing mail, scheduling activities, data entry for accounts payable and receivable. Page 1

2 II. ESSENTIAL ACCOUNTABILITIES Please identify the essential accountabilities of your position, which should be the most important responsibilities of the job. Indicate the approximate percentage of time spent on each accountability annually. Then explain how the outcomes could be measured. % of Time ESSENTIAL ACCOUNTABILITIES HOW OUTCOMES COULD BE MEASURED To be determined Assigning and coordinating the addressing program between other county departments, outside agencies, emergency response systems, municipalities, and the property owner. The address numbers are placed in the correct location so emergency responders can locate the property. The process should be completed in two weeks after the request is received. Assist the Real Property Tax Lister Enter property and assessment data correctly into the system so tax bills can be generate on time. Assist the general public with the recording and the indexing of deeds, mortgages, and other instruments according to WI. Statutes Assists the general public or requests through mail for Vital Records. Assist Genealogists. Enter Vouchers/Billing for payment for various activities and programs (used by various offices), process weekly expenses and generate reports from various databases as needed Maintain and enter data into various data base systems used by Burnett County in the Register of Deeds and Land Information Offices Paperclip/Scanning documents and ability to generate various reports from different databases Provide clerical/receptionist, including miscellaneous duties associated with the office of and Land Information/Surveyor. If not done accurately the mortgage deed will be incorrect Follow State Vital procedures. Maintain high level of confidentiality. Quality of work, accurate data entry, minimize ratio of errors, Accuracy of data input (low error ratio) Organizational skills files are logical and neat Volume of work completed to scan existing files and open new files, ability to run reports from various programs Demeanor toward clients in person and on the phone, ability to organize, coordinate, and maintain lists and files with minimal errors, completing work on a timely basis III. FORMAL PREPARATION / EXPERIENCE Please answer the following based on the most representative combination of formal preparation and relevant experience to qualify for the position. 1. Formal preparation (or equivalent) to qualify for the position. Indicate years of previous experience and degree if required, as well as your preparation level. High School education plus a real estate degree from a vocational/ technical college degree plus 2 years of experience in office administration in real estate or land related field /mortgage/abstract firm, or title company; or any combination of experience and training that would provide the following knowledge, skills and abilities. 2. Relevant experience required to qualify for the position. (Indicate your relevant experience as well.) Person should have excellent computer skills (Microsoft Word, Excel, Access and Outlook). Be able to type at least 55 words per minute. Have a good understanding of real estate documents. Have basic math skills. Must be detail orientated. Must be able to interpret maps.. 3. Note any other training that is desirable for the position. (Indicate additional training that you have.) Training in real estate title is preferred, but not required. Page 2

3 IV. JUDGMENTS MADE Please identify what you believe are the most important judgments you make in performing your job. EXAMPLES OF JUDGMENTS WHO, IF ANYONE, REVIEWS THESE JUDGMENTS WHAT IS THE IMPACT OF THESE JUDGMENTS Read and evaluate Real Estate title for parcels Can impact assessed values, title insurance policies, assessor records, county records and mapping. Record all deeds, mortgages and other instruments in the office according to Wisconsin Statute Accounts receivable and payable need to be in their appropriate accounts., Deputy, Real Property Lister, Land Information, Treasurer & Finance Manager If not done accurately it can mess up a mortgage deed that could go undetected for years and then catch up with someone when they try to sell the property Unable to balance to general ledger Indexing and Data Entries must be done accurately., Deputy and Clerical Staff Accurately accounting for monies received and disbursed to appropriate State and Local Government Offices. Abstractors, Realtors, Attorneys, etc. won t be able to find the documents. Placement of address sign Land Information/Surveyor Emergency response vehicles might not be able to locate home It is important to maintain a high level of confidentiality when working with the vital records in the Office Independent The release of confidential information could jeopardize the office and create a liability situation for the County. V. WORK RELATIONSHIPS Please identify the most typical work relationships of your position with other persons, functions, or organizations inside or outside of your own organization. Typical Work Relationships Purpose of the Relationship Mapping/GIS Specialist Verify data is mapped correctly. Discuss mapping/location problems with each other and try to work out a solution. Local Assessors Import and export data back and forth. Coordinate changes to parcels; acreage, assessment codes, parcel numbers, etc. Dispatch Investigate and correct E911 errors. Zoning Office Local Municipalities County Treasurer Real Property Lister Land Information Notify the office of potential subdivision violations. Receive documents and Certified Survey Maps from them. Coordinate local clerks certifying the tax roll. Coordinate address activities. Coordinate tax bill printing. Monetary transactions. Electronic and credit card transactions need to be reported back to us. Monthly reports. Assist with data entry for tax rolls, provide documents for the transferring property, including the Wisconsin Real Estate Transfer Return Form electronically Public Access: Link Documents with a parcel map. Page 3

4 Abstractors, Realtors, Surveyors General Public Attorneys Need accurate and updated information off documents and maps, and make sure our documents are recorded in a timely fashion so they have the documents to perform their business. Need Real Estate Documents recorded in a timely fashion to get them out to the public on the Website. Help the people with searches. Also answer general questions. Keep in touch with them with new changes on Wis. Electronic Transfer Return Form. Any questions that may come up on documents to be recorded. VI. WORK ENVIRONMENT % Inside (sheltered) 95 % Noise % Travel Required % Outside Work 5 % Fumes, Odor % Temperature extremes % Hazards % Other (note) Are there any unusual physical requirements for your position? (Y/N) No If yes, please explain. VII. PROBLEM SOLVING Please identify the typical types of problems you solve on a regular basis in performing your job. Also, include information on who else may be involved in helping with problem resolution. Addressing errors from the past. GIS/Mapping Specialist along with local officials and landowners may help solve these problems. Title problems for real estate parcels. Work with land owners, title companies, lawyers, surveyors, courts and others to solve these problems. Finding Easements, and how title is held on a Deed. The Real Property Lister could assist with this. IX. UNUSUAL / UNIQUE MENTAL REQUIREMENTS Does your position require any unusual or unique mental requirements? None X. ADDITIONAL DATA/NOTABLE INFORMATION Please identify any other information that would help someone else understand your position more clearly: N/A Must have a valid Wisconsin Drivers License. Must be able lift 30 lbs. XI. SUPERVISOR S REMARKS This position will support both the Land Information/Surveyor Office and Office. The day to day supervision will be provided by the Land Information/Surveyor Page 4

5 Job Description Land Records Technician Land Information and Competencies Include: Managing Results Managing Personal Effectiveness Customer Service Professional Skill Technical Know-How Organizing - handles work in an efficient, systematic way; keeps materials and files orderly and arranged logically Coordinating works with others to make sure efforts and output are coordinated Problem Solving/Decision Making tries to solve own work problems in a constructive way; makes decisions related to work that consider the alternatives, supervisory direction and time constraints. Adaptability adjusts constructively and flexibly to meet the requirements of different work situations; maintains patience, confidence and composure under pressure or adverse circumstances Action Orientation takes initiative rather than passively waiting for direction; takes action to get the job done Work Commitment keeps working until the job gets done even if it takes extra effort; is persistent; can be counted on to be on the job, as necessary Team Playing makes efforts to seek others input; willingly collaborates and cooperates with others in the organization; develops effective working relationships with key associates Organization Know-How understands unit organizational goals; works effectively within the organization to achieve results; understands county and department rules, regulations, policies and procedures. Customer Orientation is sensitive and responsive to customer needs and priorities; establishes effective working relationships with customers; identifies and takes appropriate action on customer needs. Attending to Detail attends to all important details; notices errors and gaps; double checks own work and corrects errors before submitting Good math skills Report Production Calculator Computer Copier Printer Scanner Multi line phone Word Processing (Microsoft suite) Keyboarding (minimum 55 wpm) Page 5

6 Job Description Land Records Technician Land Information and Below is a list of duties performed by position for the shared offices. This list is not inclusive, but only a representation of duties performed by this position. Other clerical duties may be added as they pertain to the work requirements of the offices. Land Information Office Work with the following Data Bases enter data and generate reports from the following systems 1. New World Systems, County Financial program 2. Novus, Addressing and RPL program 3. Property Address 4. Address Orders Assign new addresses for residential and commercial property Assist Real Property Tax Lister with data entry and the creation of the tax rolls Maintain Resource database (collect data from providers and input to system) Work with the following Data Bases enter data and generate reports from the following systems 1. New World Systems, County Financial program 2. Paper Clip 3. State Vital Records Program Balance reimbursements from State Process weekly expenses and generate reports Index records Use Paper Clip program to scan files into system Clerical duties for offices sharing co- located space (filing, answering phone, answering question, etc) Order supplies Inventory equipment and keep listing Do mailings on timely basis Clerical duties for offices sharing co- located space (filing, answering phone, answering question, etc) Order supplies Inventory equipment and keep listing Do mailings on timely basis Page 6