GENERAL STATEMENT OF JOB
Under general supervision, performs technical work in the maintenance and use of land records data for preparation of maps and indexing programs for the County Tax Office. Work involves preparing and maintaining land records to reflect transfers in real property ownership, or improvements to the property; and posting ownership changes in computer records. Employee is responsible for providing general assistance to the public, County boards, municipal boards, other departments, and staff as needed in areas involving land records and tax maps. Reports directly to the Tax Administrator.
DESCRIPTION OF WORK
Work involves researching documents and utilizing computerized data entry equipment and various mapping, indexing, and custom-designed programs to record land parcels and prepare and maintain land records to reflect changes on cadastral maps and in ownership. Work also involves assistance for other county offices and the general public with translation and use of County maps, printouts, and the GIS. Performs other related work as assigned.
SPECIFIC DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.
ESSENTIAL JOB FUNCTIONS
Utilizes and maintains hardware and operating systems, converting, and recording data supplied from Pamlico Tax Office to develop database; compares and verifies GIS data against tangible land records; assists and advises GIS users as necessary, resolving problems as non-routine situations arise.
Prepares ownership records; records real property transfers, real property ownership, acreage, legal descriptions, etc., on property record cards; research deeds, wills, survey maps, and contact lawyers or other person involved for clarification, as necessary.
Records real property transfers, utilizing data entry equipment to record real property ownership, acreage, tax codes and legal description on property record cards, reads recorded deeds to obtain data such as grantor, grantee, date of transaction, description of property and location, and assessed value; contact lawyers or other persons involved for clarification, as necessary.
Records real property improvements, obtains copies of building permits for new construction, calculates new property value; notifies owner of new value.
Assists interested persons in obtaining data concerning property location, ownership, and other tax information; obtains data from GIS, and prepares and provided copies of maps, as requested.
Provides general and technical assistance to the public, County boards, municipal boards, other departments, and staff as needed in areas of real estate, deeds, and boundaries; assists various County departments.
Performs Sales Ratio Studies for the NCDOR; reviews deeds picked at random; reviews deeds with a checklist of criteria to determine if deed is a fee simple transaction; complete a form for each deed; sends a letter notifying each owner.
Utilize resources to research and find current mailing address for real and personal property records.
Assisting with the preparation and maintenance of real estate records and files.
Responds to public inquiries, providing explanations of tax value/assessments, location, and ownership information.
Assists and instructs users in operation and interpretation of the public records information including computer terminals, maps, property record cards, and other tax documentation.
Performs file maintenance and updating including card retrieval attachments and re-filing.
Performs scanning and indexing of tax records into computerized imaging system.
Enters data into computer to update records.
Assists attorneys, contractors, realtors, property owners, other employees, and the general public pertaining to values of property, location, and ownership.
Produce maps and print property record cards for the public, as needed or requested.
Updates all records to reflect improvements to existing property.
Processes changes to tax database that affect assessed value, ownership, addresses and property characteristics of land improvements, complete transfers, copies, reads and interprets recorded legal instruments of ownership transfer including deeds, wills, and other legal records; processes necessary changes to tax records.
Utilize resources to research and find current mailing addresses for real and personal property records.
Performs related tasks as required.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM
ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, printers, copiers, calculators, plotters, scanners, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. Physical demand requirements are more than those for Sedentary Work. Light Work usually requires walking or sanding to a significant degree. However, if the use of arm and/or leg controls requires exertions of forces greater than the Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar or divergent from obvious standards) of data, people, or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, or directions from superiors.
Language Ability: Requires the ability to read a variety of correspondence, reports, deeds, wills, maps, surveys, indexes, abstracts, forms, etc. Requires the ability to prepare a variety of correspondence, forms, maps, receipts, property cards, etc., using prescribed formats. Requires the ability to speak to people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including engineering, legal and tax terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; understand and apply theories or geometry.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using office equipment.
Manual Dexterity: Requires the ability to handle variety of items such as keyboards, control knobs, switches, manual drafting instruments, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shapes of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear; (Talking: expressing or exchanging ideas by means of spoken words. Hearing; perceiving nature of sounds by ear.) Must be able to communicate via telephone.
KNOWLEDGE, SKILLS, AND ABILITIES
Must possess considerable knowledge of standard practices, materials and equipment used in land surveying; general knowledge of procedures, laws, maps and forms used in real estate transfers; ability to interpret deeds and transfer the pertinent data to maps; ability to determine errors and inconsistencies in deed descriptions and utilize the information available, to achieve the best configuration of the parcel; and the ability to explain and interpret real property transfer policies and methods to the general public.
General knowledge of complete title search procedures and able to make searches using deed references, legal descriptions, maps, and variety of other complex records.
General knowledge of standard practices, materials and equipment used in land survey drafting.
General knowledge or procedures, law, maps, forms, and records used in real estate transfers and their relationships to other tax records and functions.
General knowledge of geographical areas and subdivisions of the County.
General knowledge of the North Carolina State Plan Coordinate Grid System.
General knowledge of the functions and organization of other sections of the Tax Office.
Ability to use common office machines, including popular and specialized computer-driven word processing, spreadsheet, database, and file maintenance programs.
Ability to interpret deeds and transfer the pertinent data to maps.
Ability to compute areas from property descriptions and maps.
Ability to determine errors and inconsistencies in deed descriptions and utilize the information available to achieve the best configuration of a parcel.
Ability to read and interpret registered land survey to plot and/or digitize a field survey.
Ability to explain and interpret real property transfer policies and methods to the public.
Ability to exercise tact and courtesy in frequent contact with the public and other County and municipal officials.
Ability to establish and maintain effective working relationships with employees, county officials and the public.
MINIMUM TRAINING AND EXPERIENCE
High School diploma or GED and moderate experience in real estate, real estate tax issues, banking or paralegal research, data research analysis or any equivalent combination of training and experience which provided the required knowledge, skills, and abilities.
Thorough knowledge of the principles and terminology related to real property transfers; thorough knowledge of the operation of the principles and practices of dealing with real property transfers and tax issues; general knowledge of North Carolina Machinery Act; general knowledge of PUV assessment program and exemptions; thorough knowledge of standard office procedures, practices, and Microsoft Office software, including Word and Excel; ability to establish and maintain effective working relationships with county officials, co-workers and the general public.
Completion of Fundamentals of Property Tax Listing and Assessing Course by UNC School of Government, as well as the North Carolina Property Mapper’s Association Mapping School within two years of employment.
Valid driver’s license.