Land Records Clerk- Clerk Iv

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Land Records Clerk- Clerk IV
Salary
$23.13 Hourly
Location
Silver-Bow County, MT
Job Type
Full-time Regular
Job Number
2023-045
Department
Planning
Opening Date
08/01/2023
Closing Date
8/15/2023 11:59 PM Mountain
FLSA
Non-Exempt
Bargaining Unit
Clerks

• Benefits
• Description

Description
General Statement of Duties
Serves as the primary contact in the Land Records Department for reviewing, investigating, and approving Realty Transfer Certificates, deeds, and surveys for accuracy and completeness prior to the acceptance for recording and filing. Processes can be complex due to the nature of the real estate transaction and requires extensive experience to determine the accuracy. Responsible for recording and the creation of new records based on property splits and collects and records data relating to property ownership; does related work as required.
Distinguishing Features of the Class
This is highly responsible and technical l work involving the maintenance and preservation of ownership records of all land in the City-County. Provides a high level of technical expertise in the areas of real estate documents filed with the Clerk and Records Office. The work is performed under the general direction and supervision of the Land Records System Administrator, but considerable leeway is granted for the exercise of independent judgement and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with City-County and state employees, attorneys, realtors, surveyors, abstractors and the general public.
This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.
Duties/Responsibilities
Examples of Essential Work (Illustrative Only)

• Maintain all property easement records from public research
• Examines Realty Transfer Certificates, deeds and surveys for errors, and if errors are noted, contacts the appropriate department/agency (i.e. Clerk & Recorder, Planning Department or other B-SB Departments, attorneys, title companies, surveyors, etc.)
• Uses land record indexing software to record land records both electronic and in hard copy; verifies all recordable real estate documents within statutory time limits; corrects recording related error to assure timely, accurate preparation of indexes
• Work with MIS and private contractors to complete the conversion of microfilm to digital images for uploading to Document Pro and Idoc Market document recording software
• Assists County Attorney’s office in preparation of deeds for property sold at tax sale and prepares accompanying Realty Transfer Certificate
• Works closely with other departments, assisting with the annual tax sale by recording the name and address of purchasers and amount paid
• Responsible for the maintenance of land records software and hard copy records for ownership and plat books; assign identification numbers and categorize in the Plat and Survey Index
• Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
• Performs other duties as assigned.
• Examines data entry of ownership history files for errors in entry
• Prepares contracts for redemption of property and accompanying Realty Transfer Certificate
• Researches land record information; provides assistance to title searchers, attorneys, and members of the public
• Verifies legal descriptions on splits of property, tax deeds taken by the City-County and on council resolution when land is sold
• Retrieves information from the Geographic Information System; work with GIS personnel to adjust property boundaries and assign or modify Geo Codes
• Maintain a rotating Examining Land Surveyor Index
• Performs related work as required.
• Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health & Safety Program; maintain work area in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.
• Notifies governing body of potential subdivision evasion
• Attends meetings, conferences and workshops as requested and authorized
• Notifies County Attorney’s office when a deed needs to be prepared when a contract is paid in full and prepares accompanying Realty Transfer Certificate
• Complete all land splits on property transactions prior to updating with GIS mapping system and delivering to the Department of Revenue for tax assessment or tax billing
• Responsible for maintaining accurate records for certificate of survey exemptions
• Prepares property transfer slips for the update of the GIS mapping system and the Department of Revenue for property assessment purposes
• Maintains database of recorded plats and surveys
• Performs all duties and work assignments in compliance with project quality requirements.
• Responds to public inquiries in person or by phone with patience and tact

Qualifications
Required Knowledge, Skills and Abilities

• Ability to read property maps and to understand and apply legal terminology pertaining to property description and title
• Ability to establish and maintain effective working relationships with the Clerk & Recorder, other City-County employees, supervisory personnel, and the general public
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
• Ability to work independently on complex tasks
• Thorough knowledge of research methods and techniques of land titles
• Ingenuity and inventiveness in the performance of assigned tasks.
• Skill in customer relations and communication
• Ability to communicate well with state and local officials, Realtors, surveyors, abstractors attorneys and the general public both orally and in writing, using both technical and non-technical language
• Thorough knowledge of legal descriptions dealing with deeds, decrees, and other forms of property transfers such as chain of title
• Ability to prepare accurate and reliable reports containing findings and legal description terminology
• Ability to understand the importance of personal information and maintain confidentiality
• Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology
• Ability to perform a wide variety of clerical and administrative tasks with accuracy and speed under the pressure of time-sensitive deadlines
• Thorough knowledge of general office practices and procedures, business English, spelling, and composition
• Thorough knowledge of the Montana Subdivision and Platting Act
• Ability to operate a personal computer using standard word processing, spreadsheet, and database applications appropriate to job responsibilities

Acceptable Experience and Training

• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.
• Graduation from high school; and
• Experience in abstract work, title exams, land assessment, real estate, drafting or closely related field; or

Required Special Qualifications

• Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below.

“2.08.010 Residence during employment.
From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.
(Ord. 85

• 1, 1979)”

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with other employees and the general public both in person and over the telephone
• Sufficient vision, with or without reasonable accommodation, which permits the employee to read checks and documents, and to make and retrieve computer data and information entries
• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to serve the general public at a counter and to access and transport files and materials in the office weighing up to 35 pounds.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a computer keyboard and to make handwritten notations and to move files as needed

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.
The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.
This position offers benefits according to a Collective Bargaining Agreement.
Agency
City and County of Butte-Silver Bow, MT
Address
155 W Granite Suite 209 Butte, Montana, 59701
Phone
406-497-6430
Website
https://www.co.silverbow.mt.us/
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