Administrative Specialist

The Administrative Specialist in the Department of Administrations’ Tax Listing Division is responsible for:

• updating ownership and legal descriptions on the property tax rolls;
• creating new tax parcels on the tax rolls as required through splitting and platting of lands;
• utilizing the Land Records system to obtain relevant property records needed for tax roll updates;
• searching historical land title records to identify or verify ownership;
• understanding and interpreting real estate documents recorded in the Register of Deeds office;
• working with legal documents to transfer ownership or create new parcels to include deeds, land contracts, final judgements, awards of damages, name changes, affidavits, wills, easements, patents, etc.;
• mapping out metes and bounds legal descriptions from public records;
• balancing assessment valuations with municipal assessors and taxing jurisdictions;
• assisting in the process of creating property tax bills;
• using tax listing, mapping and additional software;
• following standardized protocols within the department;
• communicating with and assisting internal and external customers as well as real estate professionals, including assessors, surveyors, land planners and attorneys;
• communicating with the public via e-mail, written correspondence, telephone, and in person;
• working efficiently within time frame deadlines; and
• working within a continuous improvement environment.

The successful candidate will have 1-3 years of work experience in the real-estate/title insurance industry and be able to:

• understand, read and interpret real estate documents;
• analyze data from various systems to identify differences;
• clearly communicate with co-workers and the public;
• be detail oriented to handle and account for transfers of property to ensure ownership information is recorded correctly for taxation purposes;
• work independently with minimal supervision; and
• possess strong computer skills including, but not limited to, Microsoft Excel and Access.

Minimum Qualifications

Essential Knowledge and Abilities

1. Considerable knowledge of standard office practices, procedures, and techniques.
2. Considerable knowledge of business English, spelling, grammar, and punctuation.
3. Considerable knowledge of and proficiency in MS Office products or comparable office programs, word processing, spreadsheet, and some database knowledge.
4. Considerable knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
5. Considerable knowledge of department requirements, policies, procedures, rules, laws, etc.
6. Working knowledge of basic math.
7. Working knowledge of department specific programs.
8. Working knowledge of unique or specialized terminology specific to department/division operations such as legal, law enforcement, health care, health insurance, environmental health, human resources, and budget.
9. Some knowledge of basic bookkeeping or accounting.
10. Ability to analyze, research and interpret complex documents, information, policies and procedures.
11. Ability to prepare and comprehend complex documents, correspondence, information, and reports.
12. Ability to analyze and resolve problems.
13. Ability to access and navigate the Internet, County or department-specific applications or programs.
14. Ability to follow and understand advanced oral and written instructions.
15. Ability to work independently and as a member of a team and deal with people in an effective and timely manner.
16. Ability to establish and maintain effective, professional, positive, and respectful working relationships, and communicates internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
17. Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
18. Ability to make routine decisions using standardized practices.

You must meet these minimum Education and Experience requirements:

1. High School Diploma or GED.
2. Two years post high school work experience providing administrative support.
3. One year of recognized post high school training in business, administrative professional, or closely related field may substitute for one year of the work experience requirement.

One (1) to three (3) years of work experience in the real-estate/title insurance industry is preferred in lieu of two (2) years post high school work experience providing administrative support.