Real Estate Specialist

Job Summary:

Under supervision, to provide the more advanced duties, especially financial, necessary for the recording of legal instruments and documents and to perform standard clerical fiscal work, affecting interest in real estate; including verifying and sorting cash, checks and negotiable instruments; prepare bank deposits and balance daily receipts; to act as a primary reference resource on real estate document recording, the State Statutes pertaining to that task, acting as liaisons with title companies, attorneys and the general public; and to do related work as required.

Duties:

Review presented real estate documents according to Wisconsin State Statutes and determine accept/reject for recording; enters documents into the cashiering-recording and grantee-grantor system; determines appropriate category or title, format for party name and applicable fees for the legal instruments presented; perform daily and monthly book keeping, runs various daily and monthly reports, prepares remittances, vouchers and invoices; balances money received against the cashiering system; review correspondence relating to receipt and disbursements; to prepare correspondence as required, to examine fiscal documents for accuracy; to code amount to appreciated accounts; to code, interpret and adjust computer data of recording fees; to maintain subsidiary records and/or files of documents for reference and follow-up; to compile financial and statistical statements and reports; including verifying and sorting cash, checks and negotiable instruments; prepare bank deposits and balance daily receipts; deliver monies to County Treasurer; transfer specified recording data electronically to Dept of Revenue; coordinate retrieval of insufficient monies notices; liaison with County Treasurer and Controller offices regarding Munis deposits; indexes real property descriptions in a consistent manner using a prescribed, logical format, and enters special notes and other information into the indexing system; communicates with attorneys, surveyors, title insurance representatives and other customers regarding recording requirements; back index archived records; double entry verifies certain elements of the record and makes judgments when there are discrepancies; employs efficient and effective methods of entering and accessing information; answers customer inquiries on the phone and in the office regarding specific information about recorded documents; instructs customers on use of the real estate indexing system, the county geographic information system (GIS) and the tax roll information available on the public workstations; assists customers who come into the office by directing them to the appropriate section within the register of deeds and planning and development offices; provides assistance to less experienced workers; determines which situations and questions should be referred to more senior employees or management staff.

Education & Experience:

Any combination of training and experience equivalent to two years of office and business principles with responsibility for large amounts of cash and cash items required, including six months of substantial involvement with a wide variety of real estate documents and substantial computerized financial data experience; accounting experience, and skill in the use of spreadsheet application are desirable. Plus, candidates must have the demonstrated ability to pass a data entry exam (6,000 net keystrokes per hour at a minimum of 90% accuracy).

Knowledge, Skills & Abilities:

Knowledge of real estate documents related to ownership and other types of interest in real estate; knowledge of the varied methods of real estate financing; knowledge of state statutes related to real estate instruments and recording of such documents; knowledge of legal descriptions related to real estate; knowledge of computerized record keeping; possession of effective oral and written communication skills; ability to identify document types and the ability to locate and enter appropriate information into a complex database index; ability to enter data at an acceptable rate. Knowledge of bookkeeping principles, methods and practices; knowledge of office and business practices and office equipment used in bookkeeping work; knowledge of banking methods, practices and procedures; skill in the use of spreadsheet application; skill and accuracy in handling checks and counting currency and entering this information and fees accurately and correctly; mathematical skills; ability to interpret, explain and apply policies, regulations, laws and procedures; ability to communicate courteously and effectively with fellow workers and the public; ability to perform assigned functions with a minimum of error; ability to type 40 words per minute.

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