Deed Clerk

Marion County requires on-site work. Remote work is not available.

This position is a part of both the Cartography and Administration programs in the Marion County Assessors Office. The position requires excellent customer service and clerical skills research and analysis of legal documents (deeds) the ability to read and interpret maps experience with Microsoft Office products using a Windows platform and knowledge of or the ability to quickly learn Oregon assessment & taxation laws and programs.

The ideal candidate will be able to project a positive image of the department and have practical experience in an assessors office title insurance real estate mortgage banking surveying paralegal or similar background. Extensive knowledge of modern office practices and equipment as well as exceptional attention to detail is highly desirable.

• Provides support in the Cartography and Administration sections including but not limited to: providing excellent customer service by phone e-mail written correspondence or at the counter; composing correspondence; data entry; property records research; locating properties on assessors parcel maps; providing information to the public about a variety of programs. Requires knowledge of modern office practices procedures and techniques; knowledge of proper English composition spelling and grammar; knowledge of general record keeping practices; knowledge of modern office equipment; word processing skills with accuracy at an acceptable rate of speed; computer skills; ability to operate a calculator to make mathematical calculations of a basic nature; ability to communicate effectively in both oral and written form; ability to learn and adapt to change; ability to establish and maintain effective and collaborative working relationships with other staff and the public; ability to utilize all resources to gain knowledge and provide accurate information to the public; ability to work at a computer terminal for extended periods; ability to follow and retain oral and written instructions.
• Provides information to the public and other departments or agencies requiring considerable knowledge and interpretation of relevant statutes departmental regulations procedures and programs. Explains laws and regulations related to mapping and ownership of real property to the public. Assists other employees title companies and the general public with ownership assessment and mapping questions.
• Researches property titles including review of contracts deeds court records and other instruments of conveyance to trace property ownership. Establishes chain of title and determines current ownership for assessment and taxation purposes. Locates property boundaries on various types of maps; reads comprehends and interprets various legal instruments which are used to transfer title of real property. Examines how property is vested or conveyed to determine current assessed ownership. Updates ownership records in assessment database using verified documents and personal computer.
• Processes changes affecting real property in assessment database resulting from segregations consolidations lot line adjustments partition plats tax code changes and other documents that change the size and /or ownership of real property. Processes work orders created by cartography staff and distributes to the proper assessment section of the office. Works with municipal jurisdictions and county public works/planning division to maintain current and accurate situs addressing. Sorts scanned images of daily deed recordings using the Marion County Clerks database. Retains numbers and dates all instruments relevant to property ownership changes. Provides statistical numerical data to supervisor for tracking sales foreclosures and other relevant information for use in reports and workload updates. Updates mailing address change requests received from property owners or their representative by phone tax statement corrections mail e-mail or personal office visit.
• Generates correspondence to taxpayers and other agencies using MS Office software; collects payments and makes change; issues receipts and maintains financial transaction records. Scans deeds into assessment database and performs final verification of correct ownership information.
• Provides clerical and customer service support in the administration section and MS section which includes providing assessment and program information (such as Veterans and Military Service Member Exemptions and Senior Deferrals) to the public. Assists in gathering and documenting information and data in accordance with program/BCD requirements.
• Provides back-up administrative clerical support in opening sorting date stamping and distributing departmental mail; collect and prepare outgoing mail for pickup by mail service; tracking the processing of subdivision condominium and partition plat maps which may include coordination with county and other outside agencies; receipts assessors office fee for plat processing; delivers plats to Clerks office for recording.
• Performs other duties as assigned by the supervisor.

EXPERIENCE AND TRAINING

1. Graduation from high school or equivalent; AND
2. Three years of responsible office experience working within a county assessors office county clerks office title company escrow agency mortgage lending institution real estate office or right-of-way agency; OR
3. Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.

• Supplemental college level coursework in real estate computer applications cartography paralegal office procedures or related field.

• The finalist for this position will be required to pass a criminal history background check; however conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is represented by a union.
• This is a full-time position which is eligible for overtime.
• Typical Work Schedule: Monday through Friday 8:00 a.m. - 5:00 p.m. with flexibility depending upon the needs of the department and program.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OAR and . Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mailHuman Resourcesif you wish to request an accommodation.