Deed Clerk

This position is a part of both the Cartography and Administration programs in the Marion County Assessor’s 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 assessor’s 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 assessor’s 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 Clerk’s 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 Veteran’s 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 assessor’s office fee for plat processing; delivers plats to Clerk’s office for recording.
• Performs other duties as assigned by the supervisor.

1. Graduation from high school, or equivalent; AND
2. Three years of responsible office experience working within a county assessor's office, county clerk's 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.