Realty Tech (LTRO)

Under general supervision of the Manager within the Community Development Department (CDD), the LTRO Technician performs technical and administrative duties related to the management, preservation, digitization, organization, and maintenance of Indian trust land title records. The Technician is responsible for scanning, indexing, retrieving and maintaining historical land title documents, stored in physical files, electronic systems, and microfiche. The Technician conducts preliminary research, assists with probate inventories, and recordation of Realty and Legal Instruments in the Bureau of Indian Affairs' Trust Asset and Accounting Management System (TAAMS). The position assists with various LTRO functions and special projects to ensure the accuracy, completeness, preservation, and accessibility of official land title records. This job class is treated as FLSA Non-Exempt.

Essential Functions: Essential functions may vary amongst positions and may include the following tasks, knowledge, skills, abilities and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

1. Performs scanning, digitization, indexing, and quality control of current and historical land title documents to ensure accurate and accessible electronic records.
2. Maintains and organizes physical and electronic trust land records, including file creation, document retrieval, records reconciliation, file cleanup, and ongoing records maintenance.
3. Operates microfiche readers, scanners, and other records management equipment to research, retrieve, reproduce, and preserve historical land title documents.
4. Reviews scanned and indexed documents for completeness, legibility, accuracy, and proper association with the corresponding tract, instrument, or land title record.
5. Assists with the review, processing, and recordation of Realty and Legal Instruments, including deeds, deeds of trust, leases, rights-of-way, probate orders, and other documents affecting trust land interests.
6. Performs authorized data entry, document imaging, and records maintenance within TAAMS and applicable SRPMIC records management systems.
7. Conducts preliminary research of land title records, legal descriptions, historical instruments, and ownership information to support recordation, title research, and other LTRO functions.
8. Assists with the preparation of probate inventories by researching land ownership interests, compiling supporting title documentation, and identifying potential discrepancies or missing information.
9. Assists with administrative probate modifications, including researching omitted property interests, discrepancies in legal descriptions, and ownership fractions, as directed.
10. Assists LTRO staff with Title Status Report requests, document retrieval, historical title research, and the compilation of supporting records.
11. Identifies and reports missing, incomplete, misfiled, or incorrectly indexed documents and assists with correcting records management discrepancies.
12. Supports special projects involving historical records preservation, document digitization, records reconciliation, and the reduction of imaging and records management backlogs.
13. Maintains accurate records, tracking logs, and reports related to document imaging, records retrieval, probate inventory research, and assigned projects.
14. Provides customer service and technical assistance to SRPMIC governmental departments, enterprises, Community Members, and authorized federal agencies regarding land title records and document requests.
15. Assists with other LTRO functions and performs related duties as assigned by the LTRO Manager or designated supervisor.

Knowledge, Skills, Abilities and Other Characteristics:

Knowledge of:

• The history, culture, laws, rules, customs, and traditions of the Salt River Pima-Maricopa Indian Community.
• Records management principles, including document organization, preservation, indexing, retrieval, and maintenance of physical and electronic records.
• Document imaging procedures, scanning equipment, microfiche systems, and electronic records management practices.
• The Trust Asset and Accounting Management System (TAAMS) and its application to land title records and document recordation.
• Applicable provisions of CFR Titles 25 and 43, SRPMIC ordinances, federal land title procedures, and other applicable laws, rules, and policies.
• Land title documents, legal descriptions, real estate transactions, probate records, and other instruments affecting Indian trust land.
• Confidentiality and security requirements associated with official land title and ownership records.

Skill with/in:

• Information Management: Organizing, maintaining, indexing, retrieving, and preserving records in physical and electronic formats while ensuring accuracy and accessibility.
• Document Imaging: Operating scanning and microfiche equipment, performing image quality control, and maintaining accurate electronic document repositories.
• Research and Analysis: Locating, reviewing, and compiling information from historical records, legal instruments, land title documents, and electronic databases.
• Data Entry and Verification: Entering, reviewing, and correcting information in electronic systems with a high degree of accuracy.
• Numerical Analysis: Performing basic arithmetic calculations and reviewing fractional ownership interests and related land ownership information.
• Communication: Communicating effectively with staff, Community Members, and external agencies using appropriate technical and non-technical language.
• Technology: Using personal computers, Microsoft Office applications, electronic databases, document imaging systems, and related office equipment.
• Organization: Prioritizing multiple assignments, maintaining accurate records, and meeting established deadlines.

Ability to:

• Obtain and maintain the required federal background investigation approval and authorization for access to United States Department of the Interior information systems.
• Organize, maintain, retrieve, and preserve large volumes of physical and electronic land title records.
• Operate and learn specialized document imaging, microfiche, and electronic records management systems.
• Read and interpret basic legal land descriptions, land title instruments, and ownership records.
• Conduct preliminary research and identify discrepancies in land title documents and supporting records.
• Apply established federal and tribal procedures when reviewing, processing, and maintaining land title records.
• Maintain confidentiality and protect sensitive land ownership and personal information.
• Establish and maintain effective working relationships with SRPMIC staff and officials, Community Members, and representatives of federal, state, and local governments.
• Work independently on assigned tasks while recognizing matters requiring supervisory review or technical guidance.
• Adapt to changing technology, operational procedures, and LTRO priorities.
• Provide accurate, timely, and professional customer service.

• May be required to work beyond normal business hours, including nights, weekends, and holidays. May be required to travel within the United States on occasion to attend training. Duties may require prolonged computer use, repetitive document handling, and occasional lifting or moving of records and file storage materials.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. 

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. 

The IHS/BIA Form-4432 is not accepted. 

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.