Job Description
PROPERTY RECORDS SUPERVISOR
JOB CODE 12040
| Effective Date: | 07/98A |
|---|
The fundamental reason this classification exists is to supervise and participate in the posting and maintenance of ownership records, tract maps, and other property records of real property located within the boundaries of the City of Phoenix. Work involves supervising Property Records Specialists and Senior Property Records Specialists responsible for tracking daily changes in ownership of real property within the City, researching and affixing legal descriptions and County parcel numbers on building permits, providing the public and various City personnel with property records information, maintaining tract maps and property records for each parcel within the City and processing abandoned vehicle citations. Work is reviewed by a Deputy City Clerk based on results obtained.
ESSENTIAL FUNCTIONS:- Supervises employees engaged in the posting and maintenance of property records information;
- Ensures the accuracy of detailed property records information by reviewing work of staff for accuracy, timeliness, and quality;
- Oversees the identification, quarter-sectioning, posting, and filing of deeds of properties located within the boundaries of the City of Phoenix;
- Ensures court-acceptable certified property ownership information in response to the City's Property Maintenance Ordinance;
- Provides records information to citizens and staff of other City departments;
- Oversees the maintenance of tract maps, including the plotting of approximate lot splits, easements, and abandonments;
- Verifies accuracy of petitions, ordinances, and legal descriptions and maps;
- Ensures tract books, real property parcel numbers, and legal descriptions are updated as needed;
- Ensures court-acceptable certified property ownership information in response to the Abandoned Vehicle Ordinance;
- Supervises staff responsible for researching and affixing legal descriptions and County parcel numbers on building, sign, demolition, and zoning variance permits for the Development Services Department;
- Plans, organizes, and schedules the work of staff according to established schedules and priorities;
- Gathers and coordinates information for property records on areas annexed to the City and on newly-recorded subdivisions;
- Develops and implements new written procedures and revises current procedures as required;
- Plans and conducts training classes and courses to familiarize personnel with new or revised work methods, systems, procedures, and forms;
- Reviews and monitors the Property Records Section annual budget to ensure expenses do not exceed the allocated monies;
- Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
Required Knowledge, Skills and Abilities:
Knowledge of:
- Principles and practices of personnel management and supervision.
- Legal terminology pertaining to recorded documents.
- Real Estate title work.
- Perform a broad range of supervisory responsibility over others.
- Move light objects weighing less than 25 pounds distances of up to 40 feet.
- Comprehend and make inferences from materials written in the English language.
- Work closely and cooperatively with other City employees and the public.
- Instruct personnel in writing lot splits from recorded deeds and metes and bounds legal descriptions on maps using a protractor and engineering scale.
- Observe and compare data to determine compliance with prescribed operating or safety standards.
- Produce written documents or reports in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
Additional Requirements:
- Some positions will require the performance of other essential and marginal functions depending on work assignment.
ACCEPTABLE EXPERIENCE AND TRAINING:
Five years of experience in right-of-way and property acquisition, title examination, and real property management work, or three years of experience in title examination work at the level of Senior Property Records Specialist, including some supervisory experience, and supplemented by courses in business law, real estate principles or related fields. Other combinations of education and experience that meet the minimum requirements may be substituted.