Real Property Clerk

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county - a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Real Property Clerk

DEPARTMENT: Auditor

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Non-exempt

HOURLY RATE: $28.4440 per hour

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Real Property Clerk for the Auditor, responsible for maintaining and processing various property tax records, determining eligibility, fraud, and applying tax deductions, managing the Auditor’s delinquent property tax sale duties, processing ERA tax abatements, and assisting the public.

DUTIES:

Reads, interprets, and processes real property deeds and legal documents for recording, including reviewing for completeness, checking for accuracy, and resolving discrepancies with title companies and attorneys. Ensures legal documents follow state code for recordation. Distributes essential property information to other county departments.

Completes and enters into the county tax database various deductions for taxpayers such as mortgage, homestead, blind, disabled, mobile homes, veteran, over age 65, and geothermal, including assisting with forms, answering questions, entering data in the computer, proofreading computer printouts, copying, and filing documents/forms. Ensures applications are valid per state code. Sends notices to taxpayers whose property tax deductions have been removed.

Collects and processes fees, including preparing receipts, balancing cash with receipts daily, delivering to Accounts Receivable Clerk, and entering data on computer spreadsheet weekly. Creates monthly quietus and deed count reports for the Lead Real Property Tax Deputy.

Maintains/creates various real estate records from recorded deeds and subdivision plats on computer, such as ownership, address changes, creating new parcels, transfers, and splits. Assists with database design to create in-department programs.

Maintains social security and driver’s license numbers of real property taxpayers in county tax system to upload to state database and ensures sensitive information remains confidential.

Runs reports from county tax database to find fraudulently filed deductions and to check accuracy of assessed value of property with filed tax deductions.

Finds and contacts taxpayers about fraudulently filed deductions requiring them to submit residency verification documentation. Inspects and determines validity of verification documents. When applicable, figures back tax amounts and sends bills to taxpayers when fraud is discovered.

Responds to inquiries from realtors, title companies and assists the public in the office, by telephone and electronic mail (e-mail), including, but not limited to, reading/interpreting/verifying legal descriptions, researching and copying records and documents as requested, locating property boundaries, tracing chains of title, providing copies, and researching computer records, maps, books and files. Verifies property owners listed for bond issues.

Performs various clerical functions as needed, such as entering data on computer, providing information and assistance in researching records, proofreading printouts, entering corrections, copying and filing documents.

Performs Auditor’s duties in annual tax sale by calculating/researching redemption amounts due and sending/receiving correspondence regarding properties listed for sale, generating and mailing claim forms, entering warrant check information with tax sale vendor (SRI), releasing judgments with County Clerk, and reviewing delinquent property lists for encroachments, land locks, or other problems that would invalidate sales.

Calculates property taxes on parcels with newly added or removed deductions.

Periodically attends job-related seminars/conferences.

Trains and assists other department personnel in office and computer procedures as needed.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED with a minimum of three (3) years of related experience, or equivalent combination of education and experience. One (1) year of computer experience preferred.

Working knowledge of department and standard office policies and procedures, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of county land areas and applicable state and local codes and terminology, with ability to accurately process, interpret, and verify land documents, such as legal descriptions, deeds, plat/split descriptions, annexation records, drawings, petitions, transfer books, aerial photos, and various maps.

Working knowledge of applicable state laws and ability to read, interpret and follow relevant Indiana codes and procedural handbooks.

Ability to research and identify fraud, notify errant taxpayers, and to effectively handle the responses of irate people with tact and respect.

Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other county departments, attorneys, abstractors, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to make relevant arithmetic calculations, and properly use an engineer ruler, GIS software, and a variety of standard office equipment, including computer, printers, telephone, copiers, and calculator.

Ability to effectively use various computer software applications such as word processing, spreadsheets and databases.

Ability to read, interpret and follow relevant Indiana codes and procedural handbooks.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.

Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.

Ability to competently serve the public with diplomacy and respect, including during occasional encounters with irate/hostile persons.

Ability to occasionally work extended hours and occasionally travel out of town for seminars.

II. RESPONSIBILITY:

Incumbent performs standard, recurring duties according to well-established policies and procedures, with priorities influenced by formal deadlines and service needs of the public. Incumbent receives indirect or occasional supervision, with work periodically reviewed for technical accuracy and compliance with department policies and procedures and legal requirements. Errors in incumbent's work are usually prevented through procedural safeguards and are detected through notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction, work delays, and/or inconvenience to other agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other county departments, attorneys, abstractors, and the public for purposes of exchanging information, explaining policies and procedures, and assisting other department personnel.

Incumbent reports directly to the designated Team Leader.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving sitting for long periods, sitting and walking at will, keyboarding, speaking clearly, pushing/pulling/lifting/carrying objects weighing under 25 pounds, reaching, bending, crouching/kneeling, close vision, hearing communication, and fingering objects. Incumbent occasionally works extended hours and travels out of town for seminars, but not overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Real Property Clerk for the Auditor describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.