4214-Assessor-Recorder Office Specialist

Job description

CITY AND COUNTY OF SAN FRANCISCO

DEPARTMENT OF HUMAN RESOURCES

Title: Assessor-Recorder Office Specialist

Job Code: 4214

INTRODUCTION

Under general supervision, performs varied and specialized office support and customer service

work within the Assessor-Recorder�s Office; provides primary counter reception and initial

document receipt/processing; provides information to the public regarding the recording,

archiving, and retrieving of legal documents; whether customers are eligible for exemptions,

and/or in other routine situations where criteria are pre-established and well-defined; reviews

and processes basic real property transactions; assists appraisers by researching, locating and

compiling property information such as deeds, probate records, property history records and

other information; maintains property appraisal and tax assessment information in multiple

databases; explains property appraisal programs, exemption status process, and related tax

matters to taxpayers over the phone, in person, via electronic mail and/or through regular mail;

assists appraisal staff with researching, gathering and compiling assessment-related

information; and performs related duties as required.

DISTINGUISHING FEATURES

This is the full working/journey-level class of the Assessor-Recorder support series. Incumbents

work under general supervision to perform a wide range of complex office support duties, including

many that are unique to the Assessor-Recorder�s Office. Duties emphasize journey-level activities

pertaining to appraisal services, document processing and various support services. Incumbents

perform assigned duties with substantial independence within established guidelines.

This class may be distinguished from the lower-level class of 4213 Assessor-Recorder Office

Assistant because that is the entry-level class where incumbents initially perform the more routine

office support tasks and learn to perform journey level duties as they gain the required knowledge

and experience.

SUPERVISION EXERCISED: May serve as a lead worker to direct, monitor and provide training

to a small group of subordinate employees.

MAJOR, IMPORTANT, AND ESSENTIAL DUTIES

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties

assigned to this job code/class and are not intended to be an inclusive list.

1. Performs a wide range of specialized office support and customer service duties in the

Assessor-Recorder�s Office; receives, files and processes deeds, reconveyances, releases

of liens, judgments, marriage certificates and various legal and other documents; performs

basic screening and review of documents for accuracy, completeness and general

appropriateness for recording; refers customers to other Office staff and/or outside

agencies as required.

2. Provides factual and procedural information regarding assessment and recording laws,

regulations, policies and procedures in person, by mail or over the phone to a wide range

of individuals including attorneys, government agencies and the public; provides

instructions to customers regarding the use of specialized equipment to search for records

and documents.

3. Explains homeowner exemption programs� eligibility requirements; evaluates program

applications and determines eligibility based on well-defined, pre-established criteria;

responds to and researches complaints regarding determinations; works with other

divisions and the Tax Collector�s Office to ensure that exemption accounts are adjusted

appropriately.

4. Assists professional appraisal staff by compiling, organizing and distributing assessment

and/or appraisal-related documents and information; researches, tabulates and evaluates

data and information; may assist with personal property appraisals by using well-defined

resources and tools to establish value based on objective criteria; maintains statistical

reports.

5. Performs basic tax assessment activities by reviewing and evaluating basic real property

transactions; researches property rolls to verify changes in ownership and transfer of

property.

6. Operates personal computers, computer terminals and other equipment to research

databases, documents and records and locate requested information; provides and/or

sends copies of requested documents according to Office policies and procedures.

7. Indexes recorded documents; reads and reviews documents to determine document type;

assigns computerized indexing codes to documents based on standardized coding

references; enters document data into the indexing system; releases and transmits files to

public computer stations as appropriate. May review and file marriage licenses and

amendments in accordance with applicable laws.

8. Performs complex data entry to correct, verify, update, and maintain databases, including

the tax assessment roll; enters data into fields, corrects errors and researches/retrieves

data and statistics.

9. May serve as a lead worker by directing and monitoring the work of a small group of

subordinate employees and serving as a technical resource regarding the more complex

work issues in the unit. May be required to provide training to entry level classifications.

10. Types and prepares various items such as letters and forms; proofreads and checks typed

materials for accuracy, completeness and compliance with well-defined policies and

procedures.

11. Receives, opens, stamps and distributes mail; tabulates, records and processes fees

received.

12. Researches, retrieves, updates and tracks information in automated systems; checks for

duplicate accounts and other data errors.

13. Establishes, maintains and purges files and records according to well defined parameters;

may assist with microfilming, micro-imaging, duplicating and reproducing records;

maintains tickle files and follows up on matters as needed.

14. Performs other general office administrative duties; attends meetings and trainings; may

serve on committees and task forces.

IMPORTANT AND ESSENTIAL KNOWLEDGES, SKILLS, AND ABILITIES

Knowledge of:

o Standard policies, procedures, terminology and practices used in a county assessment and

recording office

o Laws, regulations and requirements that apply to county assessment and recording

administrative procedures

o Standard office practices and procedures

o Basic laws, principles and practices pertaining to public administration

o Principles, practices and methods of customer service

o Business data processing principles and practices, including the uses of computer equipment

o Correct English usage including grammar, spelling and punctuation

o Basic arithmetic

o Record keeping principles and practices

Ability to:

o Perform a wide range of office support duties pertaining to county assessment and recording

activities

o Perform detailed and accurate office work

o Evaluate customer eligibility for various exemption programs

o Accurately process property transactions

o Provide courteous and effective customer service to a wide variety of people

o Organize and maintain data, files and records

o Prioritize work and perform multiple activities

o Explain and apply policies, procedures, forms and concepts

o Type letters, forms and other documents

o Make arithmetic computations

o Understand and carry out oral and written instructions

o Establish and maintain effective working relationships with others

o Operate standard office equipment

o Use various office automation tools such as word processing and spreadsheet applications

MINIMUM QUALIFICATIONS

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special

skills and/or license(s) which are required for employment in the classification. Please note, additional

qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job

announcement.

Pattern I

Experience: One year equivalent to a 4213 Assessor-Recorder Office Assistant in the

City/County of San Francisco.

OR

Pattern II

Experience: Three years of progressively responsible office support experience in a property tax

assessment office that required the use of data management systems, researching documents, and

extensive contact with the public including at least one year of experience at a level comparable to

the class of 4213 Assessor-Recorder Office Assistant in the City/County of San Francisco.

Substitutions: 1) completion of coursework from an accredited college or university may

substitute for the above-required general (not assessment/recording-related) office support

experience on a year-for-year basis to a maximum of two years, where 30 semester (or

equivalent quarter) units is equivalent to one year; OR 2) completion of a clerical training

program (at least 240 hours) may substitute for six months of the above-required general (not

assessment/recording-related) experience.

LICENSE AND CERTIFICATION

PROMOTIVE LINES

FROM: 4213 ASSESSOR-RECORDER OFFICE ASSISTANT

TO: 4215 ASSESSOR-RECORDER SENIOR OFFICE SPECIALIST

ORIGINATION DATE: 5-10-11

AMENDED DATE:

REASON FOR AMENDMENT To accurately reflect the current tasks, knowledge, skills and abilities

defined in the most recent job analysis conducted for this job code.

BUSINESS UNIT(S): COMMN

Standard information

Disaster service work

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Historic and future compensation