Deed Analyst

Job Description

***Due to continued growth in Polk County, these are newly approved budgeted positions.

General Description of Position
Under general supervision the Deed Analyst is responsible to research and enter documents recorded with the Clerk of the Circuit Court into the Computer Assisted Mass Appraisal (CAMA) system. Research includes analyzing documents to determine if there are issues with ownership and/or property descriptions, plotting legal descriptions, and verifying location of property. A deputy in this position must have an extensive knowledge of the Department of Revenue (DOR) Real Property Transfer Qualification Codes to properly code sales that will be used for appraisal analysis. In addition, the Deed Analyst position requires knowledge of exemptions and capping to correctly update existing exemptions and determine appropriate capping when property ownership changes are entered. This position also requires an understanding of the assessment process, exemptions available to the public, mobile home titles, tax value, the tax roll process, and general information related to the services and programs offered by the Polk County Property Appraiser’s office; and other elected officials and governmental offices. A deputy in this position performs various data entry functions utilizing data entry software and hardware. Work involves a variety of tasks with a focus on ensuring data entered is correct and excellent customer service standards are maintained. Salary commensurate with work related experience.

Essential Duties and Responsibilities
1. Delivers friendly customer service while providing assistance to customers requesting information on services, programs and general information offered by the Polk County Property Appraiser and other elected official / governmental offices.

2. Researches and verifies property title and ownership of property based on documents received from the Clerk of Court and enters new ownership changes into the system.

3. Analyzes and determines whether there are issues with deed ownership and legal descriptions by plotting legal on maps and verifying the parcel numbers.

4. Obtains probate records, death certificates and other legal documents when needed to determine correct chain of title through property owner or public records.

5. Qualifies/disqualifies sales for Department of Revenue audit purposes.

6. Analyzes, researches, and enters all real estate returns not requiring map changes due to death index, unrecorded documents etc.

7. Utilizes County maps, recorded and unrecorded plats, surveys, road maps, aerial photos, tax rolls and past recorded instruments in performing research.

8. Assists co-workers and the public; including County and State officers, real estate office, lending institutions, engineering firms, surveyors, title companies, lawyers, owners and buyers, either in person, by letter, or on the telephone relating to land parcels, ownership, and property descriptions.

9. Generates certificates of correction to tax rolls as needed.

10. Must have general knowledge of Homestead, Senior and other exemptions and how they are affected by property ownership.

11. Understands the concept of assessment limitations, aka Capping including the; definition, Florida statutes that govern it, how it is implemented in the CAMA system, and how it is affected by ownership changes.

12. Completes review of ownership information to ensure tax deed inquiries from the Polk County Clerk of Court and/or Polk County Tax Collector are accurate for adverse possession, tax deed sales and auctions.

13. Able to provide assistance and training to co-workers as needed.

14. Able to provide reliable and accurate information regarding the following: Exemption eligibility, Good Cause petitions, TRIM Notices, Split and Combine forms, Survey Control Sheets, and all forms and documents available on the PCPA website or received by the office.

15. Review daily data edit report and/or run departmental edits and queries for data issues and inconsistencies and work to resolve those issues in a timely manner.

16. Responds promptly to customer needs; solicits customer feedback to improve service; and responds to requests for service and assistance in a timely manner.

17. Responds to customer inquiries from telephone calls, emails, mail, and/or faxes; and maintains the PA office email mailbox.

18. Provide accurate, valid and complete information to customers and co-workers in accordance with Florida statutes and documented procedures, guidelines and policies.

19. Ability to add, subtract, multiply, use a calculator and scale, calculate acreage, use and navigate maps to find specific properties.

20. Operate various machines such as copiers, computers, fax machine, printers (large and small format) and scanning machines.

21. Ensure all data gathered, submitted, and entered meets production, accuracy and uniformity standards necessary to ensure accurate assessment.

22. Ensure proper preparation of all documents by reviewing for completeness, legibility and overall workflow.

23. Maintains the confidentiality of personal identifying and location information including: names, physical, mailing, and street addresses, parcel ID, legal property description, neighborhood name, lot number, GPS coordinates, or any other descriptive property information that may reveal identity or home address pertaining to parcels owned by individuals that have received exempt / confidential status.

24. Performs other duties as assigned and must participate in departmental meetings, cross-training, educational courses, seminars, and job-sharing / job duty organizational efforts as directed.

25. Position requires driving and/or securing transportation to worksite, offsite training, and other required work related locations.

Education and/or Work Experience

Any combination equivalent to experience and education that would likely provide the relevant knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Education: High School Diploma or GED – AND –

Experience: Level I – At least 1 year full-time customer service, data entry, title, or computer work experience.

Level II and III – Four or more year’s full-time customer service, data entry, title, or computer work experience.

Certificates, Licenses, Registrations
Certified Cadastralist of Florida (CCF) desired

Job Type: Full-time

Pay: $16.96 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Experience:

• Customer Service, Data Entry, Title or Computer Work: 1 year (Preferred)

Work Location: In person

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