Control Room Officer

General Defintion Of Work Performs difficult clerical, technical, administrative and research work related to securing, maintaining and updating City real estate land records through various means (research, assemble and summarize information and documents form a variety of sources) in a municipal office. Work involves both the accurate maintenance of records and the dissemination of that information to the public and to other municipal entities. Work also involves assisting in the preparation and monitoring of real estate related petition cases to be forward to City Council.

Work is performed under general supervision. Supervision may be exercised over subordinate clerical personnel.

Examples of Duties / Knowledge & Skills

Essential Functions Takes telephone calls and mail directed to Land Records;

Transcribes correspondence and memoranda;

Composes and types letters, memoranda, reports, legal documents and other documents in conformance with policies, independently, from brief instructions;

Sets up and maintains filing systems and office procedures;

Provides land records information over the telephone and in person to the Public and other City/County departments or directs requests to appropriate person;

Prepares land record and interdepartmental documents for recording at the County Courthouse;

Maintains log of all recorded documents for appropriate City departments and forwards copies of recorded instruments to City Clerk, property owners and respective City departments;

Maintains plats and subdivision files;

Assists in preparation and monitoring of paperwork for petition case files and forwarding to City Council;

Maintains street atlas map and assigns street addresses and name changes including notification of Post Office, emergency services, franchised utilities and City departments;

Works closely with the City Building Department, Code Enforcement Department, Police and Fire Rescue Services providing address and ownership information;

Prepares mailing labels for various City departments by accurately researching and verifying ownership/parcel control numbers from maps, generating a list of verified ownership, downloading information and printing labels. Label preparation is time consuming and requires concentrated attention to detail.

Related Tasks Assists Property Specialist/Appraiser;

Operates word and data processing equipment;

Collects money for various items and maintains various financial records;

Works in conjunction with Planning & Zoning Division/Department Services staff including overload customer service and telephone responsibilities.

Minimum Qualifications & Requirements KNOWLEDGE, SKILLS AND ABILITIES:

Through knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of department functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with City officials, associates, and the general public; ability to organize and perform work independently’ ability to lay out and type complex forms and tables; ability to make difficult arithmetical calculations; skill in the use of a variety of standard and automated office equipment; skilled in a word process program. Ability to read and understand plats, maps, surveys, sketches, plans and legal descriptions (metes and bounds/lot and block) and to utilize an engineers’ scale. Basic knowledge of real estate and legal terminology and forms. Knowledge of City documents (such as Ordinances and Resolutions) and familiarity with THE, GIS and Excel a plus. Ability to recommend and implement new procedures and to recognize and solve problems. Must possess strong organizational skills.

Education And Experience Any combination of education and experience equivalent to graduation from an accredited community college with major course work in office management, secretarial science or related field and considerable experience in secretarial or technical work. Possession of a Florida Real Estate Salesman or Broker License or any other evidence or real estate experience including (but not limited to) the successful completion of any basic or specialty/advanced courses offered by a recognized professional real estate organization, such as (but not limited to) the Appraisal Institute or the International Right-of-Way Association; Position of a Valid State of Florida Driver’s License with no more than five (6) points in a three (3) year period.