Under direction, performs the most complex clerical work related to probate cases in the transfer section of the Assessor's office; reads and interprets transfer deeds of real property to determine property ownership changes for assessment purposes specific to probate-related changes; applies laws, rules and policies pertaining to probate rules and the Revenue and Taxation Code; and does related or other work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.
CLASS CHARACTERISTICS
The incumbent in this classification performs the most specialized work in identifying and processing documents pertaining to property ownership in probate-related changes and other specialty transfers, working from copies of deeds and other legal documents and interpreting and applying rules and laws pertaining to ownership for assessment purposes.
TYPICAL DUTIES
Receives copies of all deed transactions as contained in a variety of recorded documents, including probate-related court documents; verifies recording sequence and initial screening for type of transaction, types of deeds, property transactions and ownership change.
Prepares and maintains department probate files; reviews and prepares probate forms: researches, matches and maintains system ownership records on probate-related transfers and sales and applicable property exclusions.
Applies pertinent probate laws and codes and determines if property is subject to reappraisal or if any exclusions apply in preparing and issuing a Property Tax Clearance Certificate; determines transfers, including partial interests, of property and maintains ownership records; codes documents appropriately for appraisal.
Clarifies conflicting ownership information, and resolves discrepancies by searching assessment records and recorded documents and by contact with attorneys, estate representatives, estate fiduciaries and governmental agencies.
Assists property owners or their agents with explanation and completion of ownership change forms, including probate information and related forms; determines need for additional transfer information and sends appropriate correspondence.
Answers inquiries from the attorneys, estate representatives, and the public concerning probate-related property ownership, values and assessment procedures.
MINIMUM QUALIFICATIONS
EITHER PATTERN I
Experience: Two years of experience as a Transfer Technician II in San Joaquin County.
OR PATTERN II
Experience: Five years of general office clerical and/or office technical work, including at least two years experience functioning at a full journey level processing and/or interpreting property assessment records or legal descriptions of property.
Substitution: a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.
OR
Substitution: An Associate’s Degree in Business or related field may substitute for two years of the above-required general clerical experience.
AND
Certificates: If required by the nature of the assignment: 1) possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs.
Special Requirement: Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.
KNOWLEDGE
State and local probate rules and code requirements; State and local revenue and taxation laws governing the preparation of assessment rolls in the assessment of property; procedures in analyzing deeds and other documents pertaining to changes of ownership; general terminology and concepts of assessment; methods of researching, gathering, organizing, and reporting data; personal computer systems and general office computer software; principles of planning and organizing work, arithmetical operations related to advanced clerical/technical/financial processes.
ABILITY
Read and interpret legal property descriptions; interpret laws and regulations relating to the recording of title and maintenance of assessment records; tactfully deal with bereaved individuals in probate-related matters; trace title chains; utilize advanced office procedures and equipment; gather, organize, input and maintain program-specific data; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations.
PHYSICAL/MENTAL REQUIREMENTS
Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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