Land Records Paralegal

POSITION SUMMARY:

An employee in this position performs technical duties involving the listing of real property for taxation. These duties involve the review, interpretation, and processing of a wide range of legal documents which are recorded daily in the Register of Deeds office and the ability to accurately maintain, create, and modify the county’s real property tax listings.  Other duties include assisting the public with accessing and interpreting records and other tax-related information. This position performs duties related to paraprofessional work while understanding the rules of tax listing and assessing as provided by the Machinery Act of North Carolina.

ESSENTIAL FUNCTIONS OF THE POSITION:

• Obtains and interprets applicable recorded documents from the Register of Deeds, Clerk of Court, tax records, and surveys for information to correctly list real property for tax assessment in the CAMA system.

• Applicant must be able to identify the deed book, page, recorded date, and legal description on various types of deeds and other legal documents; and be able to enter this information into the CAMA software.
• Applicant must be able to identify property as improved or unimproved; interpret whether the transaction is a qualified sale based on the North Carolina Department of Revenue standards for arm’s length transactions, and properly enter data in the CAMA software.
• Recognizes tax exempt parcels to list accurately in the CAMA software and disseminate to appropriate personnel.

• Interprets various recorded documents such as easements, notices, affidavits, wills, and surveys to determine how they apply to the Tax Department along with other county departments.   
• Prepares and processes requests for parcel division, combination, platting and/or addition of new parcels; assigns parcel identification numbers, maintains tax parcel description database; enters data into CAMA system.

• Perform basic technical work to plot metes and bounds description from various documents as needed to verify the accuracy of parcel transfers in the CAMA system.
• Sales Ratio Study – Performs analytical work involving long arm sales of property and reporting sales to the North Carolina Department of Revenue 
• Create update and maintain accounts with appropriate names and addresses for tax billing purposes using recorded documents, E911, Bitek, USPS, and other available resources. 

• Assist attorneys, realtors, surveyors, and the public in person or by phone with inquiries concerning real property listings, conflicting deed descriptions, interpreting survey maps, and other tax listing related issues.

• Assist taxpayer and the public with transferring owner of record of deceased taxpayers using information provided by the Clerk of Court and must have knowledge and understanding of testate and intestate succession as provided in the North Carolina General Statutes.
• Work closely with the Collection Division to update listings for delinquent and deceased taxpayers and In Rem Foreclosures.
• Work closely with Appraisal division within the tax office to maintain accuracy of listings involving Notice to Demolish Structures or Notice to Affix mobile homes.
• Assign Parcel ID#’s and communicate appropriate documents that effect mapping changes to the GIS Dept.
• Coordinate with office staff to stamp incoming deeds and other relative documents to be presented to the Register of Deeds for recording with a Parcel Identification Number and verification of Grantor/Grantee addresses.  These documents may be received electronically, via mail or hand delivered.
• Performs administrative support, interprets, trains, explains and answers inquiries about policies, regulations and procedures to other staff, the public, government agencies and representatives of private firms.
• Excellent customer service is a key focus and is foundational for all technical work and processes. Customer contact occurs by phone, but also involves in person and email requests.
• Performs other related duties as assigned.

• Knowledge of real estate laws, deed interpretations, and title searches.
• Knowledge of the North Carolina Machinery Act.
• Knowledge of GIS and principles of mapping.
• Skill in using computers and software.
• Skill in dealing courteously and tactfully with the public.
• Ability to interpret survey maps.
• Ability to explain tax laws and policies to others.  
• Ability to establish and maintain effective working relationships as necessitated by work.

MINIMUM REQUIREMENTS TO PERFORM WORK: 

•  Associate Degree in Paralegal Technology   
• Or major coursework in Real Estate or two years’ experience as a legal assistant with working knowledge of title searches, real estate law, and/or real estate closings or equivalent combination of education and experience in related fields.

• Completion of the Fundamentals of Tax Listing and Assessing course within one year of employment.
• Completion of the North Carolina Property Mappers Association – Regular Mapper course within two years of employment.
• Valid North Carolina Driver’s License.
• NCDOR Real Property Appraiser Certification within two years of employment.
• NCDOR Present Use Value Workshop within two years of employment.
• NCDOR Exemption and Exclusion Workshop within two years of employment.