2D59

                                                                                                                           PAY RANGE: N18

 

                                               TITLE REGISTRATION MANAGER

 

GENERAL DEFINITION

 

            This is title registration management work, managing through subordinate supervisors, a staff of engineering aides or title registration aides engaged in real estate title registration work. Positions in this class perform the functions of the County Recorder of Deeds and are allocated to one of the following assignments: Registry/ Mapping, Documents Recording, or Reference.  Employees have responsibility for identifying workflow issues and establishing and implementing procedures within their assigned unit. Positions also monitor performance, analyze trends and make recommendations to a higher level administrator to ensure that municipal records are appropriately created, controlled, and managed. Work includes managing projects and initiatives involving other city agencies and departments, and interacting with governmental officials, title and search company representa­tives, attorneys, and the general public to provide title registration information. Researching, ensuring compliance and advising lower level staff regarding various State laws and regulations, City Code, regulations and Home Rule Charter mandates for records management is a significant aspect of the work.  Work is performed under the direction of the Records Operations Manager.

 

ALLOCATING FACTORS

 

1.    Employees in this class must perform title registration management work, managing through subordinate supervisors, a staff of engineering aides or title registration aides engaged in real estate title registration work.

2.    Employees in the class must be allocated to one of the following assignments: Registry/ Mapping, Documents Recording, or Reference.

3.    Only three positions will be allocated to the class in the Records Department, one position in each area of assignment.

 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

 

ALL ASSIGNMENTS

 

Performs the functions of the County Recorder of Deeds; an operation mandated by State law; oversees the day to day title registration operations in one of the following assignment areas: Registry/Mapping, Documents Recording, or Reference; analyzes work flow processes to identify issues; monitors work performance of unit and makes recommendations to a higher level administrator; develops reports to analyze productivity, quality of work, and other areas for improvement; drafts alternative or new policies and procedures for review; implements new workflow procedures.

            Directs, through subordinate supervisors, the work of engineering and title registration aides, or technicians engaged in reviewing deeds, conveying property, surveys, and plans and drafting new and revised title registry plats detailing metes and bounds; directs, through subordinate supervisors, the activities of clerical employees engaged in receiving and reviewing routine real estate transaction documents and computing and collecting recording fees and realty transfer taxes.

Develops training to implement new procedures; oversees training activities; plans and assigns work to subordinate supervisors and adjusts work priorities; directs special projects and initiatives related to the area as assignment and manages projects involving other city agencies and departments; collaborates with city agencies and departments regarding new initiatives, including the recording of Land Bank documents, PGW properties, School District properties, and landmarks.  Collaborates with the Philadelphia Redevelopment Authority, the Law Department and other agencies; organizes, leads and trains staff in the work required for these projects and initiatives.

Researches, advises and ensures compliance with various State laws and regulations, City code and regulations and Home Rule Charter mandates for the management of records applicable to the area of assignment; directs performance management for the assigned unit; performs statistical analysis and identifies historical trends in work products; evaluates staffing needs and makes staffing recommendations to higher level administrator; makes budgetary recommendations; establishes priorities, deliverables and goals for projects within the unit; collaborates with other unit Managers regarding special projects, department-wide training and the implementation of policies and procedures.

            Performs related work as required.

 

Registry/ Mapping Assignment

 

Manages and reviews legal descriptions, subdivision measurements and consolidations of property; directs, through subordinate supervisors, lower level staff to involved in the review, construction, and revision of property maps; provides technical direction to subordinate staff regarding tools and technology specific to the work of the Mapping unit; organizes and directs special projects .

Performs  related work as required.

 

Document Recording Assignment

 

Manages the recording and/or filing of any legal instrument connected with title to real estate; ensures compliance with tax rules and regulations; oversees cashiering  and the settlement of documents; assists in implementing new legislation regarding documents; organizes and directs special projects .

Performs  related work as required.

 

Reference Assignment

 

Manages through subordinate supervisors, staff involved in the classification, management, processing, storage and reference of electronic and paper documents and records; provides technical direction and advice on the use of record collections and document search techniques; researches and implements new techniques to improve records reference and search; organizes and directs special projects.

Performs related work as required.

           

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

 

KNOWLEDGE OF:

 

ALL ASSIGNMENTS

 

•           State laws and regulations, City code and regulations and Home Rule Charter mandates for the management of records applicable to the area of assignment

•           the principles and practices of organizational development and performance management

•           the use of a variety of computer systems, tools and technologies required to perform the work

•           legal and administrative rules and regulations of records disposal and retention related to the title registration

•           work processes and quality standards of Records Department programs and services

•           the methods, practices, and procedures used in land title work, title registration work, reprographic work and archival work as required by work assignment

•           archival standards, procedures, and practices used in the classification of records, documents and papers

•           the principles and practices of office management and supervision, including methods of planning and directing the work of professional, technical and clerical personnel

•           the principles and processes required for providing quality customer service, including performing a customer needs assessment and evaluating standard of services provided.

•           legal terminology used in deeds, mortgages and other real property transactions

•           the methods, practices and procedures used in recording real estate transaction,  land title work, title registration work, and the conveyance of real property

•           computer hardware and software related to work assignment

•           the effects of property line changes made by deeds, dedications, and other documents and records affecting titles to real estate for tax purposes

•           city and state realty transfer tax requirements

•           principles, practices, techniques, and instruments used in drafting work

•           resolving complex customer issues

 

REGISTRY MAPPING ASSIGNMENT

 

•           the requirements of land based metes and bounds measurements and legal descriptions

•           identification and processing of subdivisions and consolidations, various layers including Rights of Way, Air Rights, Easements and other similar property metadata

•           the correct assignment of Registry Numbers, Addresses and other similar descriptive characteristics

 

SKILL IN:

 

•           analyzing statistical data, and historical trends to make recommendations to improve operations

•           applying the methods, practices and procedures used in title registration work

•           identifying customer service needs and evaluating the quality of services provided.

 

ABILITY TO:

 

•           operate and utilize a personal computer and the software relating to work assignment

•           assist the public in interpreting real estate transaction documents

•           formulate new or alternative strategies to achieve goals and objectives

•           implement new or alternative policies and procedures

•           establish and maintain effective working relationships with associates, property owners and their representatives, and the general public

 

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE  (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/14.)

 

EDUCATION:

 

            Education equivalent to completion of the twelfth school grade.

 

AND

 

GENERAL EXPERIENCE:

 

            Six years of experience performing drafting or title registration work, which has included two years experience at the advanced level reviewing and comparing complex property conveyance documents with existing property maps to determine acceptability for recording.

 

AND

 

SPECIFIC EXPERIENCE:

 

            Two years of experience as a Title Registration Supervisor, directing a staff of engineering aides or title registration aides engaged in reviewing real estate transaction documents for title registration or drafting new or revised title registry plats, in the area of assignment.

 

OR

 

            Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included the specific experience. 

 

NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions.  In accordance with Civil Service Regulation 11.032 - Selective Factor Certification – the appointing authority may request certification of eligible candidates with the specific experience to fill specific positions in this class. Certification to fill such position will be made from the two highest-ranking eligible candidates on the eligible list who possess the specified experience.

 

CLASSES THAT TYPICALLY MEET THE MINIMUM EXPERIENCE REQUIREMENTS:

 

Title Registration Supervisor (2D57)

 

PHYSICAL AND MEDICAL REQUIREMENTS

 

            Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.          

Class Established:

CSC: 5/14

Ad Board: 5/14

CW