CITY OF PHILADELPHIA PERSONNEL DEPARTMENT
TITLE REGISTRATION & RECORDING OFFICER
This is administrative and supervisory work directing either a program of recording and indexing legal instruments dealing with real property transactions; or a title registration program which includes the mapping of legal descriptions and provision of title registration information and other public information services to the public.
A significant aspect of the work is supervision, through subordinate supervisors, of a large staff of clerical and/or technical employees engaged in either creating and editing geographic databases and maps and providing title registration information and other public information services to the public; or recording and indexing legal instruments and collecting realty transfer tax fees. Interacting with governmental officials, title and search company representatives, attorneys, and the general public to provide title registration information is a significant aspect of the work. Work is performed under the direction of an administrative superior.
ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)
- An employee in this class must be responsible for directing, at the second supervisory level, either a program of recording and indexing legal instruments; or the mapping of legal descriptions and provision of title registration information to the public.
- Only two positions will be allocated to this class.
- The positions in this class must be located in the Records Department.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
- Directs, through subordinate supervisors, a staff engaged in the design, maintenance, and production of geographic data and graphics utilizing a computerized title registry mapping system for the purpose of plotting legal descriptions as they appear on legal documents presented for recording.
- Plans, assigns and prioritizes work assignments in accordance with departmental objectives; monitors production standards and capabilities and ensures the maintenance of adequate quality and quantity of work; develops and organizes in-service training programs designed to familiarize subordinates with new and updated geographic information systems techniques and methods and techniques and methods for document recording.
- Prepares and documents related work procedures; prepares work related activity reports covering staff and system production levels.
- Supervises the maintenance of title registry maps indicating property lines of all real estate within the city; determines and develops the methods and procedures for geographic analysis utilizing ARC/INFO and ARC/VIEW software.
- Assigns and reviews the activities of a large clerical staff in the Public Reading Room that is largely engaged in providing copies of legal documents as well as accident/incident and fire reports; directs the storing of various police records; assures that needed records are available to interested members of the public.
- Plans, initiates, and directs, through subordinate supervisors, the work of employees engaged in the various phases of recording and indexing legal instruments; assures the proper collection of all fees received from recording and transfer taxes; assures that needed information is entered into the automated recording system; instructs employees in proper procedures; resolves problems arising from mechanics of recording.
- Analyzes complex real property transactions to determine acceptability and/or realty transfer tax requirements; studies and researches city and state statutes, court decisions, and administrative decisions to determine application of transfer taxes; confers with representatives of interested parties to explain and interpret governing regulations and statutes; reads complex legal instruments to determine proper recording procedures; determines amount of recording fees to be charged in unusual cases.
- Prepares statements of taxes collected for state auditor general; prepares detailed reports for state tax equalization board concerning assessments, market value and owners.
- Confers with attorneys, insurance company title officers, real estate officials, and the public to answer inquiries concerning such matters as the proper recording of related legal instruments.
- Prepares operating budget proposals for all units within the division; prepares periodic reports of activities of the various units; recommends establishment or modification of office practices and procedures to improve work flow and efficiency; implements changes subsequent to approval.
- Performs related work as required.
REQUIRED KNOWLEDGES, SKILLS AND ABILITIES
- the provisions of departmental, city and state regulations, ordinances and laws as applied to the recording of real estate transactions and other legal instruments
- state and city realty transfer tax requirements
- computer hardware and software relating to work assignment
- the methods, practices and procedures used in title recording work
- the use of computer hardware and the operation of ARC/INFO and ARC/VIEW software, if required by work assignment
- the common sources of data and reference material used for the establishment and updating of geographic databases on an geographic information system, if required by work assignment
- principles, practices, and methods used in geographic data analysis, if required by work assignment
- supervisory methods and techniques
- develop, manage, and coordinate geographic information system projects, if required by work assignment
- direct the activities of a staff of subordinates
- operate and utilize a personal computer and the software relating to work assignment
- establish and maintain effective working relationships with associates, property owners and their representatives, and the general public
- express ideas effectively, both orally and in writing
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 12/00.)
- Completion of a bachelor's degree at an accredited college or university.
- Six years of drafting or title registration experience.
- Two years of experience supervising the review of real estate transaction documents for title registration and/or drafting new or revised title registry plats.
Any equivalent combination of education and experience determined to be acceptable by the Personnel Department.
PHYSICAL AND MEDICAL REQUIREMENTS
- Ability to physically perform the duties and to work in the environmental conditions required of
a position in this class.
PAY RANGE: EP23
Class Established: 1/53
Spec. Revision: 1/68
CSC: 4/97, Ad Board: 6/97
Latest Spec. Revision:
CSC: 11/00, Ad Board: 12/00
END OF JOB CLASS SPECIFICATION - 2D60