Real Estate Supervisor

Department: Circuit County Clerk

Position Control Number: 0102-008

FLSA Status: Non-Exempt; position is eligible for overtime

Safety Sensitive Designation: This position is not designated as safety-sensitive.

Random Drug/Alcohol Test: No

Opening Date: January 28, 2025

Closing Date: February 3, 2025 at 11:59 PM

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY: To supervise staff responsible for providing assistance to the public with the filing of various types of instruments related to ownership of and/or liens against real and personal property in Pulaski County and other legal documents.

ESSENTIAL JOB FUNCTIONS:

• Supervises staff in the Real Estate Division who receives documents including deeds, mortgages, UCC Filings, plats, Notary Bonds, Powers of Attorney, lien assignments, extension and modification agreements, and leases from abstract companies, mortgage companies, title companies, banks, attorneys, other agencies, and the general public in person and by mail; reviews documents submitted to ensure all needed information is included.
• Ensures information entered into the real estate software from documents to be recorded is accurate and complies with Arkansas Law; affixes the recording information label to the recorded document.
• Indexes the real estate documents appropriately; ensure accuracy and the document coding is correct.
• Verifies the accuracy of data input into the computer concerning recorded documents; makes corrections as appropriate.
• Assists customers with the use of computer indexes, microfiche viewers, and readers/printers; assists with maintenance of equipment such as adding toner or paper and correcting paper jams.
• Receives plats of subdivisions and surveys for filing; ensures all necessary signatures are included and assigns plat number; sends to an outside vendor for filming; files in plat book.
• Performs searches for documents and information requested by mail, e-mail, in person, or by telephone.
• Receives filing fees from the public; enters fee payment information into the software and produces receipt; balances cash drawer on a daily basis.
• Ensures the public records research area is cleaned at end of each day.
• Prepares correspondence to accompany the return of documents mailed for filing if the information or fee amount is incorrect.
• Provides copies of instruments as requested; determines the correct fee amount.
• Distributes daily mail to appropriate staff members for action or return with explanation to sender those documents that do not qualify for recording.
• Supervise the data input of documents received for filing; ensure data is verified correctly.
• Supervise the Uniform Commercial Code searches; assist in the resolution of any problems that develop.
• Interview and recommend new hires; train and motivate staff.
• Processes large amounts of incoming and outgoing mail on a timely basis.
• Provides telephone support to poll workers as needed during major elections.

SECONDARY DUTIES AND RESPONSIBILITIES:

• Performs other related duties as required.

PERSONNEL SUPERVISED: Supervises eight (8) to fifteen (15) Real Estate Clerks.

WORKING CONDITIONS: Work is performed in a smoking-restricted office environment and may include handling of old, deteriorating paper.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• • Good knowledge of policies, procedures, and regulations involved with real estate recording and filing legal documents.
  • Good knowledge of the legal documents filed and maintained within the Circuit County Recording Division.
  • Some knowledge of basic mathematics.
  • Ability to maintain a detailed accurate record-keeping system.
  • Ability to handle confidential materials in a reliable manner.
  • Ability to establish and maintain an effective working relationship with the general public, abstract companies, attorneys, other County employees, and outside agencies.
  • Ability to conduct research for recorded documents.
  • Ability to count money.
  • Ability to attend work regularly and reliably.
  • Skill in the operation of and data entry into a computer.
  • Skill in the operation of a microfilm reader/printer and microfiche viewers.
  • Skill in the use of a calculator.

PHYSICAL REQUIREMENTS:

• • Digital dexterity is sufficient for the operation of a keyboard and mouse.
  • Visual acuity is sufficient for normal office activities, including the use of a PC.
  • Ability to communicate orally by telephone and in person.
  • Must be able to lift and carry up to 25 pounds.

EDUCATION AND EXPERIENCE:

Completion of college-level coursework in real estate, law, or a related field; considerable related work experience preferably in real estate or the law; some work experience in a supervisory capacity; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.

Employment is contingent upon the successful completion of a criminal background check.

Must be bondable.

Regular and reliable attendance is an essential function of this position.

ACCESSIBILITY NOTICE: If you are an individual with disabilities who needs accommodation or you are having difficulty using or website to apply for employment, please contact humanresources@pulaskicounty.net or call (501) 340-6110.