Administrative Technician (Real Estate)

Performs administrative support, customer service and office management duties for the Division of Real Estate. Administers and oversees the completion of special projects. Coordinates the assembly and distribution of mass mailings. Arranges and prepares for conferences and meetings. Transcribes and prepares correspondence, reports, purchase requisitions and payments, as well as maintaining the division's budget. Recommends and assists with the development of new office procedures for the Division’s Procedures Manual. Maintains the division’s personnel records; processes confidential matters and prepares needed personnel or payroll reports. Receives and responds to inquiries from County offices, the general public, attorneys, brokers, real estate agents, banks, credit unions, and other parties.

Coordinates and oversees the day-to-day activities of the Real Estate Division; recommends and develops new office procedures; processes purchase requisitions, reviews expenditure statements and payment authorizations forms, and monitors the Division’s budget.

Administers and coordinates completion of special projects; organizes input and maintains data in computer database; coordinates the assembly and distribution of mass mailings; arranges and prepares for conferences and meetings; maintains the Division’s calendar.

Drafts, edits, and formats a variety of documents and communications using digital tools.
Prepares materials from handwritten notes, digital drafts, or dictated content while ensuring accuracy, proper grammar, spelling, punctuation, and formatting. Utilizes multiple software applications including word processing, database management, and spreadsheet programs to efficiently complete tasks and maintain data integrity.

Answers telephone and greets visitors; receives inquiries; reviews the monthly property transfer report from the Clerk of Court as needed to provide sale verification information to Utility Billing; refers inquiries to appropriate internal and external clients.

Maintains and updates a variety of electronic files and records, assists in map changes, including Geographic Parcel Identification Number (GPIN) splits; copies and prints documents for routine inquiries including maps, property cards, and archived historical data.

Handles the Division’s financial and purchasing activities; processes purchase requisitions, reconciles monthly credit card statement, allocates purchases in Munis; processes other paperwork related to purchases, employee reimbursements, appraiser licensing, continuing education and maintains related files; orders and maintains office supplies.

Maintains the Division’s personnel records; processes confidential matters and prepares needed personnel or payroll reports.

Provides administrative support during the assessment appeal cycle by maintaining Board of Equalization member applications and appeal applications; prepares final resolution letters, public notices for the newspaper, and various memos.

Performs a variety of administrative functions for the Real Estate County Assessor.

Provides technical support and assistance to Division staff members.

Provides technical and administrative backup to the Real Estate Specialist, including assistance with Vision CAMA data entry, customized report generation, and parcel database maintenance.

Assists with the Land Use and Impact Aid Programs when necessary, gathering and verifying supporting documentation in coordination with the Real Estate Specialist.

Supports the Board of Equalization and appeal cycle processes in the absence of the Real Estate Specialist, ensuring timely preparation of hearing materials and correspondence.

Minimum Qualifications

Graduation from high school, supplemented by courses in secretarial science, business administration, or a related field, and 3 years of experience in administrative or office support work; or any equivalent combination of education and experience that provides the required knowledge, skills, and abilities. Understanding of real estate principles, terminology and practices preferred.

This job is contingent upon successful completion of pre-employment checks to include background checks.

Supplemental Information

Thorough knowledge of office systems, practices, and administration.

Thorough knowledge of personal computers, to include Microsoft Office software applications (Word, Excel, Outlook, and PowerPoint).

Thorough knowledge of basic arithmetic and financial computations to include addition, subtraction, multiplication, division, percentages, and fractions.

General knowledge of real estate principles, terminology and practices, including working knowledge of real property assessment and appraisal processes.

Ability to provide professional and courteous customer service when responding to inquiries, requests, or complaints from the public; demonstrates tact, empathy, and problem-solving skills when interacting with citizens.

Ability to analyze and evaluate procedures and work methods, and to exercise appropriate judgment in establishing priorities and work methods.

Ability to multitask in a fast-paced environment and work independently.

Attentive to details.

Effective oral and written communication skills.

Physical Demands

Must be physically able to operate a variety of automated office machines which includes computers, printers, typewriters, copiers, calculators, facsimiles, phone systems, etc. The job involves sitting for most of the day, but there is some standing when photocopying, gripping of pens and pencils when writing, and some bending and stooping when filing or retrieving supplies.