Your job in the department is to . . . 

Serve as the Property Management Lead as part of the County’s Property Management Team and as the Office Manager of the Surveyor’s Office.

Your job also involves . . .

Providing technical assistance to the public and professionals in researching land survey record as well as preparing properties acquired from tax-foreclosures for disposition, either by public Sheriff’s Auction or private sale.

Manage Tax Foreclosed County Property Program:

• Develop, maintain, and manage the inventory of over 400 County owned properties.
• Coordinate the eviction process when necessary.
• Deal with irate and distraught individuals on a regular basis.
• Identify hazards and liabilities, investigate complaints, and coordinate mitigation on County properties. 
• Supervise the restoration and cleanup of properties including all aspects of contracting with private firms for the work which often requires the use of heavy equipment.
• Direct the removal of hazardous material from properties.
• Coordinate with State and Federal agencies including DEQ, EPA, ODFW, ODOT, DSL, Economic Development, etc., on property restorations.
• Interact with various County Departments.

Assists the public, professionals, and other Lincoln County offices in researching land survey records and County property information:

• Explain pertinent statutes and administrative rules within departmental policies to the public, in person and through correspondence. 
• May deal with irate and distraught individuals at times.
• Responsible for the management of digital survey records, including recording, archiving, and creating geospatial index using geographic information system.

As part of Property Management Team, determines which properties to auction and minimum bid amounts; whether tax-foreclosed property is retained, transferred to other agencies, or sold:

• Determine method of marketing surplus real property, and whether an offer for a private sale should be accepted. 
• Compile descriptions and title history of each property. 
• Perform on-site inspections of Lincoln County owned properties to determine sale value. 
• Review and evaluate the Judgment and Decree list of tax-foreclosed real property for deeding to the county.
• Prepare annual tax-foreclosure deed including obtaining legal descriptions of properties.
• Develop goals and objectives, as well as policies and procedures, to provide for the maintenance and management of tax-foreclosed properties. 

Plans, coordinates, and schedules the annual Sheriff’s auction for tax-foreclosed and surplus properties:

• Prepare information for land sales contracts and deeds on County properties for public auction and private sales. 
• Process applicable documents and recommends title searches as needed. 
• Negotiate the private sales of tax-foreclosed properties and prepares applicable forms. 
• Process leases and/or easements on tax-foreclosed properties. 

Acts as Surveyor’s Office Manager:

• Assist County Surveyor with preparation and submission of annual budget requests, including projection of revenue and expenditures.
• Confer with department head to develop plans, resolve issues and to clarify policies. 
• Assist in the interviewing and selection of personnel. Provides orientation of new employees regarding departmental policies and procedures.
• Accountability for maintaining and monitoring accurate expenditure and revenue records, accounting/financial records, complete weekly cashbox and bookkeeping procedures, coordinate with the Finance Department and Tax Office, and complete year end closeout tasks.
• Complete billings for department services.
• Update and maintain forms and the website, produce letters, reports, and communications for the Surveyor’s Office.
• Prepare and submit vouchers for payment of monthly bills.

Prepares amortization schedules for properties sold on contract; collects monthly payments; and implements collection procedures for delinquent contracts. Makes recommendations to cancel contracts:

• Maintain accounting records of the proceeds from the sale of foreclosed properties including those on land sales contracts.
• Provide the annual distribution of the Unsegregated Land Sales Account to the County Treasurer with the breakdown of funding for the County General Fund and other taxing districts.
• Compile information and prepares annual IRS forms for mortgage interest paid on contracts. 
• Research and compile information on Local Improvement District petitions and is responsible for determining payoff of accounts. 

Minimum Education Level

Associates and/or Professional Certification 

Minimum Experience Level

Four-Five years 

Specifics: Four years responsible experience in administrative and office management functions, including knowledge of finance and accounting. Knowledge of land title record systems and real property legal documentation.

Substitution Note:Any combination of experience, education or training that clearly demonstrates the ability to perform the above duties as determined by the County Surveyor. 

Certifications

Certification(s) required 

Specifics: Oregon Notary Public commission or the ability to obtain one within 30 days of hire.

Driver’s License

Oregon Driver's License required

Specifics: Ability to obtain one within 30 days of hire.

Desirable Qualifications: College level education in public administration, accounting, geospatial technology, or similar applicable area preferred. 

Knowledge of:

• Extensive knowledge of land title record systems. 
• Oregon Revised Statutes and procedures that pertain to land surveying, real property legal documentation, tax-foreclosures, disposition of personal property, and financial reporting. 
• Office Management including budget procedures, administrative and personnel management. 
• Finance and accounting as well as budget procedures and practices.
• Contract administration including specifications, procedures for bids/quotes, on-site coordination, and inspection. 

Skill or ability to:

• Make decisions independently in accordance with established policies and to use initiative and judgment in carrying out tasks and responsibilities. 
• Maintain confidentiality and develop and implement internal procedures and operating practices for data security including confidential, sensitive, and financial data.
• Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the county, using language and a format the audience will best understand.
• Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
• Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the county. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
• Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follows instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.

WORKING CONDITIONS

Job Conditions: Normal working hours. Position requires extensive close CRT work and sitting for long periods of time. Some outside activities including inspecting property and performing site evaluations.

Work Location: Lincoln County

Travel: Frequent travel to various locations throughout Lincoln County in the performance of duties. Occasionally will be required to travel out of the local area for various meetings, conferences, and trainings. 

PHYSICAL DEMANDS

The physical demands are typical of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical capability to handle high mobility demands and complex personal interactions. 

• Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). 
• Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds. 
• Environmental Factors: Tasks are at times performed with exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, animals/wildlife. Tasks are regularly performed without exposure to electric currents, traffic hazards, toxic/poisonous agents, violence, disease, or pathogenic substances. 

REASONABLE ACCOMMODATIONS

Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.