Property Management Technician - Sr-14

Independently performs a variety of administrative and technical support services for the Property Management Division; serves as the principal clerical support for a Property Management commission; records and transcribes minutes of meetings and hearings; serves as the commission's contact position for information and request for services; and performs other related duties as required.
There is one (1) immediate, permanent full-time vacancy with the Department of Finance - Property Management Division in Hilo.
(Appointment may be made at any rate within the salary range advertised above at which appropriate qualified applicants can be recruited. Starting salary will be based on the qualifications of the person selected.)
The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

• Plans and organizes administrative housekeeping services; sets up and maintains paper and electronic files; sorts, arranges, and distributes correspondence, invoices, applications, and other materials.
• Serves as the principal clerical support for the commission; serves as the contact position for program information and request for services.
• Schedules, prepares, and posts agendas and other legal notifications for the commission meeting; coordinates logistics for the meetings.
• Gathers necessary reports and background data on matters to be discussed, and presents reports and data in proper form; assembles materials required for hearings and prepares packets for commission members.
• Prepares or compiles financial, statistical or numerical statements and/or accompanying descriptive reports.
• Records or takes and transcribes minutes of the commission meetings, conferences and hearings.
• Participates in the preparation of grant applications for the County; initiates grant required activities; prepares documents and required attachments.
• Monitors grant funds received by the County; maintains financial records and prepares reports to comply with grant requirements.
• Accompanies members on site inspections to prepare report on topography and resources and to monitor use of land after acquisition.
• Assists with leases and management of County-owned properties; drafts and compiles lease agreements and other related documents; maintains record of lease payments and compliance; provides information on regulations and policies; receives complaints, conducts site inspection to assess complaints, and recommends resolutions.
• Assists in the preparation of public notices for lease of County properties with details of conditions and description of properties including survey and GIS photos of lots; prepares forms for public to submit proposals.
• Composes, drafts, and prepares in final form documents necessary for the acquisition of lands, easements, rights, and other interests in real property, such as deeds, releases, agreements, assignments, licenses, resolutions, etc.
• Reviews and interprets abstracts and searches of title and other legal papers to determine status of ownership.
• Accompanies members to public meetings and presentations; prepares informational hand-outs and power point presentations; answers inquiries.
• Answers correspondence by independently composing letters, statements, and memoranda for the signature of the chair of the commission.
• Prepares annual reports on the programs, activities, and accomplishments of the commission.
• Operates County vehicle to attend meetings, trainings, and other Property Management Division/commission activities.
• Makes arrangements for hotel and travel accommodations for commission members; prepares purchase orders, travel claims, and other fiscal documents.
• Assists in processing accounts payable or accounts receivable.
• Maintains inventory of County vehicles and large equipment; participates in the conduct of a physical audit of County inventory upon change in administration and/or department head.
• Manages program for Personal Use of County Vehicles; maintains list of permits; annually confirms validity of permits for vehicle use.
• Coordinates the sale of County vehicles and equipment; works with the Automotive Division; prepares notices and bid documents; prepares title transfers; and prepares reports as required.
• Performs other related duties as required.

Training and Experience:
A combination of education and experience substantially equivalent to:

• graduation from high school, and
• four (4) years of responsible clerical experience that included the maintenance of records, preparation of reports, and public contact, of which,
• one (1) year shall have involved the drafting and preparation of various land documents necessary for real estate conveyances, and
• possession of a valid State of Hawai'i driver's license (Class 3) or any other valid comparable driver's license at the time of filing. (You will be required to submit your valid driver's license at time of hire.)

Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of: Real estate terminology, forms, and documents, particularly as they pertain to land ownership and transfer; procedures and requirements of the Land Court and registration systems in Hawai'i; functions of other public agencies concerned with land transaction matters; rules and regulations of the commission; Sunshine law, UIPA, and other pertinent laws and rules that apply to the commission; public relations; fiscal policies and procedures; office practices and procedures; filing methods and systems; grammar, spelling, and word usage; use of standard office equipment including computer programs.

Ability to: Understand, distinguish, and apply terms pertaining to real estate matters; read and interpret tax, parcel, and utility maps; understand and interpret laws, rules, policies, and regulations; write brief and complete summary reports; compose letters and other correspondence; type at a rate of 40 net words per minute; transcribe from recordings and notes accurately; to maintain and prepare fiscal records and reports; follow oral and written instruction; work independently; deal tactfully and effectively with the public, commission members, and other governmental officials; work harmoniously with others.

Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping: Light

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification,
• professional licenses, and/or
• certificates,

Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.
PLEASE APPLY IMMEDIATELY AS THIS RECRUITMENT MAY CLOSE AT ANY TIME.
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You will receive a confirmation email upon successfully submitting your application. Failure to receive this confirmation email, indicates that your application was not submitted.Employment Type: Permanent & Temporary Positions