Title Records Examiner-Property Records Specialist, PAS1

Title Records Examiner-Property Records Specialist, PAS1
Recruitment #2024-3-6597
Full-time, Permanent, Represented position
Location: Natural Resources Building- Olympia, WA
Flexible Work Hours may be available and considered
Salary: $3,537.00 - $4,723.00 Monthly
Want to join something GREAT and make a difference?
Want to play a key role in managing one of the largest state-owned real estate portfolios in the nation? For the Department of Natural Resources (DNR) to acquire, transfer, exchange, or dispose of any real property, or for DNR to enter into any land lease, agricultural lease, timber sale, product sale, or right-of-way/easement contract, this position must determine whether or not DNR owns the real property and identify any encumbrances on, or appurtenant to, the real property.
This position performs a vital contribution to the sustainable management of, and the diversification and enhancement of revenue flows from, state-owned and managed forest, agricultural, grazing, commercial, conservation, and recreational lands. It also performs a vital contribution towards ensuring DNR is well-managed, and effective and provides excellent public service and value.
The Engineering Division's Title & Records Office is the agency's official repository for the Department of Natural Resource's upland and aquatic state lands records. These records date back before our statehood in 1889 and are interlaced with federal, tribal, territorial, and state exploration, settlement, history, politics, and monumental events. For the history buff, this provides the bonus of pursuing your natural curiosity and intrigue while performing investigative research during the real property title examination process.
This position assists senior-level Property & Acquisition Specialists, in the Title & Records Office, and serves all the Department of Natural Resources Divisions, Programs, Regions, and Districts, by playing a key role in performing or assisting in the performance of, real property title examination for the Agency's State Uplands real estate portfolio of approximately 3 million acres of upland property owned and managed by the Department of Natural Resources for the purpose of new and existing State Uplands real estate acquisition, transfer, exchange, disposition, and land use transactions. The majority of such lands are forested, agricultural, commercial, recreational, and natural conservation preserves.
Overcoming rewarding challenges, enhancing your knowledge and skills, and fostering your professional development are just a few of the appealing aspects of this position. Whether you've acquired the necessary knowledge and experience through a private-sector career, or a government career if protecting and managing one of Washington State's most valuable natural resources, our state-owned and managed uplands, excites you, don't let this unique and fulfilling career opportunity pass you by.
What we will trust you with:

• Researching and analyzing land Title Records and land-based contracts
• Using enterprise-level document management computer software ApplicationXtender-Automated Tract Book (AX/ATB)
• Using Geographical Information Systems (GIS) technologies to analyze data
• Digitizing hardcopy records by scanning and indexing them into AX/ATB
• Managing workflow to prioritize important projects and to complete projects on time
• Strong customer service-oriented approach
• Valuing others and creating a positive work environment
• Collaboration with workgroup, region staff, and program staff

Responsibilities:
This position assists in the routine preparation and maintenance of real estate title examinations and real property records by researching, examining, interpreting, determining, and managing DNR's State Uplands Real Estate Ownership and Encumbrance records and Land Use Contracts, Agreements, and related records. These records include but are not limited to, real property title deeds, right-of-way easements, real property leases, timber and other natural resource commodity sales, land use agreement licenses and permits, clean energy leases, water rights, trespasses, and other related title encumbrances.

• Assist upper-level Property & Acquisition Specialists in performing state land title examinations by locating, researching, identifying, analyzing, evaluating, and interpreting real property ownership and interest documents such as deeds, purchase and sale agreements, easements, etc., to create a chain of title.
• Assist upper-level Property & Acquisition Specialists by preparing professional title examination Record Search Reports accurately and completely reflecting ownership of and encumbrances on state lands and possible appurtenant easements on private lands. Request, obtain, review, analyze, and interpret legal ownership and taxation documents from county recording agencies to investigate historical ownership and taxation issues.
• Assist upper-level Property & Acquisition Specialists with the preparation and maintenance of real property records.
• Assist upper-level Property & Acquisition Specialists by organizing, assimilating, updating, correcting, maintaining and researching DNR's real property land records, both hardcopy and electronic, by working with a wide variety of document and data sources that include extremely old files and bound reference and recordation volumes, documents, plats, maps, etc. in a wide variety of mediums including, hard-copy originals, microfiche, microfilm, and several electronic records databases, especially, but not limited to, the ApplicationXtender (AX) Automated Tract Book (ATB), ArcGIS PRO, REGIS, NaturE and LAMS computer software programs.
• Assists upper-level Property & Acquisition Specialists, with preparation, updates, corrections, and maintenance of the DNR land records data and documents contained in the enterprise-level document management software application ApplicationXtender-(AX) Automated Tract Book (ATB). AX-ATB contains current and historical data, information, and document images, essential to examining and managing DNR's real property state-lands portfolio.
• Review, identify, interpret, and record ownership documents, contracts, and other related legal documents affecting state lands, including initial contracts, amendments, recissions, assignments, terminations, and cancellations into the official state-lands record systems and repositories such as ATB, Application Register, File Folder Jackets in the Title & Records Office Vault, etc.
• Apply laws, methods, and principles of real estate transactions, contracts, and negotiations.
• Create and run specific electronic records and data queries in ApplicationXtender (AX) Automated Tract Book (ATB).
• Devise, prepare, assimilate, distribute, and maintain various reports, including ATB statistical reports and TRO Production Reports.
• Liaison with AX-ATB users for image issues, anomalies, and concerns.
• Advise Land Managers in DNR region offices of real property area descriptions and/or ownership conflicts encountered and detected during real property record searches.
• Consult with DNR agency surveyors regarding legal descriptions affecting state land title examination outcomes.
• Utilize various agency information sources in determining ownership of and encumbrances on state lands, such as ApplicationXtender (AX)-Automated Tract Book (ATB), Esri ArcGIS Pro, NaturE- LAMS, original Deed-Transaction-Encumbrance files, various government and private sector websites and geo-data sources, in addition to county auditor, assessor and clerk offices, and private real property title insurance company records.
• Support Title & Records Office-Records Management Staff with hardcopy filing of documents and folders.
• Scan and index standard format and large format documents. Pull and return file jackets and file documents; create new, replacement, and supplemental file jackets. Perform file and document maintenance and repair. Perform file audits.
• Determine documentation in historical files (legacy projects) to be scanned and indexed (digitized) into AX-ATB to facilitate the backfill of information into AX-ATB for electronic access by upper-level Property & Acquisition Specialists and Region/Program staff.
• Respond to Public Disclosure Records Requests & Agency Litigation Records Requests
• Research DNR state uplands ownership and encumbrance records to locate, identify, and determine which records are responsive to the requestors' demands for pertinent records.
• Collaborates with DNR's Agency Records and Public Records Manager and staff members, and with the State Attorney General's Office, Assistant Attorney Generals, and staff, to clarify and ensure all requested records managed by this position, and responsive to the request or case, are identified, preserved, and furnished in the exact manner specified.
• Other responsibilities and duties as assigned.

Required Qualifications:

• High School Diploma or GED.
• Two years experience in land use activities, land leasing, product sales, rights of way, timber sales, aquatics, transactions, and land records;
  OR a combination of education and/or experience. Examples of land use activities could include real estate acquisition, sales, leasing, appraisal, title examination, escrow closing, property management, relocation assistance, title examination, and records research for real estate title insurance.
• Demonstrated commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.
• Intermediate or higher-level proficiency in Microsoft Office Suite - Word, Excel, Outlook, and MS Teams.
• Ability to consistently follow accepted rules of the English language regarding spelling, grammar, punctuation, word usage, sentence structure, document formatting, and pronunciation in all oral and written communications.
• Utilizes critical thinking skills to research, analyze, and resolve issues, commits to action; manages risk.
• Utilizes integrity, honesty, safety, and ethical behavior; accepts personal responsibility for meeting expectations.
• DNR Core Competencies:
  • Personal Accountability
  • Value Others
  • Compassionate Communication
  • Inspire Others
  • Commitment to Excellence

Special Requirements and Conditions of Employment:

• Professional office environment (desks, cubicles, conference rooms, records vault) with a traditional seated-at-desk workstation or standing-at-desk workstation.
• Occasional, typically 3-6 times per year. May travel from NRB Headquarters in Olympia to DNR Region Offices around the State to present in-person training, on title research and records management, to region staff and managers.

Desired Qualifications:

• Bachelor's degree involving major study in business or public administration, real estate, economics, accounting, or related field.
• Completed an accredited 60-hour Washington Real Estate Fundamentals course.
• Two years of professional experience with DNR in land use activities such as leasing, product sales, rights of way, timber sales, aquatics, transactions, land records, etc.
• Experience with ApplicationXtender, Kofax Capture, VRS, or other similar Enterprise Content Management (ECM) software programs.
• Knowledge and experience in real estate law, real estate brokerage, real property ownership conveyance, real property leasing or management, land use regulation or management, right-of-way easements, etc.
• GIS/Geo-Data Software User Experience.

Don't let doubts stop you from applying for this position - If you have any questions about the required qualifications or how your past experience relates to them, please contact us at DNRrecruiting@dnr.wa.gov. A note to potential candidates: Studies have shown that women, trans, non-binary, Black, Indigenous, and people of color (BIPOC) are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. We value diversity and inclusion in our organization, and we are looking for the best person for the job. Don't hesitate to apply! Application Requirements:

• Apply online: at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications to the position and position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: at least three professional references with current telephone numbers- you may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (social security number, year of birth, etc.).
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at info@governmentjobs.com with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those communications.

Questions? Please contact Nicole Martin at Nicole.Martin@dnr.wa.gov/360-867-8152 or e-mail us at DNRrecruiting@dnr.wa.gov
About the Department of Natural Resources (DNR).
At DNR we approach our work through the lens of making Washington a better place environmentally and are dedicated to serving Washington's lands and communities through diversity, equity, and inclusion.
Our Vision - Our actions ensure a future where Washington's lands, waters, and communities thrive.
Our Mission - Manage, sustain, and protect the health and productivity of Washington's lands and waters to meet the needs of present and future generations.
Our Core Values:

• Safety and Well-Being -Our top priority is the safety of the public and our employees.
• Public Service -...