Realty Specialist I

ASSOCIATION OF VILLAGE COUNCIL PRESIDENTS

JOB TITLE: Realty Clerk/Realty Specialist I/II DEPARTMENT: Realty

REPORTS TO: Realty Program Manager POSITION STATUS: Full-time, Non-Exempt

JOB CLASS: Grade 4/5/6 APPROVED: March 2023

SUMMARY: This position, under the direction of the Realty Program Manager, and the direct supervision of the Supervisory Realty Specialist, is responsible for the Real Estate Services function of the Realty Department. This position provides various types of service to restricted landowners and prepares complete case files for submission to the Bureau of Indian Affairs (BIA) for approval of transactions. The primary function of this position is to respond to clients’ requests for land information and maps, initiate case files, and to prepare complete case files for submission to the BIA for review and approval of transactions. This is a career ladder position with a level I and level II. Level I is an introductory/trainee position with limited independence; and level II includes additional responsibilities and increased independence.

PERFORMANCE RESPONSIBILITIES: include the following. Other duties may be assigned.

Realty Clerk Grade 4

• Maintains strict confidentiality of the department and clientele.
• Receives one-on-one technical direction from the Supervisory Realty Specialist or designee. 
• Possesses basic knowledge and skills or the ability to learn and apply the Code of Federal Regulations (CFRs) related to Real Estate transactions of Federally restricted lands.
• Opens new files, maintains records, responds to requests, and provides assistance.
• Prepares thorough land ownership records research and responds to client requests for information.
• Assists the Realty Specialists in routine Real Estate transactions when necessary. 
• Prepares and electronically records documents at the Department of Natural Resources Recorder’s Office.
• Obtains legal documents through various agencies as needed.
• Logs all incoming and outgoing correspondence and distributes them appropriately.
• Coordinates travel arrangements, equipment inventory, supply ordering, and all necessary training for the department.
• Prepares and submits procurement documents and check requests.
• Establishes and implements systems whereby all workload within the section is accounted for at all times. 
• Organizes and maintains master filing system for the department.
• Provides routine reports in a timely manner and ad hoc reports upon request.
• Travels in and out of the region as required.  

Realty Specialist I Grade 5

*Abilities needed to advance to Realty Specialist I

• Possesses basic knowledge and skills or the ability to learn and apply the Code of Federal Regulations (CFRs) related to various transactions for Federally Restricted lands.
• Receives one-on-one technical direction from the Supervisory Realty Specialist or designee.
• Protects the interests of the owner(s) of Federally Restricted land.
• Serves as liaison between the landowner and outside agencies.
• Works cooperatively with private individuals and state and federal agencies.
• Maintains and updates Transactions Cases in all stages of case preparation, including but not limited to documenting thorough telephone logs of conversations with clients; emails related to the case file; and records of all case activity.
• Prepares report of investigation chronology with conclusion and recommendation.
• Compiles transactions package for submission to the Bureau of Indian Affairs (BIA) for approval.
• Ensures transactions are prepared in accordance with federal regulations and BIA policies and are in the long-range best interests of the landowner.
• Follows-up routinely with clients and other agencies to obtain information or documentation necessary for completion and submission of transactions package to the Bureau of Indian Affairs (BIA).

Realty Specialist II Grade 6

*Abilities needed to advance to Realty Specialist II 

• Possesses intermediate Real Estate knowledge and skill.
• Provides one-on-one coaching and training to Transactions staff so that they are able to produce high quality work and increase their capacity.
• Provides initial review of transactions case files prepared by the Real Estate Services staff to ensure compliance with BIA policies prior to second review by the Supervisory Realty Specialist.
• Provides initial review of land ownership searches compiled by the Realty Clerk, and ensures all supporting documents are produced.
• Possesses the ability to continue case preparation to completion regardless of the status of the case file.
• Prepares extremely complicated transactions cases.
• Initiates and performs above duties with minimal supervision.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Demonstrated dependable work attendance record. Must possess strong written, oral, organizational, analytical, and computer skills. The individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Bilingual Yup’ik/English preferred.

EDUCATION AND EXPERIENCE: 

Realty Clerk: High school diploma or GED is required. Three (3) years of general clerical or secretarial experience is preferred. Proven ability to compile reports and prepare business correspondence. Proven ability to read and apply Code of Federal Regulations (CFRs) related to transactions and Probate.

Realty Specialist I: In addition to those stated above, must be able to read and apply Code of Federal Regulations. Previous evaluations rated as good to excellent. Effectively produce thorough and complete transactions packages.

Realty Specialist II: In addition to those stated above, must possess intermediate Real Estate knowledge and skill. Previous evaluations rated as good to excellent. Must possess ability to successfully train or coach colleagues in their role as Realty Clerk or Realty Specialist I.