Department Overview

The Real Estate Transfers and Licensing Department is responsible for all deed and mobile home transfers, vendor, dog and cigarette licenses, estate tax and homestead. In facilitating these services these departments are to provide optimal customer service at all times.

Position Summary

Receives proper legal documents of conveyance and accurately completes all phases of procedures involved in payment, transfer, and search to transfer parcels. The Transfer & Conveyance Representative performs and maintains chain of ownership information for parcels; performs conveyance of property, splits, condominiums, plats, maps and manufactured homes. The Transfer & Conveyance Representative must be proficient in the duties outlined in Section III and meet or exceed the requirements outlined in Section V.

Essential Duties and Responsibilities

1. Review legal documents and descriptions to ensure accuracy and proper transfer of real estate and mobile homes (owners name, signature, notarization, etc.) in iasWorld/Tyler.
2. Responsible for transferring court orders.
3. Assist with the completion of forms, update necessary records, validate and process documents to transfer real estate.
4. Performs data entry and inquiry.
5. Records daily corrections in iasWorld/Tyler system for real and manufactured homes; prepares various documents for scanning and separates necessary pages from conveyance and exemptions; and scans documents.
6. Performs and maintains chain of ownership information for real estate parcels; performs conveyance of real property, splits, condominiums, plats, maps and manufactured homes.
7. Processing surrendered titles.
8. Operate cashiering system, keeping records of receipts, balance cash drawer to match receipts.
9. Receive money from payments of transfer fees and other financial transactions; maintain daily records of transactions (i.e. conveyances, exemptions, journal books, digital records).
10. Type and proofread various forms, maintain conveyance forms for office use and for the State of Ohio Department of Taxation.
11. Perform necessary public relations (i.e. other departments & government agencies) and provide information to the general public.
12. Receive and process mail. Maintain mail tracking system for return items. Forward documents to the Recorder’s office for further processing.
13. General maintenance of the office equipment. Be aware of levels of department supplies.
14. Provide preliminary contact with public; answer phones; answer routine inquiries; and provide information about procedures, rules, regulation, office policies and transfer laws.
15. Maintain contact with mobile home court managers; provide mobile tax listings of all manufactured home parks; work with managers on abandoned homes, empty lots and destroyed homes.
16. Assist the Lucas County Title Bureau with any questions concerning manufactured home make, model, serial numbers and title numbers.
17. Maintain all files of real property and manufactured homes.
18. Issue and maintain relocation permits.
19. Receive proper legal documents of conveyance and completes all phases of procedures involved in payment, transfer and search to transfer Mobile Home titles.
20. Assist in other office areas as required under general supervision of office management.

Minimum Qualifications

1. Possession of an associate’s degree from an accredited college or university; or
2. Three (3) years’ experience in deeds transfers or equivalent education/experience; or any combination of training, education, or experience which provides the desired knowledge, skills and abilities to perform the essential functions of this position.
3. No reprimands in personnel file for one (1) year.

Essential Functions/Major Position Characteristics

1. Ability to read and follow directions.
2. Knowledge of office practices and procedures.
3. Ability to get along with others (i.e., develop and maintain cooperative professional relationships) including but not limited to: customers/citizens, colleagues, directors, staff, and other county agencies.
4. Consistently display ability to maintain accurate records and prepare accurate and concise entries/transfers/reports.
5. Skilled in computer operation; use of modern office equipment; problem solving; and customer service.
6. Ability and willingness to work flexible hours.
7. Able to type 50-55 words per minute.
8. Ability to calculate fractions, decimals, and percentages.
9. Ability to communicate effectively.
10. Ability to work independently.
11. Ability to cooperate with co-workers and management on group projects.
12. Excellent work habits. MUST BE PUNCTUAL, DEPENDABLE AND ACCOUNTABLE.
13. Consistently display working understanding and operation of standard office equipment/computer applications, including but not limited to: Microsoft Office, Microsoft Cloud, Google Chrome/Cloud, iasWorld/Tyler, AREIS, ePN DocRouter/Electronic Transfer Software, etc.
14. Ability to complete assignments and seek new assignments with minimal supervision.
15. Ability to manage time and ability to communicate with management when work cannot be completed on schedule in accordance with office policies, procedures and deadlines established by management.
16. Ability to meet and maintain production and proficiency standards.
17. Employee must abide by all laws and conduct all business in an ethical manner, both personally and professionally.