City and County of San Francisco

Under general supervision, performs varied and specialized office support and customer service work within the Assessor-Recorder's Office; provides primary counter reception and initial document receipt/processing; provides information to the public regarding the recording, archiving, and retrieving of legal documents; whether customers are eligible for exemptions, and/or in other routine situations where criteria are pre-established and well-defined; reviews and processes basic real property transactions; assists appraisers by researching, locating and compiling property information such as deeds, probate records, property history records and other information; maintains property appraisal and tax assessment information in multiple databases; explains property appraisal programs, exemption status process, and related tax matters to taxpayers over the phone, in person, via electronic mail and/or through regular mail; assists appraisal staff with researching, gathering and compiling assessment-related information; and performs related duties as required.

This is the full working/journey-level class of the Assessor-Recorder support series. Incumbents work under general supervision to perform a wide range of complex office support duties, including many that are unique to the Assessor-Recorder¿s Office. Duties emphasize journey-level activities pertaining to appraisal services, document processing and various support services. Incumbents perform assigned duties with substantial independence within established guidelines.  This class may be distinguished from the lower-level class of 4213 Assessor-Recorder Office Assistant because that is the entry-level class where incumbents initially perform the more routine office support tasks and learn to perform journey level duties as they gain the required knowledge and experience.

May serve as a lead worker to direct, monitor and provide training to a small group of subordinate employees.

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

1. Performs a wide range of specialized office support and customer service duties in the Assessor-Recorder¿s Office; receives, files and processes deeds, reconveyances, releases of liens, judgments, marriage certificates and various legal and other documents; performs basic screening and review of documents for accuracy, completeness and general appropriateness for recording; refers customers to other Office staff and/or outside agencies as required.

2. Provides factual and procedural information regarding assessment and recording laws, regulations, policies and procedures in person, by mail or over the phone to a wide range of individuals including attorneys, government agencies and the public; provides instructions to customers regarding the use of specialized equipment to search for records and documents.

3. Explains homeowner exemption programs¿ eligibility requirements; evaluates program applications and determines eligibility based on well-defined, pre-established criteria; responds to and researches complaints regarding determinations; works with other divisions and the Tax Collector¿s Office to ensure that exemption accounts are adjusted appropriately.

4. Assists professional appraisal staff by compiling, organizing and distributing assessment and/or appraisal-related documents and information; researches, tabulates and evaluates data and information; may assist with personal property appraisals by using well-defined resources and tools to establish value based on objective criteria; maintains statistical reports.

5. Performs basic tax assessment activities by reviewing and evaluating basic real property transactions; researches property rolls to verify changes in ownership and transfer of property.

6. Operates personal computers, computer terminals and other equipment to research databases, documents and records and locate requested information; provides and/or sends copies of requested documents according to Office policies and procedures.

7. Indexes recorded documents; reads and reviews documents to determine document type; assigns computerized indexing codes to documents based on standardized coding references; enters document data into the indexing system; releases and transmits files to public computer stations as appropriate. May review and file marriage licenses and amendments in accordance with applicable laws.

8. Performs complex data entry to correct, verify, update, and maintain databases, including the tax assessment roll; enters data into fields, corrects errors and researches/retrieves data and statistics.

9. May serve as a lead worker by directing and monitoring the work of a small group of subordinate employees and serving as a technical resource regarding the more complex work issues in the unit. May be required to provide training to entry level classifications.

10. Types and prepares various items such as letters and forms; proofreads and checks typed materials for accuracy, completeness and compliance with well-defined policies and procedures.

11. Receives, opens, stamps and distributes mail; tabulates, records and processes fees received.

12. Researches, retrieves, updates and tracks information in automated systems; checks for duplicate accounts and other data errors.

13. Establishes, maintains and purges files and records according to well defined parameters; may assist with microfilming, micro-imaging, duplicating and reproducing records; maintains tickle files and follows up on matters as needed.

14. Performs other general office administrative duties; attends meetings and trainings; may serve on committees and task forces.

Knowledge of:
o Standard policies, procedures, terminology and practices used in a county assessment and
recording office
o Laws, regulations and requirements that apply to county assessment and recording administrative procedures
o Standard office practices and procedures
o Basic laws, principles and practices pertaining to public administration
o Principles, practices and methods of customer service
o Business data processing principles and practices, including the uses of computer equipment
o Correct English usage including grammar, spelling and punctuation
o Basic arithmetic
o Record keeping principles and practices

Ability to:
o Perform a wide range of office support duties pertaining to county assessment and recording activities
o Perform detailed and accurate office work
o Evaluate customer eligibility for various exemption programs
o Accurately process property transactions
o Provide courteous and effective customer service to a wide variety of people
o Organize and maintain data, files and records
o Prioritize work and perform multiple activities
o Explain and apply policies, procedures, forms and concepts
o Type letters, forms and other documents
o Make arithmetic computations
o Understand and carry out oral and written instructions
o Establish and maintain effective working relationships with others
o Operate standard office equipment
o Use various office automation tools such as word processing and spreadsheet applications

These minimum qualifications are to be used as a guide for establishing the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

Experience: One year equivalent to a 4213 Assessor-Recorder Office Assistant in the City/County of San Francisco.

Experience: Three years of progressively responsible office support experience in a property tax
assessment office that required the use of data management systems, researching documents, and extensive contact with the public including at least one year of experience at a level comparable to the class of 4213 Assessor-Recorder Office Assistant in the City/County of San Francisco.

Substitutions: 1) completion of coursework from an accredited college or university may substitute for the above-required general (not assessment/recording-related) office support experience on a year-for-year basis to a maximum of two years, where 30 semester (or equivalent quarter) units is equivalent to one year; OR 2) completion of a clerical training program (at least 240 hours) may substitute for six months of the above-required general (not
assessment/recording-related) experience.

ORIGINATION DATE: 5-10-11