Document Specialist

Report to the Documents Supervisor who is responsible for the project/assignment. The Supervisor will provide the scope of work and general guidance to ensure work is completed in accordance with Percheron’s policies and procedures and client expectations. If a Documents Supervisor is not assigned, report to the LAD Managing Director.

Manage influx of multiple daily requests with close attention to time-sensitive information, and task deadlines and be able to schedule overlapping activities to meet deadlines.

Review and analyze title information and documents, LTC, and title opinions. Enter and maintain ownership information and documents in multiple database systems.

Review and understand right-of-way documents, and maintain easement records and documents in various database systems.

Prepare option/easement documents as requested using approved templates and wording, in compliance with project instructions, confirming that all provisions are approved for use by the client or Project Manager and provisions are within the scope of the project.

Scan documents as received, upload them into the document management system and enter data into appropriate database system(s) with close attention to how documents affect the project.

Prepare various letters for mailout, including Introductory Letters, Survey Notification, Survey Permission, Environmental Survey Notification, and others.

QA/QC documents created by another Document Specialist.

Process option and easement packages and necessary reports under the direction and guidance of the Supervisor for funding requests and/or transfer of final documents. Confirm that all requests follow the project instructions set out for the project.

Maintain title records, easement records, documents, forms, and multiple databases through data entry, manual filing, building files, and other applications. Keep all files organized and updated.

Verify payment calculations.

Assist Project Manager with special projects as needed.

Produce various reports for the Project Manager as requested.

Coordinate mapping of all tracts with GIS and updating of the status of tracts. Must be familiar with the KMZ and CAD sites, and ability to utilize line lists efficiently.

Submit documents for recording to county recorder or clerk offices as dictated by project instructions and/or Project Manager.

Securely maintain all original documents and project data.

Assist other business units or departments with special projects as requested.

Ability to work independently and QA/QC others work with accuracy.

Ability to plan and organize workload, adjust to changing priorities, and work well under pressure without supervision.

Possess strong communication skills, attention to detail, and strong analytical skills.

Proficient with Microsoft Office Suite of Applications (i.e. Word and Excel).

Database experience with Percheron’s NSite database and ability to learn client databases.