Main characteristics
- Location
- Portland, Oregon
- Company
- First Tek, Inc.
Job summary
POSITION RESPONSIBILITIESNote: All official drafts, documents, and recommendations, as listed below, must be reviewed, finalized, and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.
Process Land Use Applications, using the Realty Technical Services preliminary checklist to assign a case number, set up case in BPA's Land Information System (LIS), conduct preliminary research, gather applicable maps, prepare Land Use Review Request (LURR) and prepare and transmit case file to appropriate Realty Specialist (RS).
Support Realty Specialist with various aspects of fee title and conservation easement acquisitions.
Assist in verification of legal description for accuracy, consistency, and format for a variety of legal documents prepared by RS.
Utilizing existing document templates and established processes draft land management, legal, and other documents, validating legal descriptions and formatting accuracy for BPA Realty Specialists to review and approve. Recommend modifications to document templates to accommodate unique situations.
Draft and edit a variety of related materials, including documents, letters, and memorandum using Word or other Microsoft product.
Prepare Permission to Enter Property (PEP) forms and coordinate landowners' signatures.
Support Realty Specialists in mailing and obtaining PEP forms for all project related activities.
Provide courthouse real estate research, including ownership, land rights, property descriptions, zoning, land use planning, etc.
Provide support in creating name and address lists used for landowner notifications, PEP forms, etc.
Research and identify (BPA) property rights and private property ownership for Realty Specialist review and use.
Research and gather BPA acquisition vesting documents, BPA land use permits, engineering and survey maps, assessor's plats, subdivision plats, and miscellaneous property ownership information for Realty Specialist review and use.
Perform field work supporting RS in conducting acquisition activities, delivering documents for signature by landowner, crop damage inspection, documenting the certificate of inspection, and possession and collecting field data as needed.
Provide acquisition support by researching, reviewing documents, and drafting/revising templates as necessary.
Verify all necessary exceptions are included with title report provided by Real Property Operations team for project-related activities.
Review preliminary title reports and flag potential issues for Realty Specialist. Communicate any follow-up actions to sponsors and/or title companies to cure objectionable items.
Submit preliminary title reports to BPA Surveyor to review legal descriptions. Respond to Surveyor's requests for additional information and documents.
Enter data in LIS and Real Property Management System (RPM) or other systems as updated.
Prepare and deliver Notice of Rights Released (NORR) and Notice of Rights Secured (NORS) documents to internal customers and review for accuracy and completeness; correct or research and obtain any missing data, such as Landowner name, address and phone, tracts listed in correct order, accurate rights-of-way widths, applicable TER ID, Project, date, and complete team list, etc.; prepare for closing.
Coordinate closings by reviewing settlement statements and reimbursement invoices for accuracy, drafting escrow instructions, working with Vendor Maintenance to set up escrow companies as new vendors, and validating all documents are accurate and final.
Obtain signatures from Realty Specialist, Supervisory Realty Specialist, or Realty Officer on Conservation Easements, Requisition Forms, Baseline Documentation Reports, and/or other legal instruments as needed.
Track and report status of documents required for Department of Justice Title Review, including Conservation Easement drafts, Baseline Documentation Reports, Appraisals, Surveys, Title Certification, Phase 1 Reports, Certificates of Inspection and Possession, and other acquisition specific documents such as Mineral Rights Assessments, Access Easements and Quitclaim Deeds.
In accordance to established procedures, complete Certificates of Inspection and Possession. This includes inspecting the property before the transaction is closed.
Complete Land Rights Reviews (LRR) using information provided in LIS and Application Extender.
Prepare final acquisition file for Realty Specialist's review prior to U.S. Department of Justice Title Review submittal.
Respond to questions and requests from U.S. Department of Justice Title reviewing BPA attorney.
Work with applicants to provide adequate information on land use applications to include site visits, property owner meetings, and field research as required.
Schedule and participate in recurring check-in meetings with sponsors and project teams.
Using the Case Closing Checklist, review or close Land Management case files and prepare file for closing transmittal, to include purging the file when case is complete, input, update and verify information into LIS, and prepare closing sheet.
Obtain final Fish & Wildlife management authorization to fund acquisitions. Once authorization is received, the appropriate federal personnel will sign off on approval.
Prepare and submit wire request packages to Accounts Payable. Request packages must be reviewed and approved by federal personnel prior to submission.
Track status of wire payment through Accounts Payable and sponsor's Escrow Company. Troubleshoot any last minute, time-sensitive problems with wire delivery.
Deliver signed legal instruments to sponsor for full execution and recording.
Monitor acquisition timelines, action items, acquisition issues, and acquisition documents. Alert RS or BPA manager of any issues or concerns.
Utilize various county internet web sites, LIS, ProjectWise, Transmission Line Maintenance (TLM) APPS, as well as ApplicationXtender.
Coordinate and facilitate calls with sponsors (including land trusts, tribes, and public agencies) and project teams (including Realty Specialist, Fish and Wildlife Project Manager, Attorney, Surveyor, Environmental Compliance Lead, and Appraiser) to discuss proposed acquisition and review processes, explaining timelines to close on lands, and any potential issues.
Work with internal BPA organizations to request official file set up, TER IDs, appraisal reviews, Phase 1 Reports, Mineral Assessments, and Environmental Compliance.
Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.
Receive application fees and process as appropriate per established procedures.
Notarize signatures on legal instruments.
Close-out and review close out acquisition files.
Update Land Information System (LIS), metrics and the CBFish system routinely with updates.
Produce inventory and other reports for Fish and Wildlife program as requested.
Serve as liaison between sponsors and project teams (Surveyor, Appraiser, Attorney, etc.) throughout the land management and acquisition process.
Provide administrative and clerical support to managers and/or management staff including:
Creating, typing, editing, and finalizing a variety of related materials, including documents, letters, and memorandum using Word or other Microsoft products.
Copying, mail delivery, faxing, report collations and document assembly.
Prepare and process payments, which may include:
Requesting or reviewing and confirming proper vendor code, vendor code updates / changes.
Obtaining or validating accounting string, including work order number and type, and payment type (treasury check, electronic funds transfer, convenience check, etc.).
Requesting (processing) payment in appropriate system (People Soft, Asset Suite, IPAC or Escrow Wire Transfer).
Sending payment requests to appropriate RS or other federal personnel for review and approval.
Provide training for newly assigned supplemental contract labor (CFTE) and/or BPA Federal (BFTE) personnel as related to Right of Way and Land Management & Acquisition processes/procedures and tasks currently identified within this API.
Training is expected to include:
Duties of a Realty Technician II.
Training will be situational and to the extent needed to establish proficiency for newly assigned personnel.
Training will be in conjunction with normal API activities and will not require extensive preparation or resources.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
High School Diploma or GED is required.
Associate degree is preferred.
5 years of property management, real estate, title review or related work experience is required.
Course work or experience related to Real Estate principles, practices, precedent cases, and comprehension of the technicalities of government real property procedures, rules, and regulations.
Note: Matrix and resume should detail any course work or experience related to Real Estate principles, practices, precedent cases, and comprehension of the technicalities of government real property procedures, rules, and regulations. Provide a list of the specific course work/classes being claimed as "qualifying , including a list of specific hours for each class and the name of the education institution where the classes were taken (for example: Courses taken at Portland State University: Real Estate Principles USP 233 - 3 semester hours; Real Estate Law USP/RE 438 - 3 semester hours, etc.). Must provide a crosswalk or reference in the education/experience portion of the qualifications matrix that points back to the coursework info provided in the resume.
Required Technical Skills & Experience (required on matrix)
Professional knowledge of the principles, practices, techniques, and underlying concepts of Real Property Services, which may include Geospatial Services, Survey and Mapping, Real Property Field Services, Realty Support Services, or experience coordinating projects that include these support services.
Ability to identify at least quarter corner legal descriptions.
Knowledge of real estate documents including but not limited to: Warranty Deeds, Deeds of Trust, Mortgages, Quit Claim Deeds, Liens, property title reports, and assessor/treasurer property information reports.
Preferred Skills & Experience (optional on matrix)
Ability to proofread documents and write in plain language.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
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