SUMMARY: 

The Title Officer Assistant performs specialized title processing and clerical duties, including checking documents, filing and providing prompt, prepares abstracts, and resolves title problems courteous information to customers, as well as assisting the title officer in preparing files for recording. Assists customers with requests placed over the telephone.           

QUALIFICATIONS: 

Experience/Training: 

  • Completion of high school and two years of responsible title company customer service experience.

Knowledge:

  •  Requirements for final title reports.
  • Terminology and documents related to title search, title chain and property ownership.
  • Basic terminology and documents related to title searches and examinations, knowledge of title chains and property ownership.
  • Customer service techniques.
  • Basic English grammar and spelling.
  • Basic math for calculating vesting, pricing, and pay-off demands, etc.

Skill:

  • Basic operation of desktop computers with specialized title company applications and common desktop software applications.
  • Maintaining accuracy and high productivity and meeting urgent, fixed deadlines.
  • Establishing and maintaining effective working relationships with those contacted in the course of the work, including real estate agents, escrow officers, attorneys and others.
  • Clear, concise and effective oral and written communication.
  • Basic operation of standard office equipment such as fax, photocopier, telephone and related items.
  • The ability to identify, obtain and organize documents.
  • The performance of routine operator maintenance of common office equipment and machinery.
  • Printing, sorting and assembling documents rapidly and accurately.
  • Operating at a high level of productivity and efficiency to meet deadlines in a high volume environment.

Ability:

  • Learn the rules and procedures of title support at the assigned location.
  • Learn specific policies and procedures of the North American Title Company.
  • Ability to identify numerical sequence in relation to the labeling on documents to obtain the correct document or file, quickly and accurately.

Under general supervision: 

Assists title officers in maintaining a high level of customer service in the processing of title orders by performing the following typical clerical duties: 

  • Open orders
  • Filing, both manually and electronically
  • Document retrieval
  • Provide backup to other departments
  • Occasional relief for receptionist
  • Set-up files for recording
  • Place back-up documentation in the correct title files; both manually and electronically
  • Answer client questions
  • Abstract documents for recording
  • Set-up recordings
  • Call-back charges
  • Prepare invoices/bills for clients
  • Various clerical duties involved in processing a title order
  • Customer service using telephones and written correspondence
  • Administer mail
  • Photocopy and email documents
  • Assists Title Officers, as needed
  • Abstracts documents, legal descriptions, property inspection orders and other similar material. May compose cover letters and letters/emails requesting documents, statements of information and related documents and items from escrow clientele, for the purpose of facilitating processing of the title order.
  • Opens correspondence and attached documents, tax reports and corresponding legal documents. Maintains numerical filing system and log of orders opened and closed.
  • Assists customers by answering their inquiries regarding programs, progress of order and adjusting work priorities to meet customer deadlines. Take recording instructions from escrow officer and reviews file for correct vesting, legal description and order liability. Indicates on write-up sheet authorized exceptions to be included or eliminated in title policy.
  • Performs other title support duties such as ordering county certified copies of county recorded documents, reviewing and correcting policies and comparing legal descriptions.
  • May participate in company tours and represent the company at escrow association functions.

 

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