This is quality assurance work for municipal document recording programs, records management and other related Records Department programs. The employee in this class is responsible for assuring the systematic and ongoing review of departmental processes, procedures, activities, equipment performance, and contracted services to increase the department's efficiency, effectiveness, and quality, with a particular emphasis on the recording of documents pertaining to real estate transactions. Development of recommendations for actions, procedures and standards intended to improve the performance of the department and to ensure conformance to applicable laws, rules, and regulations are important aspects of the work. The employee in this position works under the direction of the Records Commissioner.

ALLOCATING FACTORS: (The following conditions must be met for a position to be approved for this class.)

1. The position must be responsible for directing the Quality Assurance program of the City's Records Department.
2. The position must be responsible for developing, recommending and monitoring the application of organizational performance standards for all aspects of the City's document recording functions and other departmental programs.

Conducts a departmental quality assurance program that includes analysis of the following department activities:

• The recording and indexing of public documents and legal instruments and collecting realty transfer tax fees;
• The development and editing of geographic databases and maps;
• The provision of title registration information and other related informational services to the public;
• The collection, classification, preservation and disposition of records that have administrative, legal, research, or other significant value, particularly as they pertain to land-title registration and other public records, such as police traffic accident reports, for which the department has responsibility;
• The provision of photographic, reprographic and micrographic services for City government.

Evaluates systematically, using a variety of sound professional techniques, work productivity levels; quality of work; cost effectiveness; processes and procedures; adherence to relevant laws, regulations and standards; related information technology applications; and customer service; assesses record keeping and document recording systems; develops recommended modifications to policies, procedures, standards and operational manuals.

Analyzes information collected during the evaluation process; compares department processes and procedures to those used by other comparable organizations; researches innovative techniques and practices, including the use of information technology; may consult with experts in records management, document recording, title registration, computerized mapping and other functions to increase and enhance operational efficiency and quality; maintains database of information.

Under the direction of the Records Commissioner, prepares reports of evaluation findings and recommended improvements; recommends training initiatives to correct performance problems and skill deficiencies; recommends improvements to customer service; recommends acquisition of new or improvement to existing equipment, including computers; may make recommendations pertaining to enhanced required job skills and competencies; presents findings and recommendations to department managers, as directed by the commissioner.

Performs related work as required.

KNOWLEDGE OF:

• the goals, objectives, and techniques of quality assurance and review work, particularly as they relate to all aspects of document recording.
• the techniques and practices used to conduct a quality assurance evaluation of departmental policies, procedures, standards and processes.
• the mission, strategies, operations and organizational culture of the Records Department.
• the provisions of departmental, city and state regulations, ordinances and laws as applied to the recording of real estate transactions and other legal instruments.
• state and city realty transfer tax requirements.
• the methods, practices and procedures used in title recording.
• the use of computer hardware and the operation of ARC/INFO and ARC/VIEW software.
• principles, practices, and methods used in geographic data analysis.
• current principles and practices of records management as related to a large organization.
• the legal and administrative regulations governing records disposal and retention, particularly as relates to document recording.
• the classification, preservation, duplication, filing and control of records, with particular attention to real estate transactions.
• computer and software applications used for records management, including retention.
• information technology used for record keeping, report generation and analysis.
• customer service practices relevant to a municipal records department.

• presenting factual evidence and drawing logical, objective findings and conclusions from such evidence.
• obtaining and documenting detailed information through interviews, records review and observation.

• plan and implement a quality assurance program for municipal records management, including document recording and registration and other records related activities.
• analyze and comprehend organizational and procedural problems involving work production, work flow, forms, and systems.
• develop recommendations to improve programs, policies, procedures and standards in response to problems discovered during analysis.
• understand and comprehend technical reports.
• prepare comprehensive written reports on department processes, procedures and performance standards.
• write clear procedures and operating manuals.
• make use of available information technology in the delivery of a quality assurance program.
• establish and maintain effective working relationships with associates and representatives of related organizations.

EDUCATION

• Completion of a bachelor's degree at an accredited college or university.

AND

GENERAL EXPERIENCE

• Seven years of title registration experience.

AND

SPECIFIC EXPERIENCE

• Three years of experience directing, through subordinate supervisors, either a program of recording and indexing legal instruments dealing with real property transactions; or a title registration program which includes the mapping of legal descriptions and provision of title registration and other related information to the public.

Or any equivalent combination of education and experience which has been determined to be acceptable by the Personnel Department.

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Pay Range: EP24
Class Established: Feb. 1972
  CSC - 8/1998 ; AD BOARD - 9/1998

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