Administrative Assistant

Description

The Document Specialist will be assigned to one or more projects. The Document Specialist must have an understanding of right-of-way projects and solar operations, timelines, and project requirements.

Essential Tasks and Responsibilities

• 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.
• Other duties as assigned.

Job Requirement

• 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.
• Ability to work autonomously and to collaborate fully as a team player.
• Ability to pay close attention to details, and present good planning, organization, and time management skills.
• Ability to work in a team environment and willingness to assume additional or new responsibilities readily.
• Ability to maintain regular attendance as per work schedule agreed with the manager (may require working an adjusted work schedule based on project assigned and work overtime if warranted).
• Ability to comply with applicable laws and regulations and Company policies and procedures.

Work Environment and Physical Demands

• Spends 100% of the time in an office environment.
• Is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.
• Is occasionally required to stand, walk, and stoop, kneel, or crouch.
• Is occasionally required to lift and/or move up to 25 pounds. 
• Specific vision abilities include close vision, distance vision, color vision, and the ability to adjust focus.