Indexing Quality Assurance Specialist - Cook County Clerk's Office

OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

Indexing Quality Assurance Specialist

Reference ID: RE-00001

Posting Date: September 30, 2024 

Closing Date:  October 14, 2024

Status: Full-time

Shift Start Time:   9:00 A.M

Shift End Time:    5:00 P.M.

Department:     Recording 

Division:     RECORDING OPERATIONS

Location:    118 N. Clark Street

Salary Range:  $45,454

Grade:  13

Job Code:   8898

Union:    UNION/SEIU 73

Shakman Status:    NON-EXEMPT

FLSA Status:   NON-EXEMPT

Application Process:    Internal/External/

Job Summary

Reporting directly to the Assistant Manager of E-Recordings Operations and Indexing Exemption Processing and Quality Assurance in the Recording Division, the Indexing Quality Assurance Specialist answers complex questions and provides assistance on issues related to the accurate indexing of documents. The Indexing Quality Assurance Specialist corrects complex data errors that may require research or creation of property legal descriptions and Property Index Numbers (PINs) . The Indexing Quality Assurance Specialist provides oversight regarding how to index real estate related documents and also identifies common errors and communicates how to prevent or remedy those errors in the future. To perform the duties of the Indexing Quality Assurance Specialist, the Indexing Quality Assurance Specialist must have knowledge of real estate documents and legal descriptions of real property.

                                                                         Essential Job Duties

• Answers complex questions and provides assistance on issues related to the accurate indexing of documents.
• Reviews the data entry production for accuracy and completeness and initiates corrective action when errors are discovered.
• Utilizes Sidwell books and other real estate related information from other County agencies to research, verify, and correct real property legal descriptions and PINs.
• Corrects errors or deficiencies in the indexing record of recorded documents and/or performs quality assurance work by reviewing recorded and indexed documents and takes corrective action when errors are discovered.
• Analyzes the review, identification, and extraction of relevant indexing data.
• Identifies common indexing errors and communicates with third-party vendors regarding common errors and how to prevent them from occurring in the future.
• Checks data output for accuracy and completeness.
• Meets deadlines for projects, goals or duties as designated by Supervisor.
• Reviews, identifies, and extracts relevant indexing data from a recorded document and enters it into specific fields on a computer data entry system for the purpose of creating, correcting or updating computerized indices.

This list represents the essential tasks performed by the Position. Employee may be assigned additional Position-related duties by management as required.

                                                                    Minimum Qualifications

• Possession of a High School Diploma or the General Education Development (GED) test certificate.
• Two (2) years of full-time work experience working with one or more of the following real estate related documents: mortgages, warranty deeds, liens, judgments, orders, affidavits, and decrees.
• Two (2) years of full-time work experience in data entry.

                                                                    Preferred Qualifications

• Possession of a Bachelor’s degree or higher from an accredited college or university.
• Five (5) years of full-time work experience working with one or more of the following real estate related documents: mortgages, warranty deeds, liens, judgments, orders, affidavits, and decrees.

Resume and application must clearly indicate duration of, and nature of work experience and education for consideration in accordance with specific Minimum and Preferred Qualifications to demonstrate eligibility for this Position. If your resume and application do not reflect that you meet the Minimum Qualifications for the Position, you will not be eligible for this Position.  Candidates will be required to provide proof of educational credentials and any applicable license or certifications as listed above at time of interview.

                                                             Knowledge, Skills and Abilities

• Knowledge of common real estate documents and other documents recorded by the office.
• Knowledge of legal descriptions for real property.
• Ability to type and enter data accurately into a computer database.
• Ability to extract relevant data from recorded documents.
• Basic computer skills
• Ability to write in a clear and coherent manner.
• Ability to communicate effectively and to work well with fellow Employees and customers.
• Ability to identify and correct data errors including errors to real property legal descriptions, PIN numbers and other required fields.
• Ability to research complex property legal descriptions and match the legal description to a corresponding PIN.
• Ability to troubleshoot problems relating to indexing data.
• Ability to convey information, explain problems, and describe characteristics of data entry work when assisting others.
• Ability to prioritize work, multitask, and ensure that all work is completed in an accurate and efficient manner.

                                                                   Physical Requirement

• Ability to sit for at least two (2) hours at a time.
• Long periods of time working on computer requiring vision and typing capabilities.

The Cook County Clerk’s Office does not hire for Non-Exempt Positions based on Political Reasons or Factors.

METHOD OF APPLICATION:

Apply online at https://cookcountyclerksoffice.applytojob.com/apply. Online submissions will close at 11:59pm on October 14, 2024.

Must be legally authorized to work in the United States without sponsorship.

                                  COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

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