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General Statement of Duties

Performs administrative support functions processing a variety of records and answering questions from the public about records and database information. Distinguishing Features of the Class An employee in this class is responsible for data entry and retrieval of Commission data relating to the population served, for processing a variety of requests for new and changed data, for answering questions from the public about the records and interpreting rules and regulations concerning requirements, and running reports from the database. The employee reviews and enters a wide variety of records and data into computerized data bases based on review of paper and electronic records and from discussions with licensees and members of the public.

Work requires the application of detailed knowledge of real estate licensing requirements in order to process information requests, determine additional or differing information requirements, and enter data into various fields for proper storage and retrieval.Work also requires the ability to operate a computer terminal and enter data into data base software.Work is performed under the regular supervision of the License Services Officer and the general direction of the Director of Education and Licensing and is reviewed through observation, conferences, reports, and review of work performed in the assigned function.

Essential Duties and Tasks

Assists callers requesting information on individual and firm licenses, license reinstatement, license renewals, re-issuance of licenses, name and address changes, and other matters concerning licensee records.Reviews information submitted by licensees to determine whether items are acceptable to process; verifies information or corresponds or communicates with real estate licensees to explain Commission regulations and to inform about the necessary information needed to complete or correct required records of the Commission; interprets and applies departmental regulations to routine and unusual situations; enters data into databases and document retention systems.Maintains database of all individual and firm licensee files and records including processing requests for broker-in-charge affiliation and designation, qualifying broker changes, and changes, additions and deletions of firm names and trade names; prepares letters of certification; processes license activation requests.Establishes new records and updates existing records; answers a high volume of calls to provide information to real estate licensees concerning their own records; interviews them to determine what they want to accomplish and provides information on what additional or different action is required.Completes forms, letters, departmental reports, or other materials frequently requiring independent action and discretion on problems encountered.Prints documents to mail, scan and email, or fax as needed. Reviews the work of other specialists both within the database and on paper; scans papers into system and assures items within database have been entered into multiple sources as needed; "files" paperwork electronically within multiple licensees' files.Transfers licensee records from microfilm into electronic versions.Opens mail and sorts into actions; stamps as processed when completed.

Additional Job Duties

Serves as back-up receptionist for the Commission during lunch, breaks or absences of the Receptionist.Performs related duties as required.Recruitment and Selection Guidelines Knowledge, Skills, and Abilities Considerable knowledge of the laws, regulations and procedures for licensing of real estate brokers.Working knowledge of records, reports, and requirements used.Working knowledge of standard office equipment and procedures including data base, document management, and word processing computer applications including MS Office and Adobe products.Ability to review and input data into computer based on Commission regulations and procedures.Ability to plan and organize work, files, and records for proper retrieval.Ability to communicate effectively in oral and written forms.Ability to develop and maintain effective working relationships with real estate personnel, Commission staff and the general public.Ability to handle multiple priorities and a volume of calls.Ability to meet deadlines and work standards which may be performed under stress.Ability to type and perform data entry with appropriate speed and accuracy and to proof own work

Desirable Education and Experience

Graduation from high school and experience in records or general administrative support or clerical work; or an equivalent combination of education and experience.

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