Lands Records Officer

SUMMARY

The main goal of this position is to represent the Tribe in all real estate transactions and to attempt to reclaim the historical lands of the Tribe, along with properties that may prove to be economically beneficial to the Tribe. In addition to providing the typical functions associated with a real estate/property management office, it is necessary to maintain the Tribe's land records and to insure that all the proper Tribal, County and Federal procedures are met in transactions involving tribal lands. This position is also responsible for maintaining all maps of tribal lands and for assisting in the placement of eligible lands into federal trust. This position requires regular interaction with the Tribal membership, Tribal Attorneys, Tribal Council, EDC Board and certain Federal Agencies regarding the acquisition and sale of properties, leasing of properties, residential lot assignments/leases, utility easements and trust land issues. This position is also responsible for Tribal GIS (computerized mapping) and BIA Transportation Planning and BIA Roads Maintenance programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Be at work Monday through Friday from 8:00 a.m. to 5:00 p.m., or as scheduled by your supervisor.

• Comply with GTB policies and procedures.

• To maintain the confidentiality of all paperwork involved in the Land Acquisition/Tribal Land Records office.

• Serve as program director for the Transportation Planning, Land Records and Roads Maintenance Programs.

• Maintain program books and budgets for Transportation Planning, Land Records and Roads Maintenance Programs.

• Maintain a conversation log of all contact with the Bureau of Indian Affairs and Tribal Legal representatives for monthly progress reports to tribal manager and tribal council.

• Assist Legal Department with the development of annual agreements with County Road Commissions to contract snow plowing through the 2% funding.

• Assist with annual BIA Compact negotiations by providing supporting documentation related to roads inventory, as well as other relevant considerations that will influence the outcome of negotiations.

• To operate and maintain the GTB geographic information system as needed to assure the accuracy of Tribal property and roads information for producing land and road maps for the Tribe and BIA.

• Represent the Tribe (Government and EDC) in all real estate dealings and insure that the Tribe is purchasing/selling properties at fair market value.

• Handle all required paperwork and document review necessary for any real estate transactions involving the Tribe.

• Handle the following property management aspects for the Tribe: collecting rents from property leases, paying of bi-annual property taxes, utility easements, verifying that properties are adequately insured and maintaining an up-to-date inventory of all tribal lands/properties.

• Initiate and coordinate the placement of eligible Tribal lands into trust with the Federal government, providing technical assistance to the attorney and take lead role on any follow-up work on issues/project status, etc.

• Handle all requests related to the buying/selling of properties, inquires on the current status of tribal properties and correspondences regarding residential lot assignments/leases and related issues.

• Present to Tribal Council recommendations on the purchasing and selling of properties, leasing out of properties, placement of land into trust, and issues relating to residential lot assignments/leases.

• Work with the Tribal attorney to develop and keep current policies, procedures and ordinances relating to land acquisition, lot assignments/leases, and any other related issues pertaining to tribal lands/properties.

• Review and revise, as necessary, all forms pertaining to lot assignments/leases, keeping them current with the requirements of the GTB Residential Lease Ordinance.

• Maintain all of the records and files of land acquisitions/sales, tribal lot assignments, BIA leases and other original tribal land documents and information.

• Maintain an up-to-date list of eligible residential lot applicants, along with an inventory of available residential lots.

• Coordinate with the BIA, HUD and financial institutions the documents needed by tribal members utilizing Federal and private home loan programs.

• Set up and keep current program notebooks according to Tribal standards for grants and contracts, and Federal standards if required.

• Complete and submit the required reports involved in the administering of programs according to the Tribal Grants and Contracts manual, and/or Federal guidelines.

• Issue Tribal land use permits for construction projects taking place on Tribal lands.

• To work with the US Census Bureau on updating their maps and records of tribal lands and the status of these lands for future census projects.

• Oversee contractual work related to property appraising, surveying and mapping, along with contracts for repairing and maintaining Tribal roads.

• Maintain and publish on an annual basis an updated GTB Plat Book containing accurate maps of the properties owned by the Tribe.

• Provide technical assistance on related issues during the BIA annual negotiations, as needed, i.e., real estate, roads maintenance, environmental quality services, etc.

• Provide input on EQS buy-back and road maintenance data, continuously updating the roads inventory, with assistance from the Construction Project Manager.

• Participate in the GTB Roads Maintenance Plan for short term and long term planning, participate in meetings, identifying projects, etc.

• Assist with research and analyze the feasibility to compact Indian Reservation Roads (IRR), reviewing the new approved regulations.

• Seek road construction funding for GTB projects and enter in cooperative agreements and/or joint ventures projects with the State/County.

• Participate in the annual Trust Evaluation.

• Other duties as assigned by your supervisor that relate to the functions of the Land & Roads Director's office in general.

OTHER SKILLS AND ABILITIES

• Must be a self-starter with excellent organizational skills.

• Must have excellent oral and written communications skills along with the ability to work independently.

• Must have exceptional detail and follow-up skills.

• Must possess the ability to quickly evaluate alternatives and decide on a plan of action.

• Must have good time management and organizational skills.

• Must have proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook, and other Microsoft office products and database applications.

• Requires an individual with previous experience in land acquisition that understands the sovereign status of Tribes.

• Must have knowledge of and be able to understand federal trust land regulations, property deeds, legal descriptions, title policies, abstracts, surveys, maps and related real estate documents.

• Must possess the ability to accurately evaluate properties for quality and market value for purchase, sale or lease.

• Must be able to successfully do all of the following: negotiating purchase/sale agreements; drafting buy/sell documents; ordering and reviewing property appraisals, title insurance policies and property closing statements; verifying legal descriptions and land surveys; locate and verify property boundaries; utilize the Michigan real estate MLS system; and to coordinate real estate closings along with attending closings as the Tribe's representative.

• Must have a valid Michigan driver's license and reliable transportation, and be insurable by the GTB Insurance carrier.

EDUCATION AND/OR EXPERIENCE

• Bachelor degree required or minimum of four years of relevant experience working in a Real Estate office or Government/Tribal program.

• Able to successfully complete an approved Michigan Real Estate Certification training program.

• Must take and successfully complete GTB Program Director Training.

• Possess specific computer knowledge in: Microsoft Windows 2000 & NT, Microsoft Office 2000 applications, Email & Internet usage, and GIS applications (preferably in ArcView & ArcInfo.)

• Must attend training as necessary for job enhancement/certification.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

• General office equipment such as computers, copiers, modem, fax machine, phone system, etc.

• Basic surveyor's tools (survey wheel, metal detector, field compass, etc.)

• Basic drafting tools (rulers/scales, protractors, compasses, planimeters, etc.)

TYPICAL PHYSICAL DEMANDS

• This includes periods of sitting, standing, bending, along with some light lifting

• The periodic walking of properties, some as large as 100 acres or more.

• Must be able to drive a car.

• Travel throughout the six-county service area is required along with downstate and out of state travel.

TYPICAL MENTAL DEMANDS

• Excellent oral and written communication skills required.

• Ability to successfully negotiate property purchases/sales and leases with corporations, organizations and individuals.

• Exceptionally good math skills are needed, including but not limited to: algebra, trigonometry and business math.

• Able to analyze complex information (legal descriptions, appraisals, business plans, financial reports, property surveys, title insurance policies, purchase/sales contracts, etc.)

• See "Other Skills and Abilities'.

WORKING CONDITIONS

• Works in professional office environment most of the time.

• Some outdoor site reviews being necessary about 25% of the time.

• Job requires driving approximately 25% of the time.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regards to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through approved motion by Tribal Council. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Lands Records Officer Jobs at Grand Traverse Band of Ottawa and Chippewa Indians