Document Specialist

Topeka, KS
Full Time
Mid Level

A highly-motivated Document Specialist with great organizational skills and constant attention to detail is required in a local field office. Candidate will contribute key support to a passionate team that is committed to progressive methods and exceptional results. 

The successful candidate can prioritize constantly changing requirements related to matters of high confidentiality. This is a fast-paced position supporting many roles and projects concurrently. The successful candidate will have advanced computer literacy and be well-versed in database entry and reporting, cloud file sharing applications, and adept at producing accurate deliverables on short notice.

This position offers Per Diem.

Overview of Duties:

  • Reviews title information and checks accuracy of legal descriptions against maps
  • Analyzes legal documents to assure that all have been properly executed and notarized
  • Examines right of way files (containing easements, deeds, legal descriptions, permits, agreements, contracts, other documents and correspondence relating to the property) in order to determine issues such as multiple line rights, assignability/abandonment clauses, lease terms, restrictions
  • Analyzes documents in order to prepare database reports involving ownership information, status of acquisition processes, instructions to field crews, history of contacts between Right of Way Agents and landowners, payments made, damage settlements, property values and other pertinent data
  • Identifies problems with title information and refers these to appropriate client representative and/or legal counsel
  • Reviews, interprets, selects documents and supervises scanning for permanent storage of right of way records
  • Research and create ownership databases of property owners on project route
  • Create aerial maps (on in house system) showing which easements apply to which properties, along with an overview map
  • Review incoming Ownership & Encumbrance Reports (CT's) for content, accuracy, and completeness, as needed
  • Create project "map books" for field agent's use in negotiations
  • Assemble acquisition folders with proper content for field agents
  • Process Any Project changes per Project Supervisor (tax cards, tract #’s, maps, LandRun, and Line List)
  • Process recorded documents into Content Manager
  • Map New Recorded Easements and save in a Final Recorded Easements & Map in Project Folder
  • Update TLOwner Database, along with Structure Numbers from kmz file
  • Prepare Closed Project Folders for Storage
  • Occasionally go to various counties to gather documents
  • General support of research & document preparation for Project Supervisors and Field Agents
  • Coordinates field office activities with the Field Right of Way Supervisor, Right of Way Agents and other field personnel, subcontractors, landowners, client, vendors, government agencies
  • Other duties as assigned

Specialized knowledge/education required:

  • Knowledge of land and right of way acquisition processes and documentation
  • Knowledge of proper legal document execution practices, such as what signatures are required for trusts, conservatorships, guardianships, estates, etc.
  • Knowledge of due diligence review of right of way files and understanding of assignability and reversionary clauses, restrictions, fractional ownerships, lease payments and terms, abandonment clauses
  • Ability to plot metes and bounds descriptions of property and read a variety of maps, electronic and paper
  • Proficiency in Microsoft Access, Excel, Word and Project or similar software programs in order to generate a variety of project reports in response to specific and varied queries

Document Analysts typically are attorneys, paralegals, college graduates with degrees in business, communications or related fields, landmen or former right of way and land professionals employed by pipeline, power or communication companies, engineering firms or government agencies specializing in land development. They also have additional training in database and land management software systems and applicable courses provided by the International Right of Way Association. Document Analysts must be confident in making decisions based on their combined knowledge and education.

Coates is an EOE. Women, minorities and veterans are encouraged to apply.

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