Real Property Coordinator

Salary range is $24.03/hour to $52.88/hour, with a midpoint of $36.06/hour. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a - 10% of employee contribution with a 12% match by Sound Transit; 457b - up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• Pet Insurance.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you'll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

GENERAL PURPOSE:

Under general direction, administers and oversees the final phase of all real estate transactions to ensure properties close on time and in accordance with state and federal laws which include following eminent domain procedures such as those set forth in the Uniform Act (49CFR24); conducts processes to close real estate transactions for the Agency, including property acquisitions and dispositions; supports management in general oversight of all acquired real estate; administers annual real estate tax and assessment payments; administers issuance of 1099-S documentation; processes payments and final paperwork from relocation agents related to property owner relocation; provides research and support services to the senior real estate staff, legal staff, and accounting; and maintains acquisition and relocation files.

ESSENTIAL FUNCTIONS:
The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Oversees general real estate status; upon property acquisition, reviews property documentation to ensure accuracy, completeness, and appropriate filing; makes arrangements for any annual payments or other tasks that need future attention; notifies other departments within the Agency of the acquisition; and delivers closing documents to appropriate staff for update into Sound Transit (ST) databases and electronic storage.
• Processes in-house real estate closings; receives closing package from the consultants who dealt with the property owner; reviews all documents for accuracy; obtains appropriate signatures according to ST policies; reviews conveyance document (deed or easement) to ensure it is in recordable form, that it contains the correct map and legal description, and for proper signatures and notarization; requests check(s) or wire from accounting in accordance with their procedures; delivers conveyance document to the title company or county recorder's office to be recorded; distributes funds to the property owner; prepares the Closing Order according to industry standards to provide to the title company to instruct on their issuance of a final policy on insured acquisitions; reviews all final closing documents and file contents for accuracy.
• Oversees the processing of outside real estate closings administered by outside escrow agents; notifies the escrow agent of mutual acceptance of the purchase and sale agreement and requests that escrow be set up; provides contact information for the seller to the escrow agent; reviews escrow agent's closing documents and required signatures are obtained and notarized; makes arrangements with finance department to have funds wire transferred to the escrow agent in time for closing; prepares and provides escrow instructions from ST to the escrow agent directing them how and under what conditions they are to close the transaction; and processes and files final closing documents.
• Processes relocation payments; receives claims for property owner/tenant cost reimbursements from consultant who negotiated relocation; reviews claim paperwork submitted and routes to managers for approval; requests funds from accounting for payment in accordance with their procedures; notifies right-of-way agents when funds are available and delivered; and processes and files final documents.
• Processes real estate tax payments received for payment of all required fees on ST owned properties; maintains spread sheet reflecting each year's payments; reviews tax statement for accuracy and ST ownership is verified; submits final spread sheet and statements to accounting for payment prior to the tax deadline; maintains and updates spreadsheet throughout the year as we acquire and dispose of parcels; processes 1099-S reporting; tracks sales proceeds paid to owners through in-house and condemnation closings; processes annual 1099-S reports to the owner (tax payer) and to the IRS.
• Processes wire deposits to the court for Condemnation matters as requested by Counsel following Sound Transit procedures; obtains all documentation required for request; requests funds from accounting for payment in accordance with their procedures; notifies Counsel and Project Team when funds have been delivered; notifies court of wire transfer; processes and files final documents. Coordinates recording of final documents as requested, prepares closing order and requests Final Policy from title company. Tracks sales proceeds paid to owners through condemnation closings for 1099 reporting.
• Creates and maintains an asset file upon acquisition of parcels that contains all relevant documents pertaining to the ownership, value, environmental issues, and operations of the parcel; works in tandem with property management to create and maintain the files; verifies legal descriptions and maps; and consolidates or combines tax parcels if appropriate.
• Enters each work task in the STARS software by an identified right of way number for the parcel involved; updates the status as work is completed to provide all department staff access to the current status.
• Upon receiving accurate and complete documentation for a closing or relocation, enters check request into E-1; analyzes and paraphrases budget information for affected parcel; when required, creates an email chain alerting those who need to electronically approve the check request; tracks approval of requests and receipt of checks; if a wire is requested, will schedule with Treasury via email transmitting any wire instructions with encryption.
• May assist with special projects as assigned; as a member of E-1 user group, suggests and tests upgrades and modifications to the E-1 system; assists with training real estate team on upgrades as needed; may act as liaison between real property and information technology (IT).
• Provides support to the Real Property department on matters as directed; serves as staff on a variety of committees as assigned; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit's Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor's degree in Escrow/Closing, Real Estate, Title, Asset Management, or closely related field and three years experience as a closing/escrow officer for a title/escrow company or a law firm; OR an equivalent combination of education and experience.

Required Licenses or Certifications:

• Notary Public of Washington State (or ability to obtain within 30 days of hire)

Preferred Licenses and Certifications:

• Limited Practice Officer, State of Washington (LPO)

Required Knowledge and Skills:

• Operational characteristics, services, and activities of a real property program including real estate acquisition, relocation, property management and disposition.
• Application of principles and techniques of the real estate settlement process including escrow and title insurance and asset management.
• Reading, understanding, and interpreting documentation involved in real property transactions including title reports, legal descriptions, maps, financial statements, and contracts.
• Conducting research and analysis and providing appropriate recommendations based on findings.
• Working with detail and accuracy under pressure, meeting deadlines, and adjusting to changing priorities.
• Applying project management techniques and principles.
• Methods and techniques of research and analysis.
• Principles and practices of customer service.
• Principles and practices of basic accounting functions.
• Principles and practices used in contract preparation and administration.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles and procedures of record keeping.
• Principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
• Principles and practices of governmental budget administration.
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with other division staff, management, vendors, outside agencies, community groups and the general public.
• Preparing and maintaining a variety of fiscal and administrative accounts, documents, and records.
• Working cooperatively with other divisions, Agency officials, and outside agencies.
• Applying appropriate oral and written communication techniques to various individuals.

Preferred Knowledge and Skills:

• Principles and practices of governmental budget administration.

Physical Demands / Work Environment:

• Work is performed in a hybrid office environment.
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.