JOB DESCRIPTION SUMMARY
Under the supervision of Trust Services management, the Realty Assistant is responsible for processing submitted leasehold assignments and related transactions to provide quality assurance, accuracy of transactions, and verification of supporting documentation. The Realty Assistant is expected to review transactions to ensure compliance with applicable policies, regulations, and statutory laws prior to submittal for additional departmental review and subsequent final review and approval by the Bureau of Indian Affairs (BIA). Assist landowners, lessors, lessees, and other interested parties with information regarding their transaction in a clear and concise manner regarding the process, options and requirements involved for approval of submitted transactions. Perform related work, both transactional and administrative, as requested by management.
ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)
• Execute all duties in compliance with departmental policies and procedures.
• Review leasehold assignments, encumbrances, and other leasehold transactions for BIA approval:
o Assess the leasehold chain of title;
o Implement the curative process for any identified unauthorized transactions;
o Ensure submitted transaction documents comply with applicable lease terms;
o Confirm required supporting documents are provided and signing authority is verified;
o Ensure the content and form of transactions comply with departmental policies;
o Notify client when the submitted transaction requires correction(s).
• Prepare the final transaction package and approval page for submission to the BIA
• Prepare various draft correspondence and notifications to clients for Supervisor’s review.
• Use BIA TAAMS to obtain and confirm required information.
• Maintain Trust Records in accordance with applicable Federal and Tribal Standards.
• Respond to inquiries, provide public processing requirements, and other related information
Ensure submittals are processed in a timely and efficient manner, striving to meet all set goals.
• Provide administrative and research support to Management on request.
• Document and facilitate the receipt and delivery of transactions as needed.
• Serve as a Residential Leasing lead on management’s request.
• Provide reception duties and routing of phone calls, as needed.
• Other tasks as assigned.
