HomeMy WebLinkAboutTreasurer - Tax Account SpecialistJob Title:
Department:
Reports To:
FLSA Exempt:
Union:
BBP:
Salary Level:
Location:
Approved By:
Approved Date:
JEFFERSON COUNTY
Job Description
Tax Account Specialist
Treasurer
Chief Deputy Treasurer
NO
UFCW
NO
Grade 24
Courthouse
Human Resources Manager
July 2015
SUMMARY
Compiles and maintains records of business transactions, performs complex clerical work and
general office assistance in the Treasurer's office. Responsible for customer service and customer
relations, by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Other duties maybe
assigned.
Processes documents requiring a more extensive knowledge of procedures than the position.
Uses standing operating procedures or variations on standard procedures.
Answer the phone and respond correctly to inquiries or transfer the call to someone who is
knowledgeable on the information being requested.
Handles problem customers, at the counter, through the mail, and over the phone. Must be able
to quickly ascertain what the problem is, and arrive' at a decision as to how it should be settled.
Must be sympathetic with the public but firm.
Classifies and indexes material. Files material according to a prescribed breakdown.
Performs reconciliation of cash and receipts on the daily cash sheet. Must be comfortable in
handling cash and receipts in large amounts.
Prepares receipts and documents all monies from other departments and taxing districts to the
correct funds and accounts within funds.
Posts and balances daily tax receipts. Responsible for accumulated results to allow for monthly
balancing of tax reports and submits monthly revenue reports to the Treasurer.
Collects, deposits and balances postage for Courthouse Departments.
Page 1 of 5
Jefferson County Job Description: Tax Account Specialist — Treasurer's Office
Issues Mobile Home Moving Permits. Must provide information on location of the mobile home,
both before and after the move, and obtain current address, notify new County (if the mobile is
being moved to another county), collect advance tax, if applicable, and prove taxes are paid
before the permit is issued.
Prepares new statements for lost or missing tax statements.
Assists in preparation, mailing and handling of tax statements.
Initiates routine correspondence, reports and other similar matters as required. Develops own
contents as authorized.
Reviews and prepares documents for entry of information into electronic data processing system.
Follows up as necessary to complete documents.
Processes Excise Tax Affidavits. Assist title companies, lawyers and customers with questions
concerning excise tax. If the answer cannot be found regarding a problem with excise this person
must contact the State Department of Revenue and find the answer. Also responsible for the
daily input to the computer of excise tax and monthly balancing of all receipts from excise tax
and a report to the State DOR.
Scans Real Estate Excise Affidavits for historical preservation and public access to intemet.
Performs various duties such as preparing deeds and land sales for public auction.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
COMPETENCY To perform the job successfully, an individual should demonstrate
competency in the following:
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens
to others without interrupting; Keeps emotions under control; Remains open to others' ideas and
tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens
and gets clarification; Responds well to questions; Demonstrates group presentation skills;
Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and
grammar; Presents numerical data effectively; Able to read and interpret written information.
Cost Consciousness - Works within approved budget; Conserves organizational resources.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural
differences.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with
integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks
correctly and on time; Supports organization's goals and values.
Judgment - Displays willingness to make decisions; Supports and explains reasoning for
decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Planning/Organizing - Uses time efficiently.
Page 2 of 5
Jefferson County Job Description: Tax Account Specialist — Treasurer's Office
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats
others with respect and consideration regardless of their status or position; Accepts responsibility
for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness.
uantit -Meets productivity standards; Completes work in timely manner.
Safety and Security - Observes safety and security procedures; Determines appropriate action
beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials
properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands;
Changes approach or method to best fit the situation; Able to deal with frequent change, delays,
or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are
covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for
own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with
an alternate plan.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform
each essential duty satisfactorily. The requirements listed below are representative of the
knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) with three (3) years previous
training or experience in government accounting and legal or tax work; including two (2)
years experience in area of specialty; or equivalent combination of education and
experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area, circumference, and volume. Ability to apply concepts of
basic algebra and geometry.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in
situations where only limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule form.
COMPUTER SKILLS
To perform this job successfully, an individual should have knowledge of MS Access
database software; MS Windows and Explorer Internet software; MS Excel spreadsheet
software and MS Word word processing software. Knowledge of IBM AS400 computer
system and PACs.
Page 3 of 5
Jefferson County Job Description: Tax Account Specialist — Treasurer's Office
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License.
OTHER SKILLS AND ABILITIES
Telephone service, correspondence, and person to person courtesy are extremely vital in this
position.
Knowledge of assessment district, billing, collection and charges on delinquent accounts
Knowledge of and ability to operate a cash register and receipt printer.
Self -motivated to complete required deadlines while simultaneously completing other tasks.
Ability to handle multiple, unexpected interruptions on an ongoing basis which pertain to the
ability to create time for necessary tasks.
Ability to apply new regulations and to stay abreast of new developments, techniques, computer
programs, equipment, etc., used in the performance of the position. Ability to grasp new
techniques and deal with rapid changes in events.
Ability to check on property descriptions, addresses, taxes, valuations and to print statements if
necessary.
Knowledge of the RCW's and ability to locate the laws pertaining to tax collections, Excise Tax
Affidavits and to the Treasurer's Office in general.
Knowledge of microfilming, scanning and retention of records.
Knowledge of all Treasurer's office clerical functions, basic accounting and collection
procedures.
Ability to maintain a high standard for accuracy, completeness, and efficiency in the preparation
of reports. A person in this position must be able to make quick, accurate decisions.
Ability to remain calm in stressful situations and to relate to various personality styles in a calm,
professional manner.
Ability to work independently with minimal supervision.
Ability to develop and improve clerical procedures in the interest of efficiency and
standardization.
Must possess pleasant and professional attitude to maintain effective and harmonious relations
with other employees and the public.
Page 4 of 5
Jefferson County Job Description: Tax Account Specialist — Treasurer's Office
PHYSICAL DEMANDS The physical demands described here are representative of those that
must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger,
handle, or feel and talk or hear. The employee frequently is required to stand, walk, and sit. The
employee is occasionally required to reach with hands and arms; climb or balance; and stoop,
kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and
occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception, and ability
to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
CAREER LADDER
This position is not part of a career ladder.
Page 5 of 5