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HomeMy WebLinkAboutChief Deputy/Office Supervisor - Treasurer JEFFERSON COUNTY JOB DESCRIPTION Position: Chief Deputy/Office Supervisor- Treasurer Department: Treasurer's Office Annual Hours Worked: 2080 Exempt Salary System: Grade 17 FLSA: Exempt-Administrative UNION: Exempt '• Approved By: Human Resources Manager 6 .t c_ e rt e Approved: February 2020 C 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible to the elected Treasurer for organizing, planning, managing, and directing all activities of the Treasurer's Office in compliance with RCW 36.29. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations, in the routineperformance of their supervision and guidance are g � duties; P received from the elected County Treasurer. Makes decisions in the absence of the Treasurer. 3.0 SUPERVISION EXERCISED 3.1 Directly supervises employees and clerk hire positions, as needed, in the Treasurer's Office. Carries out supervisory responsibilities in accordance with the organizations' policies and applicable laws. Responsibilities include interviewing, making recommendations on hiring and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1 Conducts performance audits, establishes performance schedules, directs work and training activities and prepares staff performance reviews. 4.2 Meeting with the Treasurer on an as needed basis to monitor work priorities and special needs within the office to be sure all State regulations (RCW's and WAC's) are being followed and procedures analyzed. Aid and monitor employee replies to the public to be sure they follow the intent of the law. 4.3 Back up the following positions in the office -- Treasurer, Investment Officer/Accountant, Foreclosure Deputy. Cashier monthly and when needed to keep up skills and monitor cashiering procedures. Back up all computer data entry on revenues, Jefferson County Job Description: Chief Deputy Treasurer Page 2 of 4 excise tax, LID'S, tax posting and corrections to the tax roll, investments and school reports. 4.4 Monthly balancing. Oversee and assist all employees on daily and monthly financial balancing of warrants, revenues, excise tax,property taxes, investments, bonds, remittances, and transfers. Performs monthly close out procedures, generate and distributes balanced reports for all funds to appropriate department/district. 4.5 Compile special reports and information for annual report, bond closing, and revenue comparisons for all funds and Districts. Serves on County Budget Committee. 4.6 Maintenance of records for local improvement assessment districts. Programs new assessment district and accounts on County's mainframe computer. Annual billing and posting delinquencies of each assessment. Segregation of accounts and redistributing of outstanding balances. Making corrections to transaction file. Correspondence and communication with special assessment districts. 4.7 Yearly close out of account records and rolling over of balances for new year. Prepare Treasurer's cash reports and all tax year end reported that are needed for research and yearly audit. 4.8 Rolling over taxes and setting up for the new tax year. Balancing previous year, setting Assessor's levies, building new accounts, determining voted versus non-voted levies, balance computer generated tax rolls to Assessor's certification, generating and merging previous and current year taxes. Checking 28,000 tax statements to make sure they are printing with the correct calculations, ownerships, and district breakdowns. 4.9 Maintain effective working relationship with elected and appointed officials, special purpose taxing district commissioners and personnel, County employees, tax services, banks and mortgage companies, title companies, State and County agencies, and the general public. 4.10 Recommends new or changes to existing internal procedures. 4.11 Perform other tasks as directed. 5.0 REQUIRED KNOWLEDGE AND ABILITIES 5.1 Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business procedure manuals. Abilityto effectivelypresent- Jefferson County and Job Description: Chief Deputy Treasurer information and respond to questions from groups of managers, clients, customers, and the general public. Jefferson County Job Description: Chief Deputy Treasurer Page 3 of 4 5.2 Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. 5.3 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. 5.4 Must have cognitive ability to accurately search columns of numbers in small print for errors, data entry, and related purposes. 5.5 Ability to use a typewriter, computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. 5.6 Demonstrated successful supervisory and managerial experience is preferred. Implement and maintain sound organizational practices. 5.7 Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets. Independent and self-motivated to complete required deadlines while simultaneously completing other tasks. 5.8 Good health, and good physical condition, appropriate to the position. While performing the duties of this job,the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. 5.9 The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. 6.0 MINIMUM QUALIFICATIONS 6.1 Associate's degree (A.A.) or equivalent from two-year college or technical school in accounting or general business field; or five (5) years of related experience and/or training in accounting or general business curriculum including or supplemented by a minimum of three (3) years' experience in progressively responsible clerical positions, including one (1)year of supervisory or lead experience; or equivalent combination of education and experience. 6.2 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. 6.3 Valid Washington State Driver's License. Jefferson County Job Description: Chief Deputy Treasurer Page 4 of 4 7.0 DESIRABLE QUALIFICATIONS AND ABILITIES 7.1 Familiarity with equipment and techniques commonly used in the performance of related tasks. 7.2 Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm,professional manner. 7.3 Understands the need for maintaining confidentiality of sensitive information. 7.4 Assure efficient and effective utilization of volunteers and department artment personnel, funds, materials, facilities, and time. 7.5 Knowledge of bond transcripts, proceedings, debt schedules and payments. 7.6 Knowledge of governmental accounting practices and techniques including the Washington State Budget and Recording System procedures (BARS); knowledge of RCW's, and WAC rules dealing with foreclosure, property distraints and bankruptcy. 8.0 WORK ENVIRONMENT 8.1 The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.