Gila, County of (AZ)
The purpose of this position is to support the operations and activities of the Treasurer’s Office. This position performs a variety of administrative duties, including the processing of forms, preparation of correspondence, data maintenance and stationery organization. The role also involves conducting research and audits as well as contact with customers and other agencies.
SUPERVISORY RESPONSIBILITIES This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provides backup for Treasurer Services Assistant, when necessary, receiving and processing tax payments; enters data of payments received; balances cash drawers, reconciles deposits for the day, and prepares deposits to be electronically filed for the County; provides partial backup for Treasurer Service Supervisor, when necessary. (20%)
Responds to incoming phone calls and walk‑in inquiries from property owners, developers, title companies, investors, and other debtors regarding property tax bills and general collection information; explains tax laws in understandable terms to taxpayers; researches tax collection and bill issues and prepares related correspondence to taxpayers; processes tax bills and documentation requested by customers; communicates with title companies, banks and mortgage companies. (15%)
Conducts research on secured and unsecured returned mail and liaises with Assessor’s Office regarding address changes and updates that will ensure Tax Notices and other correspondence are directed to the correct address; coordinates with Assessor’s Office in research and collection of delinquent personal and unsecured property and removal of uncollectable property from tax records. (15%)
Processes correspondence; prepares redemptions of Tax Lien Certificates; researches deeds; administers property tax credit forms and affidavits for Taxpayers, County Offices and other outside entities; and prepares certified copies of taxes paid from 1951‑1962 for the Radiation Exposure Compensation (Downwinders). (10%)
Communicates with Motor Vehicle Division to ensure delinquent codes are placed on delinquent mobile homes and maintains related documentation; and coordinates with the Sheriff’s Office regarding seizing/auctioning of mobile homes and unsecured property and processing of related documentation. (10%)
Audits and inspects Tax Lien and mobile home files for any new information on taxpayer; investigates Assessor’s maps if in correlation with parcel or manufactured home number; and audits Tax Lien sale ledgers for correct entries. (10%)
Sends Certificate of Purchase and delinquent letters for secured and unsecured taxes at fixed points in calendar; assists Treasurer Services Supervisor in research of parcels, taxpayers, auditing listings, and part‑payments for the Tax Lien Sale and subsequently processing of letters and certified mailings to notify taxpayer that lien has been placed on property. (10%)
Generates file for tax service's research purposes; creates forms and prepares stationery for multi‑mailings of other office projects; and maintains yearly folders for correspondence, PTC, Affidavits and backup information of reports received from other County offices. (10%)
Performs other duties as assigned.
BUDGET RESPONSIBILITIES This position has no responsibility over any type of budget.
PROJECT RESPONSIBILITIES This position does not have project responsibilities.
ORAL COMMUNICATION DUTIES This position explains County procedures or processes, participates in meetings and gives presentations.
WRITTEN COMMUNICATION DUTIES This position creates or edits documents, internal memos, emails and formal letters.
INTERACTIONS WITH THE GENERAL PUBLIC Interacts regularly with internal coworkers and other departmental personnel over the telephone, by email, and/or in person. Incidental contact with the public may occur as part of the work location.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS Sometimes (More than 10% but less than 25% in a year)
MINIMUM EDUCATION REQUIRED High School Diploma or GED.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED 3 years experience; or equivalent combination of education, training and experience.
PROFESSIONAL CREDENTIALS REQUIRED
Notary Public Commission.
Must possess and maintain a valid Driver’s License if position duties require.
KNOWLEDGE REQUIRED Clerical; accounting; banking; property valuation; cash handling/accounting processes and procedures; standard office software applications; customer service standards and protocol; Treasury Office activities and operations; regulations governing treasury activities and related reports and documentation; Deeds and Certificates of Purchase; documentation relative to the seizing of unsecured property; tax rolls and general clerical duties of an office.
SKILLS REQUIRED Active learning; communicating diplomatically; customer service; problem recognition; problem solving; troubleshooting; time management; maintaining cooperative working relationship with others; effectively communicating in written and verbal forms and reports. Respond to tax related inquiries; perform cashier functions; assist with preparing and data entry of tax roll information; prepare lists and documentation, process Certificates of Purchase, plans, prioritizes and carry out assignments with minimum supervision.
ABILITIES REQUIRED Fully and quickly comprehend spoken words; perform mathematical operations; maintain calm demeanor in stressful situation; deductive reasoning; respond to tax related inquiries; perform cashier functions; assist with preparing and data entry of tax roll information; research deeds; prepare required lists and documentation; coordinate the seizing and auctioning of unsecured property; prepare required treasury reports, lists and documentation; standard office software applications and customer service standards and protocol.
PHYSICAL DEMANDS Routinely stands to attend to cash register; regularly stands to attend to customers. Constantly sits to complete reports, operate computers; rarely sits to operate special equipment; occasionally sits to complete a program; regularly sits to attend to other duties. Occasionally lifts under 10 lbs., lifts up to 25 lbs.; rarely lifts up to 75 lbs. Constantly requires dexterity for keyboard operation, for special gadgets and for special machines.
WORK ENVIRONMENT Incumbents in this position generally works in an office environment. Incumbents in this position may constantly spend time in lobby environment.
SAFETY RISK EXPOSURE Incumbents in this position are generally not exposed to safety risk. On rare occasions, incumbents in this position may become exposed to occasional telephone verbal abuse by customers or citizens; mechanical hazards and chemical hazards.
PROTECTIVE GEAR & SAFETY MANUALS Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
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SUPERVISORY RESPONSIBILITIES This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provides backup for Treasurer Services Assistant, when necessary, receiving and processing tax payments; enters data of payments received; balances cash drawers, reconciles deposits for the day, and prepares deposits to be electronically filed for the County; provides partial backup for Treasurer Service Supervisor, when necessary. (20%)
Responds to incoming phone calls and walk‑in inquiries from property owners, developers, title companies, investors, and other debtors regarding property tax bills and general collection information; explains tax laws in understandable terms to taxpayers; researches tax collection and bill issues and prepares related correspondence to taxpayers; processes tax bills and documentation requested by customers; communicates with title companies, banks and mortgage companies. (15%)
Conducts research on secured and unsecured returned mail and liaises with Assessor’s Office regarding address changes and updates that will ensure Tax Notices and other correspondence are directed to the correct address; coordinates with Assessor’s Office in research and collection of delinquent personal and unsecured property and removal of uncollectable property from tax records. (15%)
Processes correspondence; prepares redemptions of Tax Lien Certificates; researches deeds; administers property tax credit forms and affidavits for Taxpayers, County Offices and other outside entities; and prepares certified copies of taxes paid from 1951‑1962 for the Radiation Exposure Compensation (Downwinders). (10%)
Communicates with Motor Vehicle Division to ensure delinquent codes are placed on delinquent mobile homes and maintains related documentation; and coordinates with the Sheriff’s Office regarding seizing/auctioning of mobile homes and unsecured property and processing of related documentation. (10%)
Audits and inspects Tax Lien and mobile home files for any new information on taxpayer; investigates Assessor’s maps if in correlation with parcel or manufactured home number; and audits Tax Lien sale ledgers for correct entries. (10%)
Sends Certificate of Purchase and delinquent letters for secured and unsecured taxes at fixed points in calendar; assists Treasurer Services Supervisor in research of parcels, taxpayers, auditing listings, and part‑payments for the Tax Lien Sale and subsequently processing of letters and certified mailings to notify taxpayer that lien has been placed on property. (10%)
Generates file for tax service's research purposes; creates forms and prepares stationery for multi‑mailings of other office projects; and maintains yearly folders for correspondence, PTC, Affidavits and backup information of reports received from other County offices. (10%)
Performs other duties as assigned.
BUDGET RESPONSIBILITIES This position has no responsibility over any type of budget.
PROJECT RESPONSIBILITIES This position does not have project responsibilities.
ORAL COMMUNICATION DUTIES This position explains County procedures or processes, participates in meetings and gives presentations.
WRITTEN COMMUNICATION DUTIES This position creates or edits documents, internal memos, emails and formal letters.
INTERACTIONS WITH THE GENERAL PUBLIC Interacts regularly with internal coworkers and other departmental personnel over the telephone, by email, and/or in person. Incidental contact with the public may occur as part of the work location.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS Sometimes (More than 10% but less than 25% in a year)
MINIMUM EDUCATION REQUIRED High School Diploma or GED.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED 3 years experience; or equivalent combination of education, training and experience.
PROFESSIONAL CREDENTIALS REQUIRED
Notary Public Commission.
Must possess and maintain a valid Driver’s License if position duties require.
KNOWLEDGE REQUIRED Clerical; accounting; banking; property valuation; cash handling/accounting processes and procedures; standard office software applications; customer service standards and protocol; Treasury Office activities and operations; regulations governing treasury activities and related reports and documentation; Deeds and Certificates of Purchase; documentation relative to the seizing of unsecured property; tax rolls and general clerical duties of an office.
SKILLS REQUIRED Active learning; communicating diplomatically; customer service; problem recognition; problem solving; troubleshooting; time management; maintaining cooperative working relationship with others; effectively communicating in written and verbal forms and reports. Respond to tax related inquiries; perform cashier functions; assist with preparing and data entry of tax roll information; prepare lists and documentation, process Certificates of Purchase, plans, prioritizes and carry out assignments with minimum supervision.
ABILITIES REQUIRED Fully and quickly comprehend spoken words; perform mathematical operations; maintain calm demeanor in stressful situation; deductive reasoning; respond to tax related inquiries; perform cashier functions; assist with preparing and data entry of tax roll information; research deeds; prepare required lists and documentation; coordinate the seizing and auctioning of unsecured property; prepare required treasury reports, lists and documentation; standard office software applications and customer service standards and protocol.
PHYSICAL DEMANDS Routinely stands to attend to cash register; regularly stands to attend to customers. Constantly sits to complete reports, operate computers; rarely sits to operate special equipment; occasionally sits to complete a program; regularly sits to attend to other duties. Occasionally lifts under 10 lbs., lifts up to 25 lbs.; rarely lifts up to 75 lbs. Constantly requires dexterity for keyboard operation, for special gadgets and for special machines.
WORK ENVIRONMENT Incumbents in this position generally works in an office environment. Incumbents in this position may constantly spend time in lobby environment.
SAFETY RISK EXPOSURE Incumbents in this position are generally not exposed to safety risk. On rare occasions, incumbents in this position may become exposed to occasional telephone verbal abuse by customers or citizens; mechanical hazards and chemical hazards.
PROTECTIVE GEAR & SAFETY MANUALS Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
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