FLSA: Non-Exempt
Reports To: Chief Deputy Treasurer / Treasurer
Summary of Position: Under the supervision of the Chief Deputy Treasurer, the Deputy Treasurer IV performs a variety of complex administrative tasks in managing the day-to-day operations of the Treasurer’s office.
Essential Job Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
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Balances daily cash receipts;
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Runs cash receipt summary report;
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Verifies all cash receipts entered by Treasurers against reports and corrects any funds entered into the wrong accounts;
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Balances daily cash figure adding in EDI’s or EFT’s;
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Posts cash receipts to revenue if needed;
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Files cash receipts paperwork and deposit tickets;
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Prepares state deposits;
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Records Information Form 800 (Deposit Certificate);
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Makes deposit per E-Pay system electronically;
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Enters deposit into Virginia Department of Accounts Financial Certification (Local Treasurer Deposit);
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Maintains computer ledger recording collections for State and Delinquent Fines Courts Collections;
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Receives and processes email notifications of State EDI’S;
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Prints EDI when received and makes cash receipts files with fund # to deposit monies into correct funds;
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Receives EFTS - get copies from bookkeeper of bank account and make cash receipt files with fund # to record deposits into correct funds and enter these records into cash receipt system and balance at the end of day;
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Faxes copies of EDI’S and EFT’S to departments that have requested;
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Receives State Income Payments Reports (Balance Dues) from Commissioner of Revenue Office of individuals who have filed. Mails statements on delinquent accounts and sends monthly penalty and interest until money is paid by taxpayer;
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Performs monthly audit of Treasurers;
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Receives and enters balance due payments in the Keystone System (State Income) that are unpaid when return was filed. Maintains exonerations records from State;
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Records electronic deposits into cash receipt funds;
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Processes refund checks from overpayment and makes notation on account;
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Processes journal entries for refunds less than $5.00 which are not refunded;
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Processes health refund and building refund checks as requested;
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Communicates with other departments within the County concerning funds needed;
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Responsible for Virginia Department of Taxation collections, uncollected and monthly certification of reconciliation for locality;
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Submits jury claim invoices and building permit levy fee invoices to Richmond;
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Responsible for monthly balancing of all revenues;
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Generates and distributes juror payments;
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Creates and distributes local sales tax revenue to Towns of Chatham, Hurt, and Gretna;
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Processes and balances overpayments report;
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Prepares end of month abatement report spreadsheet for auditors;
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Verifies daily cash amounts and makes the bank deposit;
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Provides Deputy Treasurer I with items that need to be handled as unclaimed property;
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Monitors the positive pay program;
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Prepares and presents all documentation necessary for audits.
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Serves as back-up to the Chief Deputy Treasurer in his/her absence.
Core Competencies:
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Customer Focus
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Communication
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Collaboration/Teamwork
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Personal Accountability/Delivering Results
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Diversity and Inclusion
EDUCATION AND EXPERIENCE: High School diploma or equivalent. Bachelor’s degree in related field is preferred. A minimum of two (2) years related experience is preferred. For advancement consideration to the Chief Deputy position, the employee will have a minimum of 2 years’ experience in the role of Deputy Treasurer IV.
Required Knowledge and Skill:
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Ability to build effective working relationships with co-workers, banking and investment officers in the financial community, major credit rating agencies, and other public agencies and government officials;
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Possess strong written communication skills and be able to provide excellent customer service;
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Thorough knowledge of applicable State and Federal statutes, rules, codes, and regulations;
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Budgetary practices and terminology;
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Financial recordkeeping and bookkeeping practices and techniques;
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Principles and practices of governmental accounting;
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Principles and practices of auditing financial documents and records;
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Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone;
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Ability to interpret, apply and explain applicable state laws, codes, and regulations;
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Ability to interpret, explain and apply principles and practices of general, fund, and governmental accounting;
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Demonstrate initiative and independent judgement within established procedural guidelines;
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Proficiency using Microsoft Office and other programs, including Keystone is essential.
Certifications and licenses: Certified Deputy Treasurer required, or ability to attain certification within two (2) years from employment date.
Environmental Factors and Conditions/Physical Requirements: This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and repetitive motions, frequently requires using hands to finger, handle or feel and reaching with hands and arms and occasionally requires standing, walking, pushing or pulling and lifting; work requires close vision, distance vision, ability to adjust focus, depth perception, color perception, night vision and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and operating motor vehicles or equipment; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, moderate traffic).
This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. The County reserves the right to modify the job description as deemed appropriate.
Equal Opportunity Employer
