Position Summary: Under the supervision of the Deputy Treasurer, the Clerk III Tax Assistant performs complex clerical fiscal duties involving bookkeeping, receiving, receipting, recording and accounting for funds collected through taxes and department receipts. The employee in this position is expected to balance daily motor vehicle and tax collections interfacing the state motor vehicle system with the County Budgetary system and provide information and assistance to the public and other departments. The position requires the ability to act independently to understand and explain regulations and department policies providing courteous accurate, efficient customer service creating a favorable impression as a representative of the County.
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Answers the telephone and address questions and concerns from the public and/or directs the public to the correct department;
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Attends training sessions;
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Collects, applies and tracks current and advanced tax payments;
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Collects and maintains NSF Records;
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Completes and prepares daily, monthly reports such as electronic fund transfer, tax reports;
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Ensures personnel follow consistent processes for balancing and tax unit placement of funds;
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Initiates and processes adds and abates;
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Maintains motor vehicle tax unit addresses to ensure correct tax distribution by tax unit;
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Maintains state tax payment programs;
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Prepares Treasurer’s checks;
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Utilizes and interfaces information from multiple state and county software;
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Verifies general ledger input accuracy of receipts and disbursements (check-outs);
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Works closely with attorney tracking delinquent person property tax collections and foreclosure sales;
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Maintains and tracks accounts with State set off program;
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Prepares motor vehicle refund checks from accounting system;
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Prepares report for unclaimed property;
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Prepares tax overpayment and other required checks;
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Process electronic mortgage company payments;
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Process mail in and on line tax payments;
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Processes payment under protest;
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Verifies report for homestead recipients and post payments;
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Handles, records and transfers large transactions and quantities of money, balancing accounts, drawers or both;
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Balances on a daily basis; balances end-of-day reports and receipts and makes daily deposits;
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Maintains and updates filing, mailing, database systems, and records, either manually or using computer-related software to update information;
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Checks and verifies the input and source documents, may run necessary reports, prints reports, and prepares records;
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Uses software to enter and produce correspondence, reports, tables, and financial schedules;
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Completes research of items to determine appropriateness;
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Scans documents into system;
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Opens, sorts, and routes incoming mail, email, faxes; answers correspondence, and prepares outgoing mail;
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Compiles, copies, sorts, and files records of office activities, business transactions, and other activities;
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Performs other duties as deemed necessary or as required.
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Performs Motor Vehicle Clerk work.
Certificate, License: None.
Required Education and/or Experience: One year related experience, High School Diploma or G.E.D.; or equivalent combination of education and experience. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after six months in the position.
Preferred Education and/or Experience: Two years related experience, High School Diploma or G.E.D.; or Associate’s degree; or equivalent combination of education and experience. College coursework in business machines and bookkeeping.
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Ability to be self-motivated and to function independently and perform under stressful situations;
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Ability to establish and maintain effective working relationships with other employees;
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Ability to operate a calculator, computer and other related office equipment and maintain complex detailed records;
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Ability to reliably and predictably carry out duties;
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Ability to express or exchange ideas by means of communication, convey and receive detailed or important information and instructions to and from the general public;
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Ability to read and interpret documents such as State of Kansas guidelines, regulations, and applicable statutes, operating and maintenance instructions, and procedure manuals;
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Ability to write routine reports and correspondence;
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Ability to speak effectively before groups of customers or employees of an organization;
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Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals;
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Ability to compute rate, ratio, and percent and to draw and interpret bar graphs;
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Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form;
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Ability to deal with problems involving several concrete variables in standardized situations;
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Knowledge of procedures and laws regarding tax collection;
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Knowledge of general office practices and procedures, accounting and bookkeeping principles;
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Knowledge of principles and processes for providing customer and personal services;
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Skill in leadership.
Problem Solving: Problem solving exists in this position. Problems include resolving citizen’s complaints and concerns within the statutes and guidelines set by the office.
Decision Making: This position requires independent decisions be made within established procedures and guidelines. All decisions are subject to review by supervisory personnel.
Accountability: Employee is accountable for the accuracy of the transactions they complete and the funds they collect.
Supervision: Supervision is provided and job related decisions are reviewed by the department head or supervisor as necessary. This employee must be able to complete daily assignments following prescribed policies and procedures of the department. Employee does not have responsibility over subordinate personnel.
Personal Relationships: Continual contact with other county departments and the general public. Requires the ability to communicate professionally and courteously with others.
Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate. The work environment may involve dealing with upset customers.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; 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. Lifting, moving, pushing or pulling up to 10 pounds does not generally occur. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus, distance vision. Heavy computer data entry requiring sustained movement of the wrists, hands and/or fingers.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all essential functions, marginal functions, responsibilities, duties, and skills required of personnel so classified in this position.
