Administrative Specialist II - Treasurer/Finance Department
Title: Administrative Specialist II
Department: Treasurer/Finance – Farmington City Hall
Open Until Date: Open Until Filled
Hourly Rate: $43,588 - $51,512
Position Summary:
Under the supervision of the Treasurer, performs a variety of account keeping functions associated with maintaining the property tax billing system and processing of property tax payments. Collects, posts and files summer and winter property taxes. Runs weekly tax reports and processes name changes in BS&A system. Attends to counter to take payments and assists residents with inquiries. Provides administrative support to the Treasurer/Finance department.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Maintains the property tax billing system. Processes the collection of property taxes from mail and over the counter payments. Sorts, compiles, scans, and records all tax payments. Makes necessary resident status changes as needed. Updates payment record and ensures city website is updated accordingly to reflect payments.
2. Receives, copies and files all received assessing documents, including property transfers, principal resident exemptions and rescinds. Makes updates in city database and website. Runs deed report to verify any changes. Processes name changes and updates property information weekly.
3. Processes revised tax bills to reflect adjustments to the homestead status, taxable value or assessed value to determine a refund or increase in taxes.
4. Attends the counter and phones and provides general tax and assessing information to citizens at City Hall. Receives and posts payments made to the City including water payments and dog tag licenses. Assists in completing daily/weekly cash-outs, including balancing cash, recording cash receipts, and preparing bank deposits.
5. Logs journal entries for transfers. Files are printed, filed, and stored away for retention purposes annually. Maintains records retention location and schedule.
6. Enters information for upcoming tax bills, including unpaid city services, refuse/recycling balances, and alarm fees.
7. Prints and mails tax reminder letters for unpaid personal and real property taxes before deadline. Prints revised tax statements for the Oakland County Treasurer for delinquent accounts.
8. Completes and submits tax collection data for the US Census Bureau quarterly survey.
9. Performs a variety of general clerical and office duties including typing, making copies, entering data, and completing other projects as assigned. Sorts and distributes mail, files, prepares mailings, and performs other related tasks. Orders and maintains office supplies as needed.
10. Responds to inquiries and provides general and tax information to other departments and the public. Resolves routine issues independently and refers more complex situations to the appropriate party.
11. Performs other duties as assigned.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
- High school diploma, or equivalent required.
- Six months of experience in an office setting. Experience in customer service is helpful. Previous experience in a municipal setting preferred.
- Strong knowledge of City services, organizational structure, and general municipal operations to effectively direct and assist the public.
- Some knowledge of accounting principles and practices. Knowledge of the methods and techniques of record keeping, filing, records management, and financial reporting.
- Skill in maintaining and updating records and related systems, assembling and analyzing financial data, tax information, and preparing comprehensive and accurate reports.
- Skill in responding to public inquiries and internal requests with a high degree of diplomacy and professionalism.
- Skill in the use of office equipment and technology, including computers, database systems, and other related software. Ability to perform cashier duties
- Ability to type, enter data, and prepare reports with speed and attention to detail.
- Ability to communicate effectively and present ideas and concepts orally and in writing.
- Ability to establish and maintain effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, City officials, professional contacts, and the public. Demonstrate good listening skills.
- Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities.
A background check is required, along with driver’s license verification, drug test, and physical.