Tax Specialist IV (Tax Office Employees Only)

Job Summary

Are you a Travis County Tax office employee interested in taking the next step in your career? The McKinney Falls Motor Vehicle division is recruiting for a Tax Specialist IV to add to their division! Responsibilities include training, supervising, and evaluating new Tax Specialists, conducting Quality Assurance reviews of incoming phone calls and emails, and updating job resources used by Tax Specialists such as knowledge bases and job aids. If this opportunity for advancement is of interest to you, apply now!

Under limited supervision, performs advanced clerical tasks involving independent judgment. Performs various tasks of a specialized nature, including processing registrations, property tax payments, court fines, fees and complex titles. Completes special projects. Analyzes and completes financial reports. Applies knowledge of motor vehicle, tax, court, and voter registration policies to customer circumstances and works to resolve customer issues. Performs as a lead worker and acts in a supervisory capacity, as required.

DISTINGUISHING CHARACTERISTICS:

This is the fourth in a series of four tax-related job classifications within the Administrative Support job family. This classification is distinguished from the Tax Specialist III in that incumbents typically have specialized training, perform detailed application and job duty review/ audits, perform advanced cash handling procedures in remote substations, create and deliver specialized training and perform in a supervisory capacity, as required.

Duties and Responsibilities

Responsibilities include:

• Providing day-to-day supervision and evaluation of employees in their first 120 days of employment

• Overseeing the department orientation and training schedule for new employees

• Conducting one-on-one and small-group training

• Documenting procedures for new and experienced employees

• Coaching new and experienced employees side-by-side

• Conducting random reviews of emails and recorded calls using a quality assurance checklist

• Providing quality assurance documentation and feedback to Tax Specialists and Tax Supervisors

• Tracking and communicating performance trends and identifying areas needing improvement

• Applies functional knowledge to analyze and respond to matters requiring basic knowledge of department policies and procedures. Performs and conducts research and interpretation in various substantive areas, including whether registrants comply with Texas Traffic Laws, Property Tax Code, Alcoholic Beverage Code, and Texas Election Law. Applies knowledge to system of court fines and fees to determine necessary method of transaction completion. Analyzes extremely complex tax accounts/court cases and legal documents.

• Processes registrations, motor vehicle title applications, property tax payments, court fines, and fees. Determines eligibility and compliance of voter registration applications. Returns incomplete voter registration applications to applicants with explanation of additional information required. Performs tasks necessary to complete mail-in license registration, subcontractor renewals and processes complex title applications.

• Records transactions and maintains manual and computerized journal entries. Processes financial reports, including receipts, claims, and disbursements. Performs cashiering functions on a rotating basis and balances cash drawer at the end of shift. Balances tax revenues to tax payments and receipts daily. Receives, posts, and issues receipts for fee payments or other charges and submits monies and pertinent information to appropriate departments.

• Assigned to a substation, performs detailed office opening and closing procedures. Performs all cash handling duties, including start-up funds, balancing, and cash variances of subordinates.

• Interviews and communicates with difficult defendants and complex property owners regarding financial status and delinquency of accounts or cases and with great latitude approving payment terms. Reviews delinquent accounts and contacts responsible party(s) for payment. Initiates and approves subordinates legal action, as required.

• Maintains effective document, file, and record retrieval system. Maintains accountability for files processed through the system. Enters data from document receipts into automated record system. Compiles information using computer systems. Audits data entry reports and prints final reports for other departments.

• Provides customer service and responds to customer inquiries in-person, by phone and email regarding services, policies, procedures, laws and regulations, including gathering information and statistical data, creating databases, and generating reports using spreadsheet and database software. Submits written responses to the public and division stakeholder. Provides direction and information to the public on procedures, forms and regulations. Provides public with file information in person and by telephone and may act as the primary contact for assigned functions. May perform general office activities, such as ensuring facility availability, opening, closing doors, and assisting in administrative staff support.

• May staff service counters, information booth, drive-through, and lobby areas to assist customers.

• Performs detailed application review of tax office, title service and substation transactions. Works with accounting/ auditors to ensure title service compliance with contracts and state and local laws.

• Creates and delivers advanced training related to property tax and motor vehicles. Monitors training and works with supervisors/ managers to schedule continuing education classes.

• Performs special projects, as required. Serves as a reference to subordinate personnel and routinely reviews the work of others for completeness and timeliness. Performs supervisory duties, as needed.

• Performs other job-related duties as assigned.

Minimum Requirements

Education and Experience:

High School diploma or G.E.D. AND eight (8) years of increasingly responsible customer service, office/clerical experience, including the operation of modern office procedures and computer equipment to include word processing, spreadsheets, databases, and a variety of software packages;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to perform the duties and responsibilities of this job successfully.

Licenses, Registrations, Certifications, or Special Requirements:

Received designations as a Professional County Collector (PCC), Certified Tax Office Professional (CTOP) and Professional Deputy Assessor-Collector (PDAC)

Completed the Travis County Lead I, II, and III Classes

Completed all required TXDMV Learning Center Modules per Transportation CodeSection 520.023 based on the access level

Preferred:

Negotiation experience

Call center experience

Auditing experience

Valid TexasDriver's License

Knowledge of:

• Advanced customer service skill and conflict resolution.

• Advanced knowledge of Texas Traffic Laws, Motor Vehicle Title and Registration laws, Property Tax Code, Alcoholic Beverage Code, and Texas Election Law.

• Advanced knowledge of Texas Local Government Code and Texas Code of Criminal Procedure pertaining to civil and criminal offenses.

• File management and techniques.

• Principle and procedures of record keeping.

• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.

• Business letter writing, grammar and punctuation, and report preparation.

Skill in:

• Serving as a backup to the supervisor.

• Working with customers, both in person and on the phone.

• Assisting employees with complex problems.

• Resolving complex problems.

• Attention to detail.

• Accounting best practices.

• Creates and conducts specialized training.

• Conducting research and presenting information.

• Processing financial reports, including receipts, claims, and disbursements.

• Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.

• Working independently.

• Analyzing data.

• Negotiating payment plans.

• Recording and compiling material for reports.

• Operating a variety of modern office equipment, including a computer.

• Both verbal and written communication.

Ability to:

• Resolve customer issues and maintain a production schedule.

• Compile data and present it clearly and comprehensively.

• Understand and carry out verbal and written directions.

• Establish and maintain effective working relationships with department clientele, representatives of outside agencies, other County employees and officials, and the general public

Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting for extended periods, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

This position does not qualify for telework while supervising new employees in their 6-month probationary period or when in-person training or side-by-side coaching is scheduled.