Tax Specialist

Job Summary

Performs highly independent, professional, and technical services in the area of property taxation, property tax programs, property tax delinquencies, property forfeitures and communication to residents and taxpayers. Working collaboratively with Auditor, Treasurer, Assessing, Customer Service, and Land Records staff, this position supports a multi-task-oriented Property and Customer Services Division, focusing on specialized areas. The incumbent plays an important role in determining eligibilities for impactful property tax programs, providing accurate information to property owners by understanding complex state statutes, researching, and recommending beneficial programs, and serving as a liaison between the county and our property owners.

Job Description

ESSENTIAL DUTIES

• Assists customers in various situations, including walk-ins, email, and telephone inquiries.

• Serves as contact for mobile home and mobile home park owner and maintains mobile home information.

• Calculates complex delinquency and confessions of judgement fees and penalties, requiring the utmost care to ensure property owners do not retain or lose their properties in error.

• Organizes schedule with team between counter, email, telephone, and desk duties on a rotating basis; ability to multi-task and prioritize daily work, customer needs, and projects.  

• Assists, trains, and provides one-on-one help to customers and the public when they are using the public terminals for accessing property records and online application services.

• Compiles and inputs extremely detailed data needed to process information for various documents and reports; produces, generates, and assists in ensuring accurate reports are sent per regulatory guidelines to various government agencies.

• Responds to and provides timely, courteous, and effective service to an extensive variety of high-volume public inquiries by phone, email or in person to customers with questions or concerns regarding Land Records, Customer Service, Property & Taxation Services, as well as general county inquiries. Makes phone calls to regulatory agencies on customer’s behalf as needed.

•  Coordinates and collaborates with MDOR to report, research and review claims of fraudulent homestead activities in order to ensure the intended and appropriate level of taxation is born by various properties within the County.

•  Administers and manages tax pre-payments; balances and provides direction to Customer Service staff for the processing of escrow payments.

•  Provides technical and detailed information to the public regarding current and delinquent property taxes, technical questions relating to MN state laws, property classifications, and state tax programs.

• Assists with various communication and planning duties, such as general mailings, performing mail mergers, returned mail processing, NCOA follow-up, supply ordering, daily mail, and inter-office mail.

• Examines and enters real estate descriptions to determine transfers, subdivisions, or combinations of legal descriptions from deeds, surveys, and plats. Provides direction to Land Records Department as to the acceptance of documents submitted for recording.

•  Identifies and monitors aggregate extraction sites, operators, haulers, and importers. Bills reviews aggregate tax amounts due. Assesses appropriate penalties when due. engages County Attorney's Office for prosecution on failure to comply with state statutes.

•  Determines proper property classification by verifying property use with County Assessor, sending and receiving applications, and determining qualifications of state programs.

•  Receives and processes special assessment certifications and payments.

•  Oversees and manages the tax delinquency, bankruptcy, and tax forfeiture processes manages and oversees Confession of Judgment payment plans, including determination of qualification, assures compliance with Minnesota Statutes, and manages all cancelations of contracts due to non-compliance. Conducts public and private property auctions.

• Communicates necessary information in verbal and written forms to the Minnesota Department of Revenue.

•  Prepares, conducts analysis, and submits requested and statutory reports for state and local governments, Certified Public Accountant (CPA) firms, and Bond Counsel.

• Creates Board actions and resolutions; attends and provides verbal clarification to County Commissioners at County Board meetings.

•  Creates forms and checklists for internal and external use. Scans and publishes information and notices in newspapers, intranet, and internet for use by businesses, taxpayers, governmental units, and other county departments.

•  Follows all statutorily required laws in complying with mailing and affidavits, posting and affidavits, publishing and affidavits, and working with the Sheriff's Office in providing in-person service and affidavits for various processes throughout the year.

•  Processes splits, combinations, plats, or other adjustments. Responsible for the deletion of parcels and instruction to the assessors as to changes they need to make in the mass appraisal system. Administers all maintenance to the value and linkage of parcels for the purpose of extending tax rates and taxes.

• Creates download files and reports to the Minnesota Department of Revenue. Work collectively with the department and other counties to ensure accuracy of homesteads within the county. Assesses penalties against those persons who are claiming fraudulent homestead.

• Manages County Debt register for all taxing authorities within the county.

• Acts as a passport acceptance agent, processing passport applications, including providing photos and expedited services.

• Provides off-site issuance of passports after regular work hours to large groups within the community.

• Responsible for the administration of various taxation program applications, including determining eligibility, maintaining software applications, communicating with applicants to ensure complete and accurate information.

• Scans, indexes, and verifies accuracy of documents affiliated with various programs.

• Participates in team and department projects; may lead some efforts.

• Works the hours and/or shifts assigned and begins and ends work on time.

• Performs other related duties as required and/or assigned.

MINIMUM QUALIFICATIONS

• High school diploma

• Two years' work experience in a demanding customer service position in the area of program eligibility or working in a multi-task-oriented environment.

• Proficient in Microsoft Excel.

• A reliable form of transportation for the performance of work responsibilities is required.

PREFERRED QUALIFIATION(S)

Has experience working in a County Auditor, Treasurer, Assessor, or Recorder office.

One must obtain and remain current with MN DOR Property Tax Calculation Certification, complete Assessment Laws and Procedures course through MAAO, complete Auditor-Treasurer Course through Minnesota Department of Revenue and attend Legal Description workshop within one year of hire or as soon as offered. Must obtain certification as a passport acceptance agent within six months of hire.

SUPERVISORY CONTROLS

The employee is under general supervision from the Deputy Auditor/Treasurer and the Property & Taxation Services Manager with considerable latitude for independent judgment. Work is performed according to established procedures, verbal/written instructions, and according to state regulations.

CORE COMPETENCIES AND ABILITIES

Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of the principles and techniques of property assessment.

Knowledge of complex property taxation concepts.

Knowledge of the Minnesota Statutes pertaining to assessment, taxation, and delinquency processes and procedures.

Knowledge of basic office management techniques.

Knowledge of techniques for effective customer service.

Abilities – Ability to read and interpret legal documents and descriptions.

Ability to provide effective customer service.

Ability to prepare written reports.

Ability to perform basic property tax calculations.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. In the performance of work employees may deal with angry or upset customers. Overtime and some evening hours are required to meet the needs of service. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.