Senior Administrative Specialist - Property and Taxation Services

Job Summary

This position serves in a multitude of ways to provide customer service, support, and tax program coordination in a busy Property and Taxation Services office. Provides technical, administrative, and tax program support work requiring the exercise of independent judgment. Provides general and specific property taxation information to customers, clients, members of the public, and local, and state agencies. Determines eligibility for various property taxation program applicants. Completes and assists with special projects as assigned by the Taxation Services Manager and Property and Taxation Services Manager.

Job Description

Serves as front desk coordinator in a busy property and taxation services office, providing customer service, support and assistance in a variety of administrative functions; provides administrative, technical, and general information to department heads, administrative staff, elected officials, general public, and local, state, and federal agencies.
Act as a liaison and recognized point of contact for internal and external customers needing assistance.  answering general and specific questions particular to property and taxation department; maintains knowledge of department and specialized services to receive and direct callers, walk in customers, and email correspondence as needs dictate. Utilizes various internal and state-run systems for completion of work.
Performs meeting coordination for management to include booking appropriate space, communication with participants, creating or compiling materials, and generating and distributing and minutes.
Assists with the preparation of the department budget and tracks department expenditures.
Assists in development, preparation, and implementation of new department practices, forms, record keeping techniques, and systems, modifying existing methods and procedures, and automation of work forms and processes as needed. Initiates and tracks annual updates to department practices and standard operating procedures.
Researches, compiles, creates, and maintains, a variety of documents, forms, procedures, and communication tools for internal and external use.
Assists staff and other county employees  in navigating and use of Property and Taxation Services department pages on SharePoint.,helps staff troubleshoot a variety of issues.
Main point of contact for vendors and suppliers to procure and manage supplies and program materials needs for the department. Maintains inventory of office supplies and submits orders with vendors. Maintains copier, coffee maker, file storage, and office related tools and equipment, including troubleshooting. Processes maintenance and IT requests on behalf of the department.
Analyzes workflow and operations for efficiency and effectiveness and offer suggestions, based on identified needs.
Organizes, coordinates, and assists with special or department projects at the discretion of a supervisor; gathers data and statistics for reports as needed and or requested.
Accesses confidential information from county and state databases; determines and maintains proper usage of the information related to property taxation applications and programs.
Examines and enters real estate descriptions to determine transfers, subdivisions, or combinations of legal descriptions from deeds, surveys, and plats. Provides guidance to Land Records Department as to the acceptance of documents submitted for recording.  
Creates Board actions and resolutions; attends and provides verbal clarification to County Commissioners at County Board meetings.  
Scans and publishes information and notices in newspapers, intranet, and internet for use by businesses, taxpayers, governmental units, and other county departments.  
Performs a variety of program data entry activity: Updates information as required; prepares reports and detailed records as required by the department and State. 
Processes various taxation program applications, including determining eligibility, maintaining software applications, communicating with applicants to ensure complete and accurate information. 
Participates in team and department projects.
Works the hours and/or shifts assigned and begins and ends work on time.
Performs other related duties as required or assigned.
Minimum Qualifications
Requires:

Equivalency of high school graduation and three years of related work experience.

Intermediate level skills in MS Office programs

 A reliable form of transportation for the performance of work responsibilities

Preferred

Experience in an Auditor, Treasurer, or Assessing office, multi-tasking role in support of a busy office, and previous property tax or assessing systems experience.

Supervisory Controls
The employee is under general supervision from the Taxation Services Manager or Property and Taxation Services Manager. Work is typically performed according to established protocols with the incumbent needing to use judgment in setting priorities, work sequences, and in how work is accomplished. Others in the department are available for consultation as needed for difficult or unique situations or problems. Frequently no check of work is made.
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.

Resiliency - Fosters public preparedness and responds when emergencies arise.

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

Knowledge – Knowledge of policies, practices, and services of the organization. Knowledge of proper English spelling, punctuation, and grammar usage. Knowledge of software programs to include, but not limited to, MS Word, MS Excel, MS Power Point, MS Publisher, MS SharePoint, and MS Outlook.

Abilities – Ability to work independently and make decisions concerning choice of procedures to follow.

Ability to multi-task; starting, stopping, and restarting tasks frequently when balancing taskwork and the customer service aspects of the role.

Ability to disseminate information, instructions, and explanations to others regarding a variety of Employee Relations programs and services.

Ability to effectively use a variety of software and databases in the performance of duties; research and prepare reports and review and correct written or numerical reports, accounts, forms, and other documents.

Ability to type accurately from clear copy, rough draft, or voice recordings; ability to compose correspondence.

Ability to understand and follow complex oral and written instructions.

Ability to operate and maintain office equipment.

Ability to maintain moderately complex clerical records and prepare reports from such records.

Ability to maintain working relationships with employees and the public.

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.
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.