Tax Assistant

General Statement of Duties

Performs intermediate, skilled administrative work involving the listing and recording of taxed properties, the receipt of ad valorem property taxes and fees, the preparation and maintenance of fiscal and related records, and assisting customers.

Distinguishing Features of the Class
An employee in this class performs a variety of administrative and technical work for the tax administration office. Work encompasses a range of intermediate duties including serving as a department customer service representative, data entry technician, and collection agent throughout the annual property tax cycle. The employee is expected to have a general understanding of the department functions and its services to respond to inquiries and perform daily tasks. Work is performed under the direct supervision of the supervisor in the assigned department and is evaluated through observation, periodic conferences, the quality and effectiveness of work completed, and public feedback.

Duties and Responsibilities
Essential Duties and Tasks

• Assists taxpayers in listing real, personal, and business properties for the purposes of paying taxes, assessments, and fees;
• Receives and answers inquiries, complaints, and service requests within the boundaries of taxation regulations;
• Collects, receipts, balances, and accounts for tax collections and fees daily;
• Enters, verifies, modifies, corrects, and adjusts tax data;
• Prepares periodic reports and summaries and/or compiles fiscal data;
• Prepares, files, and processes real estate cards, listing forms, exemption, appeal forms, and other related documents;
• Prepares transfers and documents ownership of property and estates during peak times;
• Assigns and maintains parcel or listing numbers for real and personal property, ensuring real estate property ownership, real estate data, listing, exemption, or appeal forms;
• Prepares bond letters;
• Researches taxpayers’ vehicle billing questions using North Carolina DMV Stars and North Carolina Vehicle Tax System, Computer Assisted Assessment System (CAAS);
• Researches delinquent tax notices by using the TransUnion system to find current addresses, and Employment Security System to find current employment to update taxpayers' accounts for enforcing collection actions;
• Documents and updates taxpayer's accounts regarding any inquiries and/or collection actions taken on the account;
• Generates and mails correspondence, corrected bills, forced assessed notifications, statements of taxes due, collection action notices such as final notices, delinquent collection notices, and claims against unclaimed money with the Department of State Treasurer in an attempt to collect on unpaid tax bills;
• Prepares real estate property tax hardship payment plan agreements;
• Answers internal and external customers with basic tax questions;
• Researches items for action or refunds as a result of discrepancies or error reports of keying inaccuracies or inaccurate information being provided to the tax office;
• Receives and processes building permits for new construction, remodeling, and alteration;
• Reviews building permits in sufficient detail to determine such elements as amounts of square footage, stated values, number and type of plumbing fixtures, and other characteristics of structure necessary for decisions;
• Dispatches building permits and appeal information to staff appraisers via the creation of work orders through Computer Assisted Mass Appraisal system;
• Researches, checks and confirms physical locations, legal descriptions of property, and such of property to facilitate permit module record activation and creation;
• Prepares and processes bankruptcy claims, which are governed by the United States Federal Bankruptcy Courts;
• Perform clerical work including but not limited to answering the telephone, data entry, typing reports, copying and scanning documents. Assist with the collection of the Beer and Wine License, Gross Receipts on Heavy Equipment Rentals, and Short-Term Vehicle Rentals.
• Performs other duties as assigned.

Additional Job Duties

• Assisting with opening and setting up mail;
• Research return mail and process according to office procedures;
• Assist with business extension request forms;
• Assist Damage Assessment Teams

Recruitment and Selection Guidelines
Knowledge, Skills, and Abilities

• Knowledge of general office practices, procedures, and equipment;
• Knowledge of real estate and property tax laws;
• Knowledge of basic bookkeeping techniques;
• Knowledge of Microsoft Office Suite;
• Skilled in the use of computers;
• Ability to perform mathematical calculations with speed and accuracy;
• Ability to type accurately and at a reasonable rate of speed;
• Ability to communicate and interpret information to a diverse population; and
• Ability to handle irate customers.

Physical Requirements

• Work frequently requires sitting, speaking, or hearing, using hands to finger, handle or feel and reaching with hands and arms, pushing or pulling, and repetitive motions and regularly requires standing, walking, climbing or balancing, and stooping, kneeling, crouching, or crawling.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and detailed and loud talking to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data equipment and observing general surroundings and activities.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

Desirable Education and Experience
Graduation from high school and one to three years of experience in tax, accounting, business management, banking, customer service, or other related areas. Associates degree in accounting or finance preferred.

Additional Requirements
Required to become certified Assistant Tax Collector by the North Carolina Tax Collectors’ Association, and if assigned to real or personal property must obtain certification as a Real Property Appraiser or Personal Property Appraiser within 2 years of employment. Valid Driver’s License.