Sr. Administrative Assistant, (B251810-4),207, Tax Office Miscellaneous Receivables (MR)

Under the direction of the Tax Department, will administer all Miscellaneous Receivables accounts. Provides basic assistance of other accounts managed by the department such as Tax and Utilities, and provide excellent customer service.ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Responsible for the administration of Miscellaneous Receivables accounts for Hotel/Motel Occupancy Tax, Bingo Tax, Liquor Licenses, Paving Assessments, Demolition Liens, Force Clean Liens, Hazmat, Water Contracts, and Alarm accounts.  
• Responsible for contacting the IST Department and Central Square to request program changes and/or fixes to the programs.
• Responsible for preparation of filing and/or releasing lien documents for all respective Miscellaneous Receivables accounts to include coding of accounts with lien information.
• Is required to be commissioned as a Notary Public in Texas to notarize documents such as but not limited to: liens, releases of liens, tax lien transfers, and any other documents needing notarization for the department and other City departments; Is required to maintain a record book of all documents that are notarize as required by the State of Texas and should produce a copy to the supervisor as requested.
• Responsible for maintaining a petty cash fund for the department if assigned.
• Prepares and balances end of month reports, daily update of Miscellaneous Receivables payments, and bill and mail statements to customers.
• Processes payment transfers and re-apply payments as needed due to customer requests or errors.
• Must work with uncollectible accounts and present to supervisor and/or Director for possible write-off by management.
• Assists with the preparation of the department's financial reports such as the daily cash receipts report and the monthly collection report for tax.
• Assists taxpayers as needed with providing tax information and process mail for Tax, Utilities, and Miscellaneous Receivables accounts as needed.
• Assists in updating the Department’s webpage as needed.
• Recommends ways of improving Miscellaneous Receivables account processes. 
• Attends Director Staff Meetings and City Council Meetings and be prepared to make presentations to City Management and Mayor and City Council as needed.
• Must follow all rules of telephone courtesy in all telephone communications.
• Must display professionalism and respect at all times to City staff and customers.
• Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

• Knowledge in working with several software applications for Miscellaneous Receivables, Property Tax, and Cash Receipts.
• Knowledge of City of Laredo ordinances and Texas Alcoholic Beverage Commission (TABC) laws and regulations.
• Knowledge of department policies, procedures, and practices.
• Knowledge of basic accounting principles, practices, and procedures.
• Knowledge of the basic functions of Miscellaneous Receivables accounts.
• Knowledge of basic mathematics.
• Knowledge of modern office procedures and methods including computers and applicable software, such as AS400, C2G, and Crywolf programs.
• Knowledge of English grammar, spelling, and punctuation.

Skills and Abilities:

• Skill in planning, organization, and time management.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Ability to provide C2G online payment assistance for Tax and Utility customers.
• Ability to input data into a computer accurately and to prepare, maintain, and update account information.
• Ability to ensure accounts reflect accurate, complete, and up-to-date information.
• Ability to balance accounts and recognize deficiencies or unpaid accounts including ability to initiate and ensure collection.
• Ability to take and follow directions from supervisor.
• Ability to train staff as needed.
• Ability to perform strenuous and routine work.
• Ability to be flexible with work schedule, lunch hours, and work assignments.
• Ability to work well under pressure in a fast-paced and stressful work environment.
• Ability to maintain a harmonious and effective working relationships with other employees and respond to general public complaints.
• Ability to orally communicate in English and Spanish and communicate effectively with management, City departments, and outside institutions such as the Appraisal District, the Delinquent Tax Attorney, and title companies.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of the position.
• Ability to maintain a valid Texas Driver License and a good driving record. 

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards.        Occasional outside work.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments
 
 Never

• Street environment (near moving traffic)
• Construction site
• Confined space 

Seldom

• Vehicles
• Warehouse environment

Sometimes

• Outdoor environment

Often

• Office or similar indoor environment

Exposures Position will require the employee to be exposed to the following environmental elements

Never

• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances

Seldom

• Individuals with known violent backgrounds

Frequently

• Loud noises (85 decibels such as heavy trucks, jack hammers, construction)
• Other: (Specify: loud noises from LED televisions at City Hall Annex)

Often

• Individuals who are hostile or irate

Travel Position will require the employee to travel

Never:

• National travel
• International travel

Seldom:

• Local travel
• Regional travel

Required Education and Experience

• Bachelor's degree from an accredited college or university in Business Administration, Public Administration, or related field
• At least five (5) years of experience in high level administrative support

Required Licenses or Certifications

• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.
• Valid Texas Notary Public Commissioned by Texas or must obtain within 6 months of employment (Continued employment is contingent on successfully obtaining required certification(s) and/or license(s) within the specified period of time indicated above from time of hire)

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.


Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.


Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.


A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.

Salary : $46,114 - $57,658