Senior Tax Records Specialist

Description

Job posted until filled.

GENERAL DESCRIPTION:

The purpose of this position is to perform a variety of routine and complex clerical, technical, accounting, and legal support assignments in support of the Oconee Auditor’s Office. Assist to assess Real, Business, Personal Property, and Manufacturing, Utilities, Aircraft and Vehicle taxes while adhering to applicable South Carolina statutes. Provide customer service to both internal and external clients, assisting with daily operations, and accurately documenting and communicating information. The specialist is also responsible for assessing various properties, processing refunds, managing tax notices, and maintaining detailed records.

ESSENTIAL JOB DUTIES:

To perform this job successfully, an individual must be able to perform the essential job duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job.

• Calculates, receives, and posts various taxes; balances receipts daily; prepares deposits; processes refund as appropriate; generates daily reports for various county offices; prepares and submits state reimbursements for homestead and MFGR to the SC DOR; assists the local school district and municipalities with their annual budgets and statutory requirements.
• Researches all tax files through county departments and databases, including multiple county and state software systems, legal records, internet sources, Department of Motor Vehicles, Department of Revenue, and Department of Natural Resources.
• Provides professional and courteous customer service via telephone, email, and in-person interactions regarding tax payments, delinquent tax inquiries, current tax inquiries, Forfeited Land Commission, SC DOR Exemptions, vehicle, boat or motor, aircraft, homestead, real estate estimates or inquiries, manufacturing, fee in lieu of tax, and notary services.
• Assists customers with Homestead Exemption applications, verifying eligibility based on age, disability, and residency.
• Researches returned mail and establishes the best address available.
• Processes business taxes through the SC DOR.
• Directs and supports office staff with software, legislative, and procedural questions, providing training and onboarding for new employees.
• Provides administrative and clerical assistance, including extensive filing, mail processing, phone and fax communications, email communications, and general office upkeep.
• Prepares tax records for the annual tax roll and verifies that proper procedures have been followed and all research has been completed.
• Processes deeds, assignments, cancellations, and assists customers relating to tax sales and the Forfeited Land Commission, including all notifications, correspondence, payments, and accounting related thereto. Processes annual financial reports to the county Finance Office to assist with the annual auditor's report regarding the new and sold FLC properties.
• Inputs, updates, and retrieves computer data.
• Creates databases, spreadsheets, and forms to assist in the research of records.
• Prepares Forfeited Land Commission for public and updates the website as needed.
• Prepares written public correspondences for citizens regarding returned payments, refunds, check returns, and general questions asked of the office.
• Prepares and processes reports for the department head, county departments, and other entities.
• Attends all necessary training, workshops, meetings, and council or staff meetings as required to stay updated on legislative and procedural changes.
• Processes inter-department communications and correspondences.
• Works with outside vendors to ensure all data is sent and received properly to process weekly, monthly, and annual renewals.
• Obtains Watercraft Files from the vendor via SC DNR.
• Values monthly watercraft boats and motors for taxation, tax record research, and municipal coding.
• Obtains Weekly FTI file from SC DMV to charge all new vehicle purchases.
• Obtains monthly vehicle files, including valuing, tax record research, and municipal coding.
• Generates monthly reports of vehicle and watercraft values, assessments, and abatements.
• Manages online applications for homestead, appeals, and all other inquiries.
• Assists with changes sent from other offices.
• Emails DMV and DNR weekly reports for sales and refunds obtained within the county.
• Manages aircraft annual returns, assesses, values, and inputs data for the fall tax roll.
• Manages documented vessels' annual returns, assesses, values, and inputs data for the fall tax roll.
• Retrieves, saves, and researches monthly deed listings to assist with homestead file accuracy.
• Works with outside vendors as needed for system changes.
• Assesses real and personal property taxes, including vehicles, watercraft, and business personal property, adhering to South Carolina statutes.
• Issues and processes supplemental tax notices for vehicles and boats, verifying title and residency, and obtaining assessments.
• Verifies and documents tax district codes using GIS mapping for accurate millage charges.
• Processes refunds for sold vehicles, ensuring proper documentation and calculation of refunds.
• Assists with monthly deed reports, vehicle renewals, and dealer due reports, verifying information and generating necessary notices.
• Manages and archives documentation, including dealer notices, refunds, and change forms, ensuring accurate filing and retrieval.
• Cleans and maintains work areas, ensuring a tidy and sanitary environment.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Extensive math and accounting skills.

Knowledge of South Carolina Statues relating to real estate and personal property tax laws and vehicle renewal laws.

Knowledge of Real Estate taxation, transfer, ownership, and mapping.

Knowledge in the legal requirements of the Treasurer, Delinquent Tax, Assessor, and Register of Deeds.

Skills in problem-solving and ability to multi-task.

Knowledge of the policies and procedures of county offices, including the Treasurer, Delinquent Tax, Assessor, Register of Deeds, GIS, Finance, and Building Codes.

Ability to communicate effectively orally and in writing. 

Ability to communicate with the public; Exceptional customer service skills.

Good interpersonal skills; Good analytical skills.

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent, and two (2) years of related work experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Required: None.

Preferred: Notary Public.

PHYSICAL DEMANDS:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

This position has the following special vision requirements: close vision (clear vision at 20 inches or less); distance vision (clear vision at 20 feet or more); color vision (ability to identify and distinguish colors); peripheral vision (ability to observe an area that can be seen up or down and to the left and right when vision is fixed on a given point); depth perception (three-dimensional vision, ability to judge distances and spatial relationships); adjust focus (ability to adjust the eye to bring an object into sharp focus). 

WORK ENVIRONMENT:

Work is performed in a relatively safe and secure indoor office environment.

Oconee County is an equal opportunity/affirmative action employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or military service in employment or the provision of services. The County is committed to achieving excellence and strength through diversity and seeks a wide range of applicants for its positions so that one of our core values, a qualified and diverse workforce, will be affirmed.