Office Assistant - Treasury

Office Assistant – Treasurer’s Office Part-Time

Department: County Manager Department

Immediate Supervisor: County Treasurer

Supervises: None

Pay Grade: NE6 - $19.13 - $25.87

Hiring Range: $19.13 - $22.50 - depending on experience

Status: Part Time

Classification: Non-exempt / eligible for overtime

Primary Place of Work: Old Courthouse – 203 Eureka Street; Central City, Colorado

Primary Responsibility: Performs a variety of clerical duties including but not limited to: Assisting County departments with their deposits, assisting the public in the research and payment of property taxes and responding to inquiries of taxpayers regarding their taxes.

Supervised by: County Treasurer

Supervises: N/A

FLSA status: Non-Exempt

Open until filled or for a minimum of one week

Main Job Duties:

Clerical:

• Collects and receipts money from county departments.
• Cash County issued warrants for employees and departments.
• Answers telephone calls, provides information to customers; screens telephone calls, transfers calls, takes and maintains messages and returns phone calls as necessary.
• Proofs warrants that were downloaded and entered into Tyler by the Tax Representative. Acts as backup person to download daily warrants paid out by the Board of County Commissioners from Wells Fargo. Also acts as backup person to enter daily warrants by fund into Tyler and balance the warrants.
• Balances end-of-day till (computer cash drawer) and makes daily bank deposit per office policy.
• Disseminates a variety of information to various agencies, divisions or departments via telephone, mail, email or fax.
• Maintains documents in storage per state archive office policies. Shreds documents as needed.
• Types and composes memos, letters, EOM spreadsheets, reports and general correspondence from rough draft; issues official forms and documents.
• Processes bad checks by entering information into the computer system, notifying county departments and receiving payment from customers.
• Orders and maintains office supplies.
• Opens and distributes mail daily. Picks up mail as needed.

Taxes:

• Receipts in taxes from walk in customers including Redemption and Endorsement payments.
• Assists with entering tax payments received through the mail.
• Researches addresses from returned tax notices and re-mail.
• Assists Treasurer in coordinating tax lien sales, including but not limited to:
  • Sending copies of sale information to prospective buyers.
  • Preparing registration sheets. Updating these lists.
  • Registering buyers.
  • Entering related information into software and generating reports.
  • Proofing and posting of public notices. Updating these lists.
  • Preparing summary report after sale.
• Assist with stuffing and mailing delinquent and lien holder tax notices.
• Assists with proofing new Treasurer Deeds. Stuffing and mailing Treasurer Deed notices.
• Balances the endorsement payments by making sure the endorsement payments are receipted in correctly and recorded on correct certificates.

Public Trustee:

• Assists with proofing all new foreclosure computer data entry; proofing news notices both before and after publication.
• Assists with mailing the 1st and 2nd foreclosure combined notices, copy return envelopes for scanning as proof of mailing; processes the Weekly Register-Call notices for payment.
• Maintains the Public Trustee foreclosure book.

Additional Job Duties:

• Performs other duties as assigned by County Treasurer or Chief Deputy Treasurer and any duties needed to stabilize an emergency situation.
• Update County Newsletters.

Material and Equipment Used:

• Computer
• Adding Machine
• Fax
• Copier
• Phone System
• General Office Equipment

Qualifications:

• Education: High School diploma or equivalent or any combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential functions of the job.
• Computer literacy, including Microsoft Word and Microsoft Excel, and ability to learn new programs.
• Mathematical skills to handle required calculation for tax processing.

Ability to:

• Use tact, discretion, initiative and independent judgment within established guidelines.
• Maintain courteous and effective working relationships with County staff, officials and general public.
• Organize work, set priorities, meet critical deadlines and follow up on assignments.
• Deal with problems involving several concrete variables in standardized situations.
• Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; and the ability to listen.

Knowledge of:

• Basic bookkeeping.
• General office procedures.
• Recordkeeping, report preparation, filing methods and records management techniques.
• Knowledge of and ability to research, compile, summarize a variety of informational and statistical data and materials; prepare clear and concise reports, correspondence and other written material.

Certifications:

• Must possess FEMA ICS 100 and 700 certifications within six (6) months of employment.

Working Conditions:

• Work is performed in a normal office environment.
• The incumbent’s working conditions are moderately quiet.

Physical Demands:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Ability to:

• Physically operate a variety of equipment such as computers, copiers, facsimile machines, printers, etc.
• Concentrate and pay close attention to detail with frequent breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.
• Perform all physical movements necessary for office administration.

Experience:

• Six months to one year of related office experience preferred.

• Part-time and Temporary staff are ineligible for the following benefits; medical, dental, vision, 401A, Life Insurance, Short-term & Long-term Disability plans in additional to Long-term care. See the benefit details at the end of the job posting for part-time options.

Benefits for Part Time and Temporary Employees:
Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.
Retirement: As a part time or temporary employee you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.
Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!
Gilpin County Parks & Recreation Membership: You will receive free employee membership.