What are the responsibilities and job description for the Office Associate - Treasurer position at Harvey County?

Job Description

JOB DESCRIPTION

Title : Office Associate

Pay Grade : Department :

County Treasurer

FLSA Status : Non-Exempt

Reports To : Vehicle Coordinator

Revision Date : 6 / 10 / 24

POSITION SUMMARY

This position is responsible for providing exemplary customer service and administrative support for the County Treasurer’s department.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

Provides excellent customer service to internal and external customers on a daily basis, tactfully dealing with disgruntled customers and diffusing difficult situations.
Handles customer’s personal information and confidential documents and verifies their authenticity daily.
Responsible for approving confidential documents and accounting for the correct documents in order for the Department of Revenue to print the title.
Ensures confidential documents and information are kept safe and secure.
Processes Commercial Vehicle Fleets.
Processes heavy truck and trailers titles and registrations as well as motor vehicles, motorcycles, motor bikes, ATV’s, RV;s antique vehicles, storage lien’s, lien releases, out-of-state title transfers and purchases, handicapped placards and tag issuance, special plate orders, new vehicle purchases and tag transfers, 60 day permits, repossession titles, vehicle refunds, etc.
Accesses the NMVTIS system with the VIN number for all title work to verify vehicle has not been reported stolen.
Reports stolen vehicle notifications to 911.
Monitors vehicles sold per year and notifies Dealer Services in Topeka if necessary.
Monitors for fraudulent and suspicious vehicle transaction activity.
Verifies all vehicles are insured at time of registration.
Verifies registrations and title application information.
Ensures all vehicles owners have paid personal property taxes prior to registering their vehicles.
Completes continued education courses provided by Harvey County throughout the year.
Flags all vehicle records of unpaid personal property tax owners.
Bills and collects antique vehicle taxes; creates and updates the list of antique vehicles for tax collection.
Processes property tax payments.
Problem solves and corresponds with Department of Revenue on issues with the operation of the computer system and the inability to complete a transaction.
Scans in and accounts for all confidential documents in the computer system.
Issues handicapped placards, 60-day permits and vehicle registrations.
Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and processes office mail in a timely manner.
Maintains a file of all titles needing VIN inspections that are mailed in with liens for customer to pick up a copy and get inspection completed.
Tracks all vehicle supplies and orders as needed from the Department of Revenue.
Answers phone calls for the tax and vehicle departments.
Coordinates with other departments to ensure that appropriate vehicles are on the tax roll.
Works with lienholders to perfect liens on titles and to release paid liens from titles.
Responsible for perfecting liens on titles.
Provides understandable communication with the customers.
Composes routine correspondence; proofreads and mails to customers.
Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
Maintains department-specific electronic and paper filing and record systems and documents to provide easy access to records and information; provides retention of records as required.
Maintains their own cash drawers for vehicle transactions and a separate cash drawer for tax transactions.
Reconciles cash drawers with reports run for each department.
Provides property tax estimates to customers through the State of Kansas website.
Provides sales tax estimates to customers.
Stores confidential documents for the period of time required and then shreds confidential documents when that time has expired.
Knows other states requirements for titles when presented in Kansas.
Assists with end of year processes.
Orders placards, decal paper, month decals, special plate decals, and any other supplies needed for the vehicle processes.
Provides assistance and support to other team members.
Other duties as assigned.

Driver’s License Renewals

Provides excellent customer service to internal and external customers on a daily basis.

Handles customer’s personal information and confidential documents and verifies their authenticity daily.

Maintains all customer information and documents confidential per HIPPA Law.

Required to keep up with the ever changing legislation and knowledge to apply the new laws.

Required to be finger printed and pass a background check prior to any online training.

Required to complete and pass online training in the DRIVS system prior to attending in person classes.

Required to attend a 2 day class for fraudulent documents training in Topeka and pass the test

Records all customers on a spreadsheet daily and balances it with their cash drawer.

Balances individual cash drawers with spreadsheets daily.

Brings cash bags, tokens and daily balancing and places them in the safe inside the vault every night.

Provides service to walk in (Kiosk) customers as well as customers with an appointment.

Provides assistance and support to other team members.

Performs eye tests for customers.

Verifies questions are answered appropriately prior to issuance of licenses.

Provides and scores testing for first time drivers.

Verifies all documents are present and scans them into the computer system as required.

Provides direction for customers that need a full service office rather than a limited service office.

Communicates with Driver Control when needed for assistance with computer issues and down times.

Verifies via the computer system that each customer is a valid customer and not a duplicate applicant.

Responsible to cut the expired license corner off prior to finishing the customer service.

Ability to identify fraudulent documents if presented.

Orders supplies as needed for the Driver’s License department.

Balances monthly totals and submits remittance to the State of Kansas for their portion of the collections.

Keeps records of daily / monthly reports in file cabinet for reference for audits.

MINIMUM REQUIRED QUALIFICATIONS

High School diploma or equivalent and one (1) year of office experience, money handling and balancing and customer service.

Driver’s License Renewals

Must be bondable.

Must be able to attend and pass the required 2 day in person Fraudulent Document classes in Topeka.

Must pass the required online DRIVS course and test.

Must be fingerprinted by KBI and pass a background check.

Vehicle Registration and Renewals

Must be bondable.

Must pass the online MOVRS, KCOVRS and ATMM courses required by the State.

SUPERVISORY RELATIONSHIPS

Works under the supervision of the County Treasurer and follows direction from the Vehicle Coordinator. Employee may need to occasionally choose from defined alternatives to resolve problems but consults with the Coordinator on matters not covered by guidelines. Incumbent has no supervisory responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the various tags offered by the State of Kansas for issuance and the requirements to obtain such tags.

Knowledge of administrative policies and procedures of the County.

Knowledge of current office practices and procedures consistent for this position.

Knowledge of computer software consistent for this position.

Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

Skill in accounting and accounts payable / receivable practices, procedures and methods.

Skill in researching and understanding complex written materials.

Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

Ability to tactfully handle disgruntled customers and diffuse difficult situations.

Ability to learn and utilize the online appointment system.

Ability to keep up with changing legislation and have the knowledge needed to apply the new laws.

Ability to establish and maintain accurate records of assigned activities and operations.

Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.

Ability to think quickly, maintain self-control, and adapt to stressful situations.

Ability to perform mathematical calculations required of this position.

Ability to communicate clearly, concisely and effectively in English in both written and verbal form.

Ability to prepare and maintain accurate and concise records and reports.

Ability to analyze facts and to exercise sound judgment in arriving at conclusions.

Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.

Ability to maintain professionalism at all times.

Ability to maintain effective working relationships with individuals within and outside the organization.

Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.

Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

Essential Physical Functions of the position are provided in the Functional Job Analysis Attachment.

Ability to observe details at close range.

Communication is required for expressing or exchanging ideas so others understand.

Work has no exposure to adverse environmental conditions.

Work is generally in a moderate to excessively noisy office setting.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

by the employer as the needs of the employer and requirements of the job change.

Functional Job Analysis - Clerical.pdfOffice Associate - County Treasurer - Harvey County.docx

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