SPECIALIST I, EXEMPTIONS

SUMMARY: This position provides exemption information, assists taxpayers by telephone, correspondence, and in person, and reviews and researches the eligibility of applicants for exemptions. DUTIES AND RESPONSIBILITIES: The duties of Specialist I, Exemption include, but are not limited to, the following: Assist the public in the application process of filing for homestead and other exemptions. Review applications and information provided by applicants and from other sources to determine the eligibility of applicants for exemption purposes. Utilize the Internet and in-house tools to determine the eligibility of exemptions applied for. Review and process system reports and information from other sources to determine the eligibility of applicants for exemptions. Scan and sort returned receipts, questionnaires, returned trims, and denials before further processing from the Exemption Department. Assist in the collection and maintenance of appropriate documentation for exemptions. Collect, review, and distribute all mail to the Exemption Department. Assist with preparing documentation to substantiate denials of property tax exemptions before and after Value Adjustment Board hearings, including maintaining and processing information in the CAMA system. Process liens and denials of property-based tax exemptions Assist with preparing, distributing, and maintaining Transfer of Assessment Limitation Differential (Portability). Assist other departments as necessary. Duties, responsibilities, and activities may change at any time, with or without notice. Process Exemption Status Change and Address change forms. Meet all attendance and punctuality requirements by reporting for work consistently and on time in accordance with agency policy. Bi-lingual in English and Spanish is preferred; but not required. Perform other duties as assigned. Duties, responsibilities, and activities may change at any time, with or without notice. SUPERVISORY RESPONSIBILITIES: This position does not have direct reports. SKILLS AND QUALIFICATIONS: Years of experience: Must have two (2) years of experience in a PA or related experience. Education: Associate’s degree (AA) or equivalent from a two-year college or technical school and two years of PA or related experience. Substitution: Two (each) years of required education may be substituted by two (2) years of work experience. Each year of required work experience may be substituted by two (2) years of additional education. Certificates, licenses, and registrations: The employee can begin the CFE designation process following their initial 180-day trial or “introductory” period as a new OCPA employee and may be eligible for CFE incentive pay upon completing the program. Computer skills required: Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook). Must be proficient in Adobe Acrobat. Ability to create and edit PDF documents, prepare fillable forms, and share and review forms. Additional Skills required: Ability to communicate professionally and interact effectively with all levels of personnel, including management staff and support staff. Ability to work efficiently and effectively in a hybrid (remote and in-person) environment. Demonstrate attention to detail, reliability, outstanding organizational skills, and ability to learn new technology. Ability to work on multiple matters simultaneously in an organized manner and under minimal supervision. Must have strong telephone and interpersonal skills and the ability to problem solve and find solutions. Must be able to operate and use standard office equipment. Should be familiar with and able to utilize personal computers and standard office software. Must be able to quickly gain a working knowledge of all departments' various activities, including office practices and procedures. Must possess the personality and temperament necessary for working under stress in dealing with the public. COMPETENCIES: Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Productivity - Follows the organization’s policies and procedures; Completes assigned tasks correctly and on time; Strives to increase productivity while maintaining standards; Supports organization's goals and values. Job Knowledge - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. Reliability/Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to work hours necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Independence /Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent action within parameters of authority assigned to position by Property Appraiser. Creativity/Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Sets and achieves challenging goals. Generates suggestions for improving work; Develops innovative approaches and ideas. Interpersonal Skills - Focuses on solving conflict, not blaming; Listens to others without interrupting; Keeps emotions under control and maintains professional demeanor; Remains open to others' ideas and tries new things. Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions; Asks for and offers help when needed. Communication - Demonstrates ability to communicate concisely and effectively with others; Employs positive and professional communication techniques at all times with respect to organizational communications; Exhibits excellent listening skills; Writes clearly and informatively; Follows organization policy with respect to work communications. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with change, delays, or unexpected events. Problem-Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. Attendance/Punctuality – Is punctual, observes prescribed work breaks/meal periods, and has an acceptable overall attendance record. Leadership/Supervisory - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively and positively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others; Asks for and offers help when needed. WORKING CONDITIONS AND PHYSICAL DEMANDS: Working conditions are those typically encountered in an indoor office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions: The employee is required to frequently: report to the office, traverse the office, sit at length, or otherwise maintain a stationary position while performing duties, transport equipment and files, operate and utilize the organization’s data management systems (including its computer network, internet, intranet, and all affiliated systems), and communicate with coworkers and constituents. The employee must frequently lift and /or move more than 20 pounds. The employee must perceive, identify, observe, inspect, and assess data, property, and/or persons as necessary to perform the essential job duties. SPECIAL WORKING CONDITIONS: All county employees may be called upon to assist other departments in a declared emergency situation (i.e., Hurricane). SPECIAL PROVISIONS: While employed by the Orange County Property Appraiser, must not for gratis or for compensation: engage in any real estate activities such as, but not limited to, buying, selling, or acting as a broker for others; appraise property; sell OCPA computerized database information; engage in any outside computer programming or consulting. Employees and household members may not own or hold a financial interest in an appraisal business.