The Collections Tax Assistant is responsible for accurate processing, balancing, and research of property tax payment transactions. This position requires strong attention to detail, excellent customer service skills, and the ability to effectively manage payment discrepancies. The role involves working closely with taxpayers, tax office departments, and external institutions, including banks and bill pay systems, to ensure timely and accurate processing of payments. Additionally provides overflow telephone support and ensuresthat all payment documentation is organized and maintained in compliance with established standards.
Essential Duties and Responsibilities: The incumbent is responsible for executing the duties and responsibilities listed below and all other duties as assigned.
Essential Duties:
Payment Transaction Processing
• Prepare and Reconcile Property Tax Payments: Process and manually enter transactions, ensuring that payments are accurately applied to taxpayer accounts and tax years, and reconciling property tax payment transactions daily to maintain accuracy and compliance.
• Performed Property Tax Transfers and Cancellations: manually updating payment records to ensure accurate account maintenance and compliance with statutory requirements.
• Sort Bank Transactions: Manage the receipt and sorting of all documents from the bank, which include processed/rejected payments and other correspondences for further processing.
Customer Service and Research
• Taxpayer Assistance: Provide outstanding customer service to taxpayers and other departments, addressing inquiries and resolving issues related to property tax payments and transactions.
• Payment Research: Investigate payment discrepancies, including those submitted through the bank or bill pay systems, to ensure accuracy and proper application to taxpayer account.
Telephone Support
• Overflow Telephone Relief: Provide assistance for phone coverage during overflow periods for the property tax and voter departments, ensuring that all incoming inquiries are handled efficiently.
CheckScanning and Documentation
• Remote Lock-box Scanning: Operate the remote lock-box scanner to process and scan checks,ensuring all payment data is accurately recorded and uploaded into the system.
• Maintain Payment Documentation:Manage andmaintain records of processed payments and related correspondence in compliance with the record retention standards.
Payment Research and Corrective Action
• Corrective Workstation Research: Investigate and resolve payment discrepancies flagged by the bank through the Corrective Workstation, ensuring that errors are promptly addressed.
• Bill Pay System Research: Review payments submitted via the bill pay system, ensuring accuracy in payment application and resolution of any discrepancies.
Requirements
Education:
• High school diploma or GED equivalent from an accredited institution within the U.S.
Experience:
• Minimum of three (4) experience in customer service, banking, collections, or property tax-related role.
Preferences:
• Knowledge of property tax payment processes and relevant legal or procedural guidelines.
• Experience with payment processing, payment research, and customer service.
• Familiarity with paymentsystems, including remote lock-box scanning, bill pay systems, and corrective workstations.
Knowledge, Skills, and Abilities:
• Customer Service: Strong communication and interpersonal skills with the ability to handle inquiries and resolve issues efficiently and professionally.
• Attention to Detail: Strong attention to detail, ensuring the accuracy of payment processing,research, and documentation.
• Problem Solving: Ability to analyze and resolve payment discrepancies, ensuring that issues are identified and corrected promptly.
• Time Management: Effective time management and ability to prioritize tasks, especially during high-volume
periods.
• Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word,Outlook) and experience with payment processing software or banking systems is preferred.
• Telephone Support: Ability to manage phone support efficiently, particularly during overflow periods, and provide helpful assistance to callers.
Work Environment:
• Work is performed primarily in an office setting subject to frequent interruptions with extensive work at a computer workstation and site visits to various Tax Offices and community facilities, both outdoors and indoors.
• Flexibility to work evening and weekend hours and occasional overnight travel to conferences and training sessions required.
Physical Demands:
• This role is a standard office role that requires remaining stationary for long periods of time. At times, boxes or equipment must be transported weighing up to 30 lbs