Job Summary

To provide office support for the Treasurer’s Office, including mailing of tax statements, collection of tax payments, and sending out of proposed taxes, along with helping customers at the counter and on the phone with tax issues, passports and marriage licenses.

 

Supervision Received

Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks.

 

Supervision Exercised

No formal supervisory authority.

 

Essential Functions

This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.

 

1. Collects local taxes, such as real estate, personal property, mobile home lease sites, deed, mortgage, registry, delinquent taxes, and mineral interest taxes, according to Minnesota State Statutes by preparing and mailing tax statements, collecting tax payments, validating and posting receipts, data entering transactions on ledgers, balancing books, maintaining files, scanning tax records, and other bookkeeping and clerical duties while using proper mathematical skills.
2. Prepares, mails and files tax documents for escrow accounts. Reconciles bank statements, closes, and balances departmental ledgers and books as required by departmental procedures by applying accounting techniques and principles. Assists the purchasing agent (County Administrator) with overseeing and processing internal requests for county credit cards for all departments.
3. Processes marriage licenses and passport applications. Implements and maintains the MN Marriage License Index system.
4. Operates office equipment, including but not limited to, typewriters, computers, calculators, adding machines, mail machines, fax machines, photocopier, phone system, folder, scanner and other specialized equipment depending on the needs of and nature of the department.
5. Drafts, types and distributes communications. Makes and receives telephone calls and may perform other related departmental clerical responsibilities.
6. Acts as receptionist, receiving the public and recording telephone messages.
7. Performs data entry.
8. Interprets and explains policy regulations and procedures so that laws and regulations are understood by answering questions and inquires posed by employees and the general public.
9. Attends training and meetings as needed.

• Performs other related duties as assigned or apparent.

 

Minimum Qualifications

Requires a one year certificate or diploma from a college or technical school in Administrative Support, Finance, or Accounting, plus two or more years of general office support experience, or an equivalent combination of education and experience sufficient to perform the essential duties of the position.

Must have superior customer service, computer, and communications skills, as we as demonstrate accuracy and attention to detail with frequent interruptions. Strong multi-tasking skills are essential.Prior experience working with legal descriptions, real estate taxes, or bank teller experience is beneficial.

Must be bondable. Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

 

Passport Certificate of Completion issued by Minneapolis Passport Agency/US Department of State.

For passport services, an employee must also meet the following qualifications:

• Be a United States citizen or U.S. national

• Be at least 18 years old

• Be approved by the Department of State

• Be a permanent employee of the designated facility (not temporary, ad hoc, contractual, or volunteer) or be an employee on-site at a Passport Agency

• Be unable to issue, create, or amend citizenship or identity documents, such as birth certificates and driver's licenses

• Be all of the following:

o Not presently on parole or probation related to any Federal, state, or local convictions

o Not presently under indictment for a Federal, state, or local felony

o Not presently under indictment for a misdemeanor related to breach of trust or moral turpitude

o Free of any Federal, state, or local felony convictions

o Free of any Federal, state, or local misdemeanor conviction related to breach of trust or moral turpitude (i.e. embezzlement, document fraud, drug offense, or dishonesty carrying out a responsibility involving public trust)

 

Knowledge, Skills, and Abilities Required

Knowledge of:

1. County and departmental policies, procedures, and practices.
2. Federal, State, and local laws, rules, and regulations relevant to the work performed in this position, including Minnesota Property Tax Laws
3. Passport and marriage laws and procedures;
4. Accounting sufficient to prepare financial statements, apportions tax and perform other duties of the office.
5. Basic investment principles and requirements.

 

Skill in:

1. Typing skill sufficient to complete 30 net words per minute without errors.
2. Strong computer skills sufficient to perform the duties of the department, including preparing spreadsheets.
3. Reading, writing, and speaking English proficiently.
4. Time management, organizing, and prioritizing work.
5. Communication and interpersonal skills as applied to interaction with coworkers, supervisor, and the general public sufficient to exchange or convey information and to receive work direction.

 

Ability to:

1. Present a positive attitude in the workplace, promote a spirit of teamwork and cooperation, and be able to treat co-workers, supervisors, and staff with respect, honesty, and consideration.
2. Independently resolve problems arising in the scope of duties.
3. Maintain data privacy and confidentiality.
4. Ability to read and understand legal descriptions. Ability to find individual parcels using legal descriptions, or by name or address, using MCIS, Web Fusion or the plat book.
5. Understand and follow passport guidelines for accepting passport applications, and meet US Department of State guidelines.

 

Language Skills

Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

 

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common

fractions, and decimals. Ability to draw and interpret bar graphs. Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

Reasoning Skills

Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

 

Computer Skills

To perform this job successfully, an individual should be proficient at using the following software:

 

E-time, Webfusion, Microsoft Word, Excel, Outlook, AS400, Application Extender, MACO E-counties, VISA Information Management, Internet, and other job-related software.

 

Ability to Travel

Limited travel required for occasional meetings in and out of Aitkin County. Some of these meetings require leaving before and returning after normal business hours.

 

Competencies

To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):

 

Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving, project management, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, change management, leadership, quality management, business acumen, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, initiative, strategic thinking, and innovation.

 

Work Environment

The noise level in the work environment is usually moderate.

 

Equipment and Tools

Computer, copier, fax, telephone, printer, 10-key Calculator, hand tools, folder, shredder, postage machine, emergency weather-alert system, county-owned vehicles, personal vehicle (requires proof of insurance on file), and other job-related equipment.

 

Physical Activities/Requirements

Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 50 pounds.

 

While performing the duties of this job, the incumbent performs light to medium work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

 

Working safely is a condition of employment. Aitkin County is a drug-free workplace.

 

Disclaimer

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.

 

Reasonable Accommodation Notice

The County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

 

05/13/2014

 

 

 

Our Vision: We strive to be a county of safe, vibrant communities that place value on good stewardship of local resources.

Our Mission: Aitkin County’s mission is to provide outstanding service in a fiscally responsible manner through innovation and collaboration with respect for all.

Our Core Values: Collaboration, Innovation, Integrity, People-Focused, Professionalism