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Department / Division: TAX COMMISSIONER / ADMINISTRATION
FLSA STATUS: Non-Exempt
CLASSIFICATION: Non-Personnel System
PAY GRADE: 13
Purpose of Job
The purpose of this job is to provide secretarial and administrative
support services to all divisions of the Tax Commissioners Office. Duties and responsibilities include, but are not limited to, typing
correspondence, reports and other materials maintaining division calendar
and appointment book serving as department receptionist, providing
information to the public via telephone, and performing additional tasks as
assigned.
Essential Duties and Responsibilities
The following duties are normal for this job. These are not to be
construed as exclusive or all-inclusive. Other duties may be required and
assigned. Types correspondence, reports and other material for the Tax Commissioner
and other departmental personnel notarizes legal documents as needed
maintains correspondence, statistical and budget related files for
department. Maintains calendarappointment book for the Tax Commissioner and the
Administrative Assistant registers Tax Commissioner and other employees
for conferences and seminars schedules departmental training for
employees makes hotel reservations when needed. Provides information to the public by telephone and in person directs
calls to the appropriate personnel andor department assists taxpayers
with information regarding laws, interest, penalties, deadlines, appeals,
address changes, homestead exemptions, mill rates and other tax information
requested. Prepares expense reports and authorizations for invoices and submits them
to finance department for payment monitors expenditures under current
departments budget and notifies Tax Commissioner for line item transfers
provides historical data from previous expenditures for preparation of
budget reconciles budget monthly. Processes all returned check correspondence maintains file for deadline
review andor delivery to Magistrate Court for collection processes and
distributes weekly payout checks to various agencies types letters andor
checks for overpayment of taxes and mails to proper recipients. Maintains inventory of all supplies types purchase order requests serves
as fixed assets coordinator for department. Distributes mail to appropriate personneldepartment prepares outgoing
mail. Assists public with digest and cross reference books performs research for
taxpayers, attorneys, and tax assessors as needed. Prints duplicate bills for taxpayers files copies of refund checks. Assists in the maintenance of Tax Commissioners files. Performs other related duties as required.
Knowledge, Skills and Abilities
Has general knowledge of the laws, policies, procedures, and activities of
the Tax Commissioners Office, Tax Assessors Office and the Clerk of Court
records division as they pertain to the performance of duties relating to
the position of Administrative Assistant. Has the ability to compile,
organize, prepare and maintain an assortment of records, reports and
information in an effective manner and according to office andor
governmental regulations. Has comprehensive knowledge of the terminology
used within the office. Has the ability to communicate effectively with
supervisors, and other staff members. Has the ability to use independent
judgement in routine and non-routine situations. Has the mathematical
ability to handle required calculations. Is able to utilize and understand
computer applications and techniques as necessary in the completion of
daily assignments. Has the ability to plan, organize andor prioritize
daily assignments and work activities. Is able to comprehend and apply
regulations and procedures of the department. Has a good working
knowledge of modern office procedures, Tax Office functions, unified
government purchasing procedures, basic accounting and procedures and
methods as required in the performance of duties. Has skill in the
operation of computer applications utilizing various software as necessary
in the performance of job duties. Has skill in the operation of various
office equipment including computer, typewriter, copier, facsimile machine,
and calculator.
Minimum Training and Experience Required to Perform Essential Job Functions
Associates degree in accounting, bookkeeping, secretarial sciences or
related field with three years of administrative or related experience
required or any equivalent combination of education, training, and
experience which provides the requisite knowledge, skills, and abilities
for this position. Must successfully complete annual mandated
certification courses taught by the State Department of Revenue and the
University of Georgia.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of
machinery and equipment including computer, typewriter, copier, facsimile
machine and calculator. Must be able to use body members to work, move or
carry objects or materials. Must be able to exert up to twenty pounds of
force occasionally, andor up to ten pounds force frequently. Physical
demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires the ability to compare and or judge the readily
observable functional, structural, or compositional characteristics
(whether similar to or divergent from obvious standards) of data, people,
or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak andor signal
people to convey or exchange information about complex issues to an angry
or irritable general public.
LANGUAGE ABILITY: Requires ability to read a variety of informational
documentation, directions, instructions, and methods and procedures. Requires the ability to prepare correspondence using prescribed formats and
conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and
confidence.
INTELLIGENCE: Requires the ability to learn and understand
administrative principles and techniques to acquire and be able to expound
on knowledge of topics related to primary occupation and to make
independent judgement in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information,
to explain procedures, and to follow oral and written instructions.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas
add and subtract totals multiply and divide utilize determine
percentages interpret graphs compute interest. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with office equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such
as automated office equipment, control knobs, switches, etc. Must have the
ability to use one hand for twisting or turning motion while coordinating
other hand with different activities. Must have minimal levels of
eyehandfoot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between
colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond
giving and receiving instructions. Must be adaptable to performing under
considerable stress when confronted with an emergency and dealing with an
irritable general public.
PHYSICAL COMMUNICATION: Requires the ability to talk andor hear:
(Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).
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