Office Assistant III - City Assessor

Job Title

Under immediate supervision, performs a variety of basic clerical, administrative, and customer service duties in support of the City Assessor's Office. Serves as the primary point of contact for residents by providing information regarding assessment records, property transfers, exemptions, and related services. Provides cross-functional support to the Treasury Division by assisting customers with payments and other public service transactions as needed. Open to SEIU Salaried Members and the Public.

SEIU Salaried Members must apply within the first 14 days of this posting to be considered as an in-house candidate. Any applications received after the first 14 days will be considered with applications from the public.

Applications will be screened. Those qualified will be invited to participate in performance testing and an oral interview. Applicants must successfully pass each of the selection processes by a score of 70% or better to proceed in the process. This posting is subject to close after 14 days.

Major Duties

Maintains property records by reviewing deeds, land contracts, and transfer affidavits, and related documents and entering ownership changes into the property tax assessment software.

Reviews deeds to ensure legal description and parcel information are accurately recorded.

Provides clerical support including filing, typing, copying, date entry, faxing, ordering supplies; and sorting, opening and distributing mail for the Assessing and City Treasury divisions.

Provides information regarding assessments, homesteads, transfer affidavits, and personal property statements to the public and to other City departments in person, by telephone, or electronically.

Enters property information, permits, inspections, and other related records into the assessment database.

Provides customer service support to the Treasury Division as needed by:

• Receives monies owed to the City by the public, such as water bills, property taxes and miscellaneous payments.
• Inputs Treasury revenue data into computerized system by calling up proper accounts and receipting payments.
• Processes and images revenue payments using Creditron.
• Balances daily cash receipts, prepares deposit and reconciles daily cash reports.

Assists with special projects including document imaging, records management, filing system improvements, Transfer Affidavit administration, report preparation, and other administrative support activities.

Provides administrative support for Board of Review meetings, including scheduling appointments, preparing agendas and materials, copying appeals, and maintain meting records.

Assists appraisal staff by entering permits for inspections, preparing property split and combination documentation.

Performs other duties as assigned.

Job Requirements

Education: High School Diploma or GED equivalent required. Experience:

• Two (2) years of clerical or administrative support experience that included customer service and data entry responsibilities.
• At least six (6) months cash handling experience preferred.
• Intermediate computer proficiency with MS Office applications, including Excel and Outlook and the ability to learn departmental software including BS&A.
• Must possess strong attention to detail and accuracy with numerical data and recordkeeping tasks.

Knowledge of:

• General office procedures and practices.
• Customer service principles.
• Office recordkeeping practices.
• Cash handling procedures.
• Property legal descriptions, plat maps, and real estate terms, desirable.

Skill in:

• Attention to detail.
• Data entry and records maintenance.
• Cash handling and balancing.
• Communication and customer service skills.
• Organizational and time management, with the ability to manage multiple assignments, prioritize tasks, and meet deadlines with a high degree of accuracy.

Ability to:

• Effectively and professionally communicate both verbally and in written format with a variety of internal and external contacts.
• Answer questions and determine appropriate course of action relative to incoming calls or requests.
• Interpret and apply established policies, procedures, and regulations.
• Establish and maintain effective working relationships with coworkers and the public.
• Operate standard office equipment such as multi-line telephone, personal computers, calculators, scanner, copy machines, fax machines, etc.
• Maintain confidentiality and exercise discretion when handling sensitive and secure information.

Working Conditions

Work Environment Work is performed in an office environment with no exposure to environmental conditions. The noise level is typically moderate (e.g. business office with typing and/or computer printers). Physical Demands:

• Work primarily sedentary and requires prolonged periods of sitting with occasional standing and walking.
• Continuous sitting with frequent standing or walking.
• Frequent reaching with hands and arms, fine manipulation, and use of computer keyboard, mouse, calculator, and telephone.
• Requires the ability to communicate effectively and to observe, read, and interpret written and electronic information with or without reasonable accommodation.

Benefits

The City of Saginaw offers a competitive benefits package to full time employees.

• Blue Cross Blue Shield Health Care with low bi-weekly employee premium contributions (low deductibles and out-of-pocket maximums).
• Dental Insurance and Vision Plan; 100% employer-paid premium
• MERS Hybrid Retirement Plan: 2 plans in one - Defined benefit plan with the investment choice of a defined contribution plan.
• Healthcare Savings Plan: Savings Plan to help you prepare for the costs of health care after you leave employment.
• City-paid life and accidental death & dismemberment.
• 13 Paid Holidays
• PTO (Paid Time Off) days based on length of service; accrual can be up to 22 days during the first year of employment.
• City-paid short and Long-Term Disability Benefits
• Deferred Compensation Program: Voluntary 457 and Roth IRA
• Tuition Reimbursement Program
• Employee Assistance Program (EAP)