ASSISTANT COLLECTOR - EXCISE

ASSISTANT COLLECTOR (Excise) 35 Hours per week $47,814 - $65,049 annually Definition Skilled bookkeeping, accounting and data processing work related to the collection and maintenance of motor vehicle excise tax accounts; works with Deputy Collector; all other related work, as required. Supervision Works under the general supervision of the Deputy Treasurer/Collector of Taxes, in accordance with established methods and procedures; issues requiring clarification are referred to the supervisor. Work Environment Performs work in busy office conditions; the volume of work is subject to cyclic fluctuations; additional hours are required to complete assignments. The employee operates standard office equipment and financial software, Munis, the Registry of Motor Vehicles system, ATLAS, Outlook, Excel, and any other software used by the Town in the future. The employee has ongoing contact with taxpayers, town departments, and the Registry of Motor Vehicles and Deputy Collector. Contacts are in person, by telephone, e-mail, or in writing. Employee works closely with Assessor’s Office staff. The employee has access to personal information about taxpayers. Failure to pursue collections could result in delay or loss of service and monetary loss. Essential Duties and Responsibilities Reviews commitment sheet and original excise tax bills; issues bill file to the Deputy Collector; issues first reminder notice and demand bills; submits monthly report to the Treasurer pertaining to billing schedule. Coordinates Deputy Tax Collector responsibilities for bill printing, postage reimbursement delivery of warrant and service warrant to delinquent taxpayers; maintains accurate and detailed records; prepares monthly management reports for the Treasurer and works with the financial software to ensure that systems are in place to monitor tax collection activity; works with the Deputy Collector to transmit "marked" registrations for non-renewal for all accounts that are delinquent to the Registry of Motor Vehicles. Performs data entry for motor excise cash receipts as needed; balances receipts entered to daily deposit and outstanding excise; maintains a cash receipt journal for motor excise collection activity, detailing interest and other charges; maintains all periodic worksheets and records; balances accounts; maintains detailed listings; reconciles to Comptroller's records. Reviews abatements from the Assessors; refunds credit balances. Reviews and verifies the daily activity screen report and other reports related to the motor excise billing function; processes change of address requests; reports to Head Cashier that work is in balance. Responds to inquiries from the public relating to excise tax issues and other functions of the Tax Collector's office, by telephone and written correspondence; resolves difficult customer-service issues via telephone, email, or in-person. Maintains inventory of supplies related to the motor excise billing function; ensures that all motor excise transactions are bound annually. Prepares reports and detail for the annual audit of the excise system. Assists other assistant collectors, account clerks and cashier with assignments, as necessary; provides information to other assistant collectors in the processes and procedures for automobile excise collections. Reviews written procedures relative to the motor excise system; recommends new methods, procedures and ideas for improving operations, consistent with the goal of providing a high level of customer service. Assists Cash Manager with basic bank reconciliations. Performs similar or related work as directed, required, or as situation dictates. Recommended Minimum Qualifications Education and Experience High school diploma; advanced training in bookkeeping or accounting; three years of office experience; municipal experience preferred; or an equivalent combination of education and experience. Knowledge, Ability and Skill Thorough knowledge of office practices and procedures. Knowledge of account maintenance procedures and computerized accounting systems. Familiarity with municipal taxation procedures. Ability to organize time and accomplish tasks with accuracy and attention to detail. Ability to work effectively under time constraints to meet deadlines. Ability to learn and use the Registry of Motor Vehicles system. Ability to organize and maintain financial records. Mathematical ability. Ability to communicate effectively verbally and in writing. Ability to read and understand applicable local, state and federal rules and regulations; ability to learn and apply expert level knowledge of Massachusetts’ excise laws. Strong organizational and interpersonal skills. Excellent computer skills. Experience working in financial software and use of excel or other spreadsheet software. Physical Requirements Minimal physical effort is required to perform duties under typical office conditions. The employee is frequently required to stand, walk, sit, speak, hear, use hands to operate equipment and lift materials weighing up to 30 pounds. Vision requirements include the ability to read routine and technical documents and use a computer. Additional Information This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change. Code 1295-1 Location TREASURER Grade OFFICE 5 Group 680 UNION Job Class ASSISTANT COLLECT WATER/EXCISE #J-18808-Ljbffr