MANAGER, EXEMPTIONS, DEEDS, & TAX ROLL

Job Description

Job Description

SALARY: Starting at $77,250

SUMMARY: Supervise the activities of the Exemptions, Tax Roll, and Deeds Divisions and plan, train, and coordinate the duties of staff. Coordinate quality assurance support about consistency, accuracy, and uniformity of annual exemptions administration, compliance investigations, and processing of recorded instruments.

DUTIES AND RESPONSIBILITIES: The essential duties of the Manager, Exemptions, Deeds, & Tax Roll include but are not limited to the following:

• Work closely with the Director of Tax Roll Services to ensure the timely completion of departmental goals.
• Establish and evaluate staff workloads, workflows, deadlines, and work objectives.
• Ensure appropriate staff scheduling to maintain full coverage, including standing in for team members as needed.
• Supervise the Deeds and Exemptions Supervisors and work closely with the Constituent Services Manager to ensure adherence to approved work plans, project management requirements, deadlines, training, and required task completion.
• Supervise, counsel, and evaluate subordinates relative to job performance. Conduct employee performance evaluations for relevant staff.
• Oversee the review, evaluation, and verification of exemption applications for accuracy and eligibility. Establish and maintain sufficient documentation for the applicant’s exemption qualification.
• Review compliance cases with individual investigators and the Exemptions Supervisor.
• Approve compliance case determinations and notices of intent to lien before recording with the Comptroller’s Office.
• Assist Supervisors as necessary in responding to and addressing inquiries from taxpayers regarding exemptions, compliance investigations, and deeds. Address taxpayer questions regarding exemption denials, recorded liens, and deeds. 
• Confer with the Mapping division regarding metes and bond deeds and/or other inquiries and manage the Tax Roll Services duties regarding the Split/Combo process. 
• Conduct a follow-up review of exemption compliance cases to determine if liens should be rescinded or revoked by the office. 
• Request and review all exemption reports to ensure the accuracy and maintenance of property tax exemptions. 
• Assist with problem resolution, including incoming exemption letters and documents, approval of tax roll certificate of corrections, response to inquiry letters, as well as file creation and maintenance. 
• Assist team members with  inter/intradepartmental problem resolution. 
• Participate in the hiring process, internal advancement/promotion, and any other changes in staff status. Recommends progressive disciplinary action, up to and including termination of employment, when appropriate. 
• Review invoices for services provided to each team to ensure billing accuracy. 
• Assist in the preparation of the annual Tax Roll Services Budget 
• Review Confidentiality Requests from taxpayers. 
• Work closely with the Constituent Services Manager to ensure that constituent service staff are informed of all statutory and/or office policy changes regarding exemptions and provided necessary training, including presentations and event organization and participation within the community.  
• Prepare, track, and process certificates of correction to the tax roll. Coordinate and communicate with the Tax Collector’s Office as well as the Florida Department of Revenue relating to certificates of correction. Adhere to Florida State Statutes, quality assurance, and procedures related to corrections to the tax roll. Update and maintain internal procedures.
• Train, educate, and support all OCPA staff on all issues related to the VAB and certificate of correction processes, in addition to the TRIM QC team and process.
• Oversee the VAB process for Personal and Wholly Exemptions. Oversee the processing of Wholly Exemptions.
• Conduct monthly check-ins and annual growth plans.
• Oversee and serve as back-up for all duties related to coordination and processing of all non-ad valorem assessments, including file upload and download, posting of assessment, quality control, communication with taxing authorities, processing and tracking of all assessments and certifications. 
• Oversee all duties related to quality control and posting of annexations.
• Assist Director of Tax Roll Services with tasks associated with the annual tax roll schedule, performed in order to meet statutory deadlines dictated by the Orange County Property Appraiser, Florida Statutes, and Department of Revenue regulations. Adhere to the tasks and functions of the tax roll calendar.
• Assist the Director of Tax Roll Services with the performance of all tasks associated with the preparation, balancing, and certification of the Orange County tax roll, sale qualification procedures, and all printing and mass mailing activities associated with the agency.
• Coordinate with other departments regarding exemption, compliance, and deed issues.
• Meet all attendance and punctuality requirements by reporting for work consistently and on time in accordance with the office policy.
• Perform other duties as assigned. Duties, responsibilities, and activities may change at any time, with or without notice.
• SUPERVISORY RESPONSIBILITIES: This position is responsible for one or more direct reports.
• SKILLS AND QUALIFICATIONS: 
• Years of experience: Must have five (5) years of supervisory experience. Must have experience in exemption administration, public administration, law enforcement, investigative work, or customer service. 
• Education: Must hold a bachelor’s degree in business administration, public administration, or other related field from an accredited college or university. 
  • Substitution: High School Diploma or possession of GED Certificate and six (6) years of experience as an appraiser in a government assessment office; or two years of experience as a private real estate appraiser; or an equivalent combination of education, training, and experience that would reasonably be expected to provide the job-specific competencies.
• Certificates, licenses, and registrations: The professional designation of Certified Florida Evaluator (CFE) is preferred.
• Computer skills required: Database Software (Access); Internet Software; Spreadsheet Software (Excel); Contract Management Systems; Project Management Software; Word Processing Software (Word); Electronic Mail Software (Outlook); Presentation software (PowerPoint). 
• Must be proficient in Adobe Acrobat. Ability to create and edit PDF documents, prepare fillable forms, and share and review forms.
• Additional Skills required: Ability to rapidly acquire and retain knowledge of administrative and procedural regulations; proven attention to detail, reliability, and outstanding organizational skills; and ability to prioritize multiple projects under minimal supervision.
• Should have knowledge of basic investigative techniques, an ability to collect and analyze evidence, an ability to write accurate investigative reports, and an ability to maintain effective working relationships with others. 
• Must possess excellent written and verbal communication and interpersonal skills. 
• Must have the ability to implement new and innovative procedures. 
• Must possess the personality and temperament necessary for working under stress in dealing with the public. Ability to communicate tactfully and courteously with the public. 
• Language Skills: Bilingual in English and Spanish preferred.