Tax & Billing Manager

Billing SupervisorUnder general direction from Treasury Services Manager, supervises, leads, oversees, performs, and participates in the billing function in accordance with statute, City code, policy, and current practice; recommends and evaluates procedures to ensure integrity of billing data, timeliness of billing, and imposition of proper penalty and interest amounts; performs a variety of complex account and statistical recordkeeping work; provides information and assistance to the public regarding bills and collection procedures; produces periodic tax and other billing reports for senior management; and performs a variety of complex office support assignments.Essential Job Functions and ResponsibilitiesEssential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.Assumes management responsibility for assigned services and activities of the Finance Department; manages work related to the City's financial functions including billing and collection.Participates in the selection of assigned staff; performs lead supervision over lower level staff; works with employees to correct deficiencies; assists in implementing discipline procedures and performs employee performance evaluations.Trains assigned employees in their areas of work including appropriate methods, procedures, and techniques; verifies the work of assigned employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications.Assists with the compilation of billing data.Monitors records of receivables to identify delinquents. Provides individual instruction and assistance to clear delinquent accounts.Implements collection of delinquent receivables by contacting residents regarding delinquencies and deficiencies by telephone or letter in compliance with the Fair Debt Collection Practices Act.Negotiates and monitors payment plans when necessary.Cooperates with the County to gather necessary information needed to project the tax revenue for the fiscal year, information includes but is not limited to the annual tax digests, millage rates, and homestead exemptions.May perform a variety of specialized functions related to maintaining the City's tax and sanitation billing system; troubleshoots problems; coordinates with information technology staff to implement upgrades; assists in testing patches; writes basic queries for tax and sanitation billing, audits queries developed by others.Prepares documentation illustrating accounts due, penalties, and interest.Determines the need for and prepares tax liens in compliance with applicable federal, state, and City laws, including required letters, worksheets, and other required documentation.Updates internal supporting records related to each account worked, including current collection activity, relevant data necessary to identify outstanding receivable balances, audit determinations, and other relevant information.Responds to the more sensitive and difficult public inquiries in a courteous manner; researches, resolves, and responds to customer problems and complaints in an efficient and timely manner, explains collection policies and procedures to the public.Participates in the development of goals and objectives as well as policies and procedures; makes recommendations for changes and improvements and participates in the implementation to existing standards, policies, and procedures; monitors work activities to ensure compliance with established policies and procedures.Maintains all billing system databases including but not limited to: updates mailing and location addresses, telephone numbers, ownership information, and reporting frequency requirements; reactivates dormant accounts; cancels accounts; sets up master tables for new and existing districts for local improvement and maintenance districts in the property system; performs research related to ownership, account status, and payment histories; verifies legal access to information; researches and resolves unidentified payments and researches returned mail.Creates, updates, and distributes financial reports, schedules, vouchers, and records pertaining to assigned area.Prepares tax work papers, schedules, exhibits and summaries necessary to develop and support findings and/or recommendations.Assists in the design, development, implementations, and maintenance of billing accounting systems.Reviews and analyzes a variety of billing preparation, receipting and general accounting documents and verifies the accuracy of computations.Supervises the preparation and publishing of legal notices and delinquent tax lists.Performs all work duties and activities in accordance with City policies and procedures.Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment that supports achieving the department's and the City's mission, objectives, and values.Supervises billing records and posts amounts to the general ledger.Establishes and maintains internal control procedures and ensures that accounting standards are met.Monitors revenues received; performs internal review of customer service activities and cash management procedures.Coordinates administrative/operational functions in support of the department's business goals. Analyzes financial business processes and confers with management to document financial procedures and determine department's functional requirements. Develops procedures to improve organizational effectiveness and respond to regulatory changes, operational issues and/or discrepancies.Performs a wide variety of personal contact and phone work which includes answering questions, screening, providing information, accepting payments, supplies information requiring knowledge and interpretation of department policies and procedures. Follows up on questions/problems to ensure customer satisfaction.Reviews department policies and procedures and evaluates the effectiveness of operations. Conducts continuing analysis of departmental effectiveness, efficiency, responsiveness, management methods, policies, systems, procedures, techniques, records, etc. and recommends the best options and practices for improving operational effectiveness. Observes operations and procedures to ensure that previously identified problems are being addressed and resolved.Generates management reports on revenues, receivables, and collections.Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of public accounting and finance; incorporate new developments as appropriate.Performs related duties as required or assigned.Knowledge, Skills, & Abilities RequiredKnowledge of:Procedures of the City payment remittance processing system including state laws, City code, policies, and current practice.Principles of supervision, training, and performance evaluation.Bookkeeping and clerical accounting principles, practices, and terminology.Methods, procedures, practices, and terminology used in billing and financial recordkeeping work.Computer applications such as word processing, spreadsheets, and statistical databases.Principles and practices of fiscal, statistical, and administrative recordkeeping and reporting.Georgia tax code and applicable state and federal statutes.Laws and regulations related to the collection and disbursement of property taxes.The Fair Debt Collection Practices Act relating to collection activity and/or contacting taxpayers regarding their financial obligations.Principles of business letter writing and basic report preparation.Programs and services of the organization relating to service fees, billing, and account maintenance.Mathematical principles.Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.English usage, grammar, spelling, vocabulary, and punctuation.Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.Ability to:Lead, organize, and review the work of assigned billing staff.Work in a fast paced, often hectic work environment.Independently perform the most difficult bookkeeping, clerical accounting, and customer service duties involving the use of independent judgment and personal initiative.Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.Understand, interpret, and apply general and specific administrative and departmental policies and procedures.Exercise tact and judgment in responding to inquiries and resolving complaints and problems.Make mathematical computations rapidly and accurately.Oversee, direct, and coordinate the work of lower level staff.Select, supervise, train, and evaluate staff.Find and reconcile discrepancies in balancing accounts.Operate 10-key calculator by touch.Type and enter data at a speed necessary for successful job performance.Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.Make adjustments to operating procedures as necessary to improve organizational effectiveness.Develop and organize data into applicable business format for presentation in reports, proposals, and City of Alpharetta, GA