Administrative Assistant IV

About the Role

This position serves as part of the Delinquent Collections Team, focusing on the recovery of delinquent property taxes, license taxes, food and beverage taxes, and other miscellaneous taxes and receivables administered by the Department of Tax Administration (DTA). The role involves collaboration with a collection agency to perform various collection activities.

Responsibilities

• Perform collection functions, including skip-tracing, conducting research, arranging payment plans, handling set-off debt claims, and reviewing/authorizing legal action recommendations from the collection agency for delinquent accounts.
• Establish and maintain effective working relationships with external and internal contacts.
• Serve as a liaison between DTA, partner agencies at the state and local levels, and third-party collection vendors to ensure timely and accurate exchange of information or action concerning delinquent accounts.
• Communicate effectively with citizens and co-workers through written and verbal means, explaining statutory requirements and internal policies for assessing and collecting delinquent taxes.
• Serve as a back-up to the Cashiering and Central Telephone Sections by assisting taxpayers in person and answering inbound calls.
• Meet defined departmental productivity standards and maintain confidentiality regarding all systems and data.
• Provide critical support in other sections throughout the agency.
• Recommend changes to agency/work unit administrative policies, procedures, and methods.
• Use existing spreadsheets and databases to interpret and organize resource information; provide customized reports.
• Resolve problems by performing qualitative review of individual cases.
• Determine what confidential information can be disseminated and to whom.
• Independently compose original correspondence for review and signature by the executive/work unit head.
• Coordinate data collection and provide information to others, including the executive/work unit head.
• Explain policies of the functional area (e.g., purchasing, travel, and leave).
• Prepare non-routine responses to correspondence.
• Oversee or resolve non-routine/difficult situations based on knowledge and interpretation of established policies and procedures.
• Interpret county rules and regulations to employees, management, and the public.
• Prepare routine reports and statistics based on information compiled from various sources; determine report format and elements.

Requirements

• Any combination of education, experience, and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).
• Completion of a criminal background check to the satisfaction of the employer.
• Flexible schedule, including the ability to work overtime during peak seasons or as business needs demand.

Preferred Qualifications

• Three or more years of experience providing administrative support in the assigned functional areas.
• Three or more years of experience providing administrative support in an office environment.
• Three or more years of experience providing front-line customer service, including responding to internal and external customer inquiries face-to-face, by telephone, and in writing.
• Three or more years of experience collecting delinquent debt.
• Strong interpersonal skills and the ability to create and maintain positive working relationships.
• Ability to work independently and in a team, manage time, multi-task, and prioritize.
• Clear and concise oral and written communication skills.
• Ability to exercise tact, discretion, initiative, and creativity.
• Strong analytical, problem-solving, and decision-making capabilities.
• Intermediate proficiency in Microsoft Office applications such as Excel, Outlook, and Word.

Skills

• Knowledge and understanding of the programs or activities of the unit served, as well as county and departmental administrative guides.
• Basic math skills.
• Intermediate skills in the use of Microsoft Office Word and other applicable Microsoft Office Suite software.
• Intermediate skills in the use of agency-specific software applications.
• Ability to communicate well through written and oral means.
• Ability to gather, integrate, and analyze simple data.
• Ability to establish and maintain effective working relationships with both external and internal contacts.
• Ability to maintain confidentiality and be sensitive to political issues.

Physical Requirements

• Job is generally sedentary in nature; however, the employee may be required to do some walking, standing, bending, and carrying of items under 10 lbs.
• Ability to input, access, and retrieve information from a computer.
• All duties performed with or without reasonable accommodations.