Tax Assistant – Refunds

About the Role

The Property Tax Refunds Deputy Specialist I processes refund applications, ensures compliance with policies, and provides exceptional customer service to taxpayers. This role involves gathering and reviewing documentation for litigation refunds, researching applications, verifying eligibility, and assisting customers through the property tax call line. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced, in-office environment.

Responsibilities

• Process current and prior year Declarations, Monthly Statements, and/or payments received from various types of dealers.
• Process amended Monthly Statements and/or Declarations per dealer request.
• Write and mail various letters of correspondence to dealers.
• Research return mail and assist dealers over the phone, email, fax, and in-person.
• Adhere to strict confidentiality laws regarding dealer records.
• Assist other departments within the Tax Office, County Attorney’s Office, and the Harris County Appraisal District with requests using the Special Inventory Tax system.
• Research historical documents and appear in court as required by court subpoenas (as needed).
• Gather, review, and prepare necessary documentation for litigation refunds.
• Verify and process refund applications to ensure completeness and accuracy.
• Research discrepancies and resolve issues before mailing refund checks.
• Respond to customer inquiries regarding refund applications and processing status.
• Answer incoming calls on the property tax call line and provide accurate information.
• Return voicemail calls to assist customers in completing applications correctly and avoiding delays.
• Scan and organize refund applications received via mail or email.
• Update and maintain the refund database, ensuring all applications are properly logged.
• Track application progress and ensure proper documentation is retained for auditing and compliance.
• Collaborate with internal departments to resolve refund application discrepancies.
• Ensure compliance with policies and procedures in processing refunds.
• Maintain accurate records and generate reports as needed.
• Perform other duties as assigned.

Requirements

Qualifying education, experience, knowledge, and skills must be documented on your job application. Only information stated on the application will be used for consideration.

• Education: High school diploma or equivalent from an accredited institution within the U.S.
• Experience: Minimum of two (2) years of experience in customer service, administrative support, finance, or refund processing. Experience in handling and processing financial transactions or tax-related inquiries is a plus.
• Knowledge, Skills, and Abilities:
  • Exceptional attendance and punctuality.
  • Strong customer service orientation with the ability to handle inquiries professionally.
  • Ability to accurately process and review financial documents.
  • Detail-oriented with excellent analytical skills.
  • Ability to sit for extended periods and work on a computer and phone throughout the day.
  • Ability to work in an office environment with occasional high-volume periods.
  • Knowledge of refund application processes, documentation requirements, and property tax policies (preferred).
  • Strong organizational and time-management skills, with the ability to handle multiple tasks accurately.
  • Excellent verbal and written communication skills, with a customer service mindset.
  • Ability to research discrepancies, analyze information, and solve problems efficiently.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database software.
  • Ability to work independently as well as collaboratively in a team environment.
  • High level of attention to detail, ensuring accuracy in document review and data entry.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong adaptability and problem-solving skills in a fast-paced environment.
  • Must be able to work independently and function effectively in a team-oriented environment.

Preferences

• Education: Associate’s degree or higher in Accounting, Finance, Business Administration, Public Administration, or a related field.
• Experience: Experience working with property tax systems, appraisal district data, or local government operations. Familiarity with document scanning and database management.

Work Environment

Work is performed primarily in an office setting subject to frequent interruptions with extensive work at a computer workstation. This is a full-time, in-office position. Flexibility to work evening and weekend hours may be required. Regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination) is necessary.

Physical Demands

Minor physical effort required, which may involve long periods of standing, walking, bending, reaching, stretching, climbing, or lifting less than 30 lbs. (e.g., filing, delivering, sorting).