Tax Processing Specialist

About the role

The Tax Processing Specialist plays a critical role in assisting and shaping the workflow in the Central Processing Division of the Oklahoma Tax Commission. This unified list is a comprehensive range of responsibilities, seamlessly integrating key tasks in various sections of Central Processing including Printing/Outgoing Mail, Incoming Returns, Imaging, Remit Processing, Data Entry to ensure workflow optimization. Employees are cross trained across all sections and are expected to proactively identify priorities and adapt seamlessly to shifting workloads.

Responsibilities

• Maintain production schedules assigned to ensure timely completion of tasks.
• Prepare production and statistical reports for operational monitoring.
• Research taxpayer accounts to apply payments, correct returns, and approve them for further processing.
• Manage taxpayer forms and information in compliance with applicable tax laws, regulations, policies, and procedures.
• Apply critical thinking skills to analyze, evaluate, and resolve complex processing tasks, ensuring accuracy, efficiency, and compliance with established guidelines.
• Review, edit, and perform quality control on all tax types, tax returns, forms, and correspondence received to ensure accurate data posting and payment processing.
• Enter data and balance payments across all tax types for precise posting to taxpayer accounts.
• Review and validate payments received to ensure tax liabilities are accurately paid and processed for deposit.
• Correct tax returns and documents within established guidelines, rules, and statutory requirements.
• Exercise authority to refuse tax payments that are legally inappropriate or incorrectly addressed.
• Ensure accurate taxpayer information by making necessary corrections to data in the image repository.
• Shift tasks and prioritize work independently to address section needs and ensure critical operations are completed.
• Sort and distribute mail as required by policy and operational procedures.
• Operate and maintain various inbound and outbound mail/processing equipment, including envelope openers, extraction desks, high-speed inserters, postage equipment, and printers.
• Notify supervisors or managers of equipment issues and collaborate with vendors for prompt resolution.
• Notify supervisors or managers of potential operational problems, recommend alternate solutions, and assist with employee training.
• Provide input for improving procedures, policies, and addressing inefficiencies.
• Monitor training documentation and provide updates as needed.
• Rotate to other sections in Central Processing including Printing/Outgoing Mail, Incoming Returns, Imaging, Remit Processing & Data Entry.
• Perform other job duties as assigned.

Complexity of knowledge, skills, and abilities

• Knowledge of Forms and methods of reporting taxes
• Office practices and procedures, including processing environments
• Strong communication skills, both written and verbal
• Exceptional attention to detail
• Computer Skills: Using a computer and applicable software
• Proficient in Microsoft Office programs
• Ability to perform data entry proficiently
• Interpersonal skills
• Critical thinking abilities
• To establish and maintain effective working relationships with others
• Communicate effectively
• Follow oral and written instructions
• Protect operations by keeping information confidential
• Work independently with limited instruction/supervision
• Prioritize tasks to meet deadlines

Qualifications

• Education and Experience requirements at this level consist of:
• A high school diploma or GED.
• Plus, 1 year of clerical office experience.
• Preferred Qualifications: Experience in working with imaging equipment, tax forms, or processing environments and/or are skilled at typing accurately forty words per minute.

Physical demands

• Ability to sit and stand for extended periods of time.
• Exhibit manual dexterity and hand-eye coordination to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment.
• Ability to see and read a computer screen and printed material with or without vision aids.
• Ability to hear and understand speech at normal levels, with or without aids.
• Ability to communicate clearly.
• Physical ability to lift up to 50 pounds, to bend, stoop, climb stairs, walk and reach.

Special requirements

• Travel may be required for this position.
• Applicants must have reliable transportation and be willing and able to perform all job-related travel.
• Possession and maintenance of a valid Oklahoma State Driver’s License is also required.
• A willingness to work additional hours, including overtime, during peak periods of the tax season to meet deadlines and ensure timely completion of tasks.
• The primary work location will be on-site at the Oklahoma Tax Commission. Occasionally, telework may be requested based on the needs of the agency, division, and section.
• If applicable, applicant must be willing and able to work on-site with occasional telework at an off-site location, generally in the applicant’s home.
• To work remotely, an applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.
• This position has access to Federal Tax Information (FTI) and is required to uphold the strictest standards of confidentiality as an essential part of its job responsibilities.
• This includes safeguarding all tax information obtained from records, files, tax returns, and departmental investigations, whether in paper, electronic, or verbal form.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.