The Tax Operations Specialist is responsible for the timely and accurate conversion of the annual tax roll data from the Property Appraiser. This includes ensuring compliance with Department of Revenue Rules and Regulations and Florida Statutes. The Tax Operations Specialist is responsible for timely and accurate execution of all tax operations to include tax roll testing and tax roll conversion, installment roll processing, advertising files, tax sale processing, tangible warrant processing, archive reports at the end of tax year, Business Tax new roll processing, Business Tax delinquent billing and Tourist Development operational processes and all associated tasks to facilitate processing operations. The Tax Operations Specialist implements testing and validation of operations related software updates or changes to ensure fluid transitions to new system versions. The Tax Operations Specialist communicates system issues, changes, and needs with outside vendors. Additionally, the Tax Operations Specialist provides technical support to employees to ensure accuracy and timeliness of tasks. The Tax Operations Specialist also documents underlying tax operations processes, procedures, and process issues, The Tax Operations Specialist must maintain timely and effective communication with their internal and external customers. The Tax Operations Specialist is responsible for timely execution of operation changes for multiple departments with minimal impact to day-to-day operations. The most essential skills include the following: timely processing of operation tasks, communication and documentation of any process issues, positive interaction and cooperation with co-workers, responding politely to customers, working as a team member, and functioning under intense time pressure and responding in a positive manner to supervision. - Assist Tax Specialists as needed on daily tasks.
- Specific Responsibilities may include all or a portion of the following operational procedures:
- 1099 Processing to IRS – Jan. if needed.
- Reminder Bills – Feb./Mar.
- Advertising – April
- Installment Roll processing – May including bills.
- Tax Sale – May/June
- Tangible Warrants – May/June
- Business Tax New Roll Processing – June including bills.
- Archive Reports after Sale – June.
- Installment Quarterly Processing – June, Sept, Dec, Mar. including bills.
- Delinquent tax notices – July/Aug including bills.
- Escrow Mortgage Processing – Aug./Nov.
- Roll Conversion – Sept/Oct.
- Archive Reports after Roll – Nov./Dec.
- Roll Balance Reports:
- Beginning of Tax Year
- Balance reports to Property Appraiser and Taxing Authorities.
- Prepare or assist in completion of roll recapitulation for BoCC Approval – End of Year.
| - Analysis and troubleshooting –
- Troubleshoot and analyze system issues and if needed, work with the IT department and outside vendors to resolve issues.
- BETA Test new software and testing of new releases.
- Communicate software changes, issues, needs, and testing problems with management and relevant external vendors in the manner required to resolve the issue.
- Track and update the progress of any new releases, external software tickets, or internal helpdesk ticket.
- Assist with selection and implementation of new tax related software systems as needed.
- Assist Tax specialists and service center personnel with technical support for tax systems
- Assist with technology or presentations for Wednesday AM meetings (WAM) and weekly Manager’s meeting.
- Analyze and resolve customer issues regarding payments, refunds, or other tax related issues.
- Setup, automate, and monitor files.
- Develop and maintain training manuals and assist with employee training classes.
- Develop and update operations procedures and processes.
- Provide reporting on a regular basis to management on the status of tax systems and testing.
- Work closely with system vendors and IT to become proficient on all tax systems.
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Job Requirements and Qualifications: | Education and Experience Requirements: - Requires an Associate Degree. Relevant experience may be substituted for degree.
- Three years’ Tax Collector’s Office Experience or three years’ experience in process evaluation and assessment.
- Certifications, Licenses, Registrations:
- Valid Florida driver’s license or be able to obtain one at time of employment.
- Board of County Commissioner’s defensive driving certificate obtained upon employment, if needed.
Skills and Knowledge: - Strong written and verbal communication skills are necessary.
- Must possess strong problem-solving skills.
- Ability to perform the daily tax department duties of a Tax Specialist
- Ability to prepare reports, projects and documents using MS Word and Excel.
- Ability to act as a liaison between the Taxes Department and the IT Department.
- Skilled in researching, collecting and interpreting data.
- Strong mathematical skills.
- Must display a positive and helpful attitude.
- Must be highly dependable and motivated.
- Must have the ability to effectively manage multiple projects at the same time.
- All processes that include bills require creation of bill file, verification of bills for accuracy, test scanline and coordination with vendor.
- Prepare the Taxes Departments communications with vendors, stakeholders, and customers.
- Ability to keep track of deadlines/timeframes to ensure the department observes all relevant deadlines regarding automated file request and Tax, BT, and TDT tax operations.
- Displays and maintains a good working knowledge of the published procedures and regulations governing the TCPC.
- Provide excellent customer service while handling a large volume of complex customer transactions.
Working Conditions: - Climate controlled environment with a moderate noise level.
- May occasionally require after hours processing.
Physical Demands: - Lift 25 pounds
- Stand, squat or walk
- Sit for long periods
- Manual dexterity
- Hear at normal level or with accommodation
- Vision at normal range or with accommodation
ADA Compliance: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. |
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