Collections Deputy

Allen County
Job Descriptions

COLLECTIONS DEPUTY

Department: Treasurer’s Office FLSA Status: Non-Exempt
Classification/Level: Office Support, PG-05 Date: 04/2023

Under the direction of the Finance Manager, the Collections Deputy receives and posts property tax payments, prints tax bills, prepares deposits, balances a cash drawer, completes mobile home title requests, completes alcohol clearance requests, researches and garnishes delinquent government employees and provides overall customer service to all Allen County Taxpayers. This position is Covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Collects and posts property tax, special projects and other assessment payments.
• Operates and balances a cash drawer daily to ensure posted payments equal cash, checks and credit cards received.
• Prepares deposits, as needed, throughout the workday, but no less than daily for funds received and scans and indexes daily work.
• Accepts fees and collections of cash and checks from other County Departments for deposit and quietus verification.
• Provides customer service over the phone, via email and U.S. mail and/or in person by answering questions, addressing concerns, researching historical property and payment data and referring to other County Departments as needed for inquiries from persons such as taxpayers, title companies and mortgage companies.
• Certifies and issues Manufactured (Mobile) Home Permits for the purpose of moving and/or title transfer by verifying all taxes and delinquencies are paid current and proper supporting documentation is presented.
• Certifies and issues Property Tax Clearance Schedules for the Indiana Alcohol and Tobacco Commission for the purpose of new alcohol licensing, renewal, transfer, escrow or DBA (Doing Business As) change of an existing alcohol license by verifying all taxes and delinquencies are paid current and proper supporting documentation is presented.
• Compiles and maintains a list of employees and vendors of other governmental units recorded as owners of record in Allen County.
• Verifies all government employees’ and vendors’ property taxes are current and contacts governmental unit to garnish employee or vendor if property tax is delinquent.
• Tracks garnished payments until paid in full and notifies governmental units to release satisfied garnishments.
• Assists with annual Tax Sale by communicating constantly with staff at the location of the sale, updating payments in tax sale software received prior to the sale of tax lien, organizing bidding receipts, verifying bidder purchases and accepting bidder payments at conclusion of the tax sale.
• Maintains security of the physical office and its contents including, but not limited to, cash drawers, vault, safe and points of entry and exit by observing internal security procedures and rules and secures all sensitive materials, such as cash, checks and personal information at all times.

ESSENTIAL FUNCTIONS (Continued):

• Performs other office support duties, as needed, including, but not limited to, printing, folding, stuffing letters to assist with bulk mailing and monitoring various internal lists and databases to ensure efficient office operations.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED and more than one year of experience in cash handling, property tax, public service, customer service or banking
• Knowledge of Indiana Tax Code and State Board of Accounts regulations
• Ability to accurately handle cash and other forms of payment
• Strong customer service skills to assist individuals with inquires in a courteous, professional and efficient manner
• Strong analytical and organizational skills
• Ability to use Microsoft Office and other office equipment
• Ability to use tax accounting software
• Ability to maintain security and confidentiality

DIFFICULTY OF WORK:
The Collections Deputy performs works that is moderately complex when performing cashier duties including receiving and posting payments. Providing customer service to taxpayers requires the understanding of the Treasurer’s Office policies and procedures.

RESPONSIBILITY:
The Collections Deputy performs a variety of standardized assignments requiring some analysis when collecting and processing taxpayer payments, printing tax bills and preparing deposits. Errors are easily detected upon review of completed work.

PERSONAL WORK RELATIONSHIPS:
The Collections Deputy maintains frequent contact with other County employees, mortgage companies, taxpayers and the general public regarding collection of tax payments, issuing permits and preparing requested files.

WORKING CONDITIONS:
The Collections Deputy works in a standard office setting with frequent sitting and the ability to move about freely. Some lifting of up to twenty pounds, bending, pushing and/or pulling, reaching over head, kneeling and mental visual effort exists and very frequent typing, attention to detail and monitoring of equipment and frequent detailed inspection and proofreading is required.

SUPERVISION:
None

LICENSING:
None

IMMEDIATE SUPERVISOR:
Chief Deputy of the Treasurer

HOURS:
Monday – Friday; 8:00 am – 4:30 pm; 37.5 hours/week; overtime as required

EEO CATEGORY:
0106

WORKERS’S COMP CODE:
8810

I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.

Employee Signature: ____________________________________________ Date: ____________________

Supervisor Signature: ____________________________________________ Date: ____________________

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.