Deputy Treasurer III/Collections Specialist

Job Summary

Performs administrative and managerial work in the collection of revenues and coordinates the delinquent collections processes and collection actions for Culpeper County Treasurer; does related work as necessary.

Job Functions

1. Pursues collection of delinquent tax bills; initiates/conducts communications with delinquent taxpayers; sends initial demand letters for collection.

2. Reviews and evaluates delinquency status of taxpayers; computes amount of delinquency; calculates penalties and interests; generates and sends delinquent file to printer for mailing of final notices to taxpayers.

3. Conducts research of various databases to locate delinquent taxpayers to aid in collection processes.

4. Manages DMV stop process for delinquent accounts – generates and sends the mass file to DMV annually or bi-annually, as needed, records and monitors payments received and performs daily DMV stop release functions.

5. Manages VA Debt Set-off program (DSO) – generates and sends files to VA Dept of Taxation to initiate the claim process, processes the ‘match’ report by sending files to TAX, updating Treasurer’s Office software and generating correspondence to taxpayer, weekly file updates and deletions, processes monthly payment files to taxpayer accounts.

6. Initiates Treasurer’s Liens, to include bank liens and employment liens; process Property Seizure Notices, as necessary, and work with Culpeper County Sheriff’s Office to coordinate seizures and/or collections for Distress Warrants.

7. Records and monitors all bankruptcy filings; preparation of internal documents, status codes, internal computer messages, collection module updates and citizen notices. Preparation of file for filing of Proof of Claim forms and discharge of uncollectible tax bills upon discharge or dismissal of bankruptcy cases; processes payments received from the bankruptcy court to appropriate accounts; receives and responds to correspondence to/from the bankruptcy courts.

8. Works with Treasurer to develop and improve complex and automated collection processes and procedures.

9. Serves as lead contact for VA Department of Taxation, Department of Motor Vehicles, Virginia Employment Commission and other collection partners outside the Treasurer's Office for automation security, and compliance and other State policy issues.

10. Acts as lead contact for complex delinquent account inquiries and questions of tax liability in person or by phone/email; Explains requirements for compliance with the laws concerning enforcement of payment of delinquent taxes.

11. Analyzes the more difficult collection situations and advises an appropriate course of action.

12. Assists taxpayers in working out payment plans based upon ability and legal requirements; Process and maintain written and verbal Payment Agreement plans with the Treasurer’s office. Follow-up for monthly payments and monthly review to ensure that the Payments Plans should remain in effect.

13. Works with contracted collection attorneys for pursuit of delinquent accounts; may appear as agent for the County in court.

14. Process State Estimated tax forms and State Income tax delinquency notices.

15. Prepare and process delinquency report documents and letters as requested by the Treasurer.

16. Prepare daily bank deposit and ensure appropriate amount of petty cash & coin is available for cashiers.

17. Answer telephone calls; provide tax account information for citizens; direct caller to appropriate staff member and/or other departments and/or collection agencies.

18. Provides backup Deputy Treasurer II-Cashier duties, as necessary - Collects payments for real estate property taxes, personal property taxes, estimated tax payments, meals and lodging taxes or other taxes/fees received in person or by mail; posts payments in computer to proper individual taxpayer accounts directly and through remittance processing software.

1. Performs varied clerical tasks in support of assigned duties and responsibilities, i.e. filing, copying, etc.

2. Performs related duties as required.

Qualifications

Minimum Qualifications & Experience

1. Experience and education equivalent to a high school diploma.

2. Collections experience preferred.

3. Experience with BAI Municipal software preferred.

Special Requirements

Must successfully complete a criminal history background check and credit history check.

Internal & External Contacts

1. Has ongoing contact with both internal & external customers throughout the day.

2. Work with citizens, other county departments and other collection agencies in order to accurately and efficiently collect the revenues for Culpeper County Treasurer.

Working Conditions & Disclaimer

Working Conditions

Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds). Requires ability to performed skills coordinated movements, perceive and discriminate sounds, visual perception and oral communication.

The above information in this description has been designed to indicate the general nature and level of work performance by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications as required of employees assigned to this job.

Culpeper County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Culpeper County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.