Deputy Clerk III - Personal Property

GENERAL DEFINITION

Performs in-depth responsible technical, clerical support and administrative work to assist in the overall operation of the Office of the Commissioner of the Revenue; provides customer assistance to the public via phone through email and in person; responsible for business compliance and collection processes. Notifies state auditors and ABC district agents of delinquent meals and lodging tax accounts. Prepares and submits paperwork for the Sheriff’s summons’ in collection and tax filing matters. The position is responsible for performing an intermediate to advanced level of all the typical tasks in this description which relate to the overall operation of the Commissioner of Revenue office. The Deputy Clerk III-Personal Property is assigned specific functions related to Personal Property/Audit and Taxes of the COR as a priority in their position. Position is “at will” of the Constitutional Officer and can be terminated without cause at any time during employment.

ORGANIZATIONAL RELATIONSHIP

Work is performed under regular supervision of the Commissioner of the Revenue.

TYPICAL TASKS

Priority Tasks Related to the Personal Property/Audit Position

• Prepares Virginia State Income Tax and Estimated tax returns as required by law;
• Review and understand basic business documents relative to local tax filing requirements;
• Register business entities on the appropriate State websites;
• Conducts various types of audits including financial, compliance and investigative reviews to verify accuracy and completeness of tax returns for personal property and gross receipt business licenses;
• Researches and compiles background information and code references; prepares responses to audit finding appeals;
• Develops audit procedures to include work plans and project timetables;
• Contacts businesses and individuals to provide documents to support tax filings including asset listings, depreciation schedules, federal income tax returns, gross receipts, schedule C’s etc.

Process Meals and Lodging Taxes

• Responsible for the auditing, editing and maintaining manual and electronic files for monthly meals tax and lodging taxes. Reconciles payments and transmits them to the treasurer’s office daily. Responsible for the assessment and billing of penalty and interest amounts for delinquent accounts. Follow up with correspondence to customers regarding the status of their accounts.

Business License Taxes

• Responsible for issuing select licenses to new businesses, as well as processing annual renewals. Responsible for providing information to new businesses regarding the meals and lodging taxes as applicable. Responsible for directing new applicants to the proper offices (or internet links) for registering trade names as well as directing them to the Planning and Zoning Department for compliance.

State Income Taxes

• Responsible for preparation, review and correction of state income tax returns received via U.S. Mail or walk-in customers. Responsible for fielding questions and concerns from taxpayers regarding their individual income tax liability, refund or return preparation. Serve as a liaison between the Department of Taxation and the taxpayer in reconciling refunds and liabilities.

Personal Property Taxes

• Communicates to customers in person or by email or telephone all aspects of personal property assessments and taxation, including but not limited to, classes of taxable property, tax rates for the current year, methods of assessment, processes for qualifying car tax relief, proper forms to be filed and the deadlines associated with each. Provides written documentation to the University of Virginia Weldon Cooper Center and the Department of Social Services regarding property values for low income customers. Assists customers in resolving personal property disputes by examining the laws governing the assessment and taxation of personal property; educates customers about the office procedures for corrections of assessment and motor vehicle condition adjustments. Responsible for discovery of additional assessment of personal property taxes by comparing the current year property rendition with prior year records, DMV records and the Department of Wildlife Resources records.

Tax Relief for the Elderly and/or Disabled homeowner on Real Estate and Mobile Homes

• Interview and complete each application for relief. Record the information and analyze the income and net worth information to determine eligibility. Process each completed approved application in our billing software to apply a credit against the tax owed. Reconcile accounts, send copies of relief percentage to the properties that are located within the Town of Boones Mill and the Town of Rocky Mount to the appropriate location to ensure the relief is applied to the town bills and the town water bills.

100% Disabled Veteran Vehicle Exemption Application

• Send a letter to each 100% Disabled Veteran to submit the vehicle used by the veteran in their care for tax exemption. Ensure eligibility and that the rules are adhered to, process the relief and reconcile the report. Each bill must be verified for accuracy prior to billing. Send copies to the Town of Rocky Mount or the Town of Boones Mill on each qualifying town resident.

Department of Wildlife Resources

• Work with the boats that are reported to ensure they are billed to the correct citizen and prepare the assessments.

Campgrounds, Marinas, Mobile Home Parks, Storage Units, Salons, Shopping Centers etc.

• Send letters to every owner of the above category of properties for a list of tenants and individual properties for tax assessment. Process summons’ for non-compliance.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

Working knowledge of local and state codes that are pertinent to the duties assigned to this office; maintain excellent oral and written communication skills; ability to handle difficult customers and situations in a polite, respectful, and courteous manner; ability to perform in a high-paced, multi-task environment and maintain effective working relationships with the county offices, employees and the general public. Ability to work effectively under deadlines; ability to work methodically, accurately and neatly; detail-oriented and highly organized; proficient in working with Microsoft Office.

TRAINING, EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to an associate degree supplemented by a business-oriented curriculum to include office practices and bookkeeping/accounting principles highly preferred. Experience related to public interaction, problem solving techniques and customer service preferred. General knowledge of accounting practices related to the record keeping of income and assets desired. Three to five years’ experience as a Deputy Clerk II preferred. Must have the desire to continue education in areas related to the position. Achievement of Certification to “Master” will be reviewed for a pay increase.

SPECIAL REQUIREMENTS AND RELATED OBLIGATIONS

Working knowledge of general laws and administration of policies governing real, personal property and state income taxes; ability to prepare and maintain detailed financial records and reports; ability to make arithmetical calculations quickly and accurately; ability to understand and follow oral and written instructions. Successfully contribute to a positive work environment with various County Departments. Must be ethical and maintain the confidentiality of departmental and citizen information.

PHYSICAL DEMANDS

Must be able to occasionally lift 20 pounds, sit for long periods of time at a desk, and operate a computer and general office equipment.

WORK ENVIRONMENT

Work performed in a busy indoor office environment.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Franklin County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Franklin County will provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the employer.

Pay: $41,117.00 - $53,452.00 per year

Benefits:

• Bereavement leave
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person

Salary : $41,117 - $53,452