Tax Board Administrator

This position exercises considerable independent judgment, discretion, confidentiality, and organizational skills while coordinating activities involving County staff, Board members, attorneys, taxpayers, vendors, and the public.

This position serves as the department's lead administrative professional responsible for coordinating office administration while functioning as the Clerk to the Board for the Board of Equalization and Review. Responsibilities include planning and coordinating Board meetings, preparing agendas, maintaining official records, drafting minutes, administering Board member oaths, coordinating hearing logistics, ensuring compliance with North Carolina General Statutes, and supporting the administration of the County's real property appeal process.

The employee works independently on assignments requiring knowledge of County policies, public records laws, records retention requirements, Open Meetings Law, and administrative procedures. Work requires exceptional attention to detail, confidentiality, diplomacy, and excellent written and verbal communication skills.

DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to:

Clerk to the Board of Equalization and Review

• Serves as Clerk to the Board for the Board of Equalization and Review (BER) for real property, personal property and business personal property. 
• Coordinates all Board meeting logistics, including hearing schedules, agendas, and supporting documentation. 
• Prepares and distributes Board agendas, meeting packets, notices, and supporting materials. 
• Attends all BER meetings and hearings. 
• Records, prepares, edits, and maintains official meeting minutes. 
• Maintains official Board records, exhibits, decisions, and hearing documentation. 
• Administers Board member oaths and maintains required documentation. 
• Ensures compliance with applicable North Carolina General Statutes governing Board proceedings, public records, and records retention requirements. 
• Coordinates publication of meeting notices and public hearing information as required. 
• Maintains electronic Board records and databases. 
• Oversees electronic recording, virtual meeting technology, and archival of Board meetings, when applicable. 
• Coordinates hearing schedules with taxpayers, attorneys, appraisers, Board members, and County staff. 
• Maintains confidential records related to appeals and Board deliberations. 
• Assists in preparing Board decisions, orders, findings, correspondence, and Notices of Decision.

Appeals Administration

• Coordinates administrative activities related to real property, personal property and business personal property appeals. 
• Maintains appeal management systems and administrative databases. 
• Monitors statutory deadlines and appeal timelines. 
• Coordinates hearing schedules and case assignments. 
• Tracks appeal status and prepares management reports. 
• Assists taxpayers with procedural questions regarding the appeal process. 
• Coordinates communication among taxpayers, appraisers, attorneys, Board members, and County staff.

Administrative Operations and Customer Service

• Serves as Administrative Officer for the Tax Department. 
• Coordinates administrative and clerical operations for the department. 
• Maintains executive calendars, schedules meetings, and coordinates departmental events. 
• Drafts, edits, and prepares correspondence, reports, presentations, policies, procedures, and other official documents. 
• Coordinates office equipment, supplies, space planning, and technology requests. 
• Assists with the development and implementation of administrative policies and procedures. 
• Analyzes administrative processes and recommends workflow improvements. 
• Provides administrative support to department leadership. 
• Assists with onboarding and training administrative staff. 
• Responds to complex inquiries from taxpayers, attorneys, elected officials, County staff, and the general public. 
• Interprets departmental policies and appeal procedures. 
• Resolves administrative issues requiring sound judgment and discretion. 
• Maintains effective working relationships with County departments, state agencies, vendors, and the public.

RECRUITMENT STANDARDS:

Knowledges, Skills, and Abilities 

• Thorough knowledge of modern office administration principles and practices.
• Thorough knowledge of executive administrative support. 
• Thorough knowledge of public records laws and records retention requirements. 
• Thorough knowledge of meeting administration and agenda preparation. 
• Thorough knowledge of minute preparation and official records management. 
• Thorough knowledge of North Carolina Open Meetings Law. 
• Thorough knowledge of North Carolina General Statutes governing property tax appeals and Board of Equalization and Review procedures. 
• Thorough knowledge of office technology and Microsoft Office Suite. 
• Thorough knowledge of electronic records management systems. 
• Ability to organize multiple priorities while meeting strict statutory deadlines. 
• Ability to prepare accurate, concise, and professional meeting minutes and official correspondence. 
• Ability to maintain confidential and sensitive information. 
• Ability to coordinate complex meetings involving multiple stakeholders. 
• Ability to interpret statutes, policies, and administrative procedures. 
• Ability to exercise sound independent judgment and discretion. 
• Ability to communicate effectively, both orally and in writing. 
• Ability to develop productive working relationships with Board members, County leadership, attorneys, taxpayers, and staff. 
• Ability to produce high-quality reports, presentations, and official documents. 
• Ability to manage multiple projects while maintaining exceptional attention to detail.

MINIMUM QUALIFICATIONS

Bachelor’s degree in Public Administration, Business Administration, Office Administration or a closely related field and two years of progressively responsible administrative experience; OR, Associate’s degree and four years of progressively responsible administrative experience; OR, High school diploma or GED and six years of progressively responsible administrative experience.  

Preferred Qualifications

• Experience serving as Clerk to a Board, Commission, or quasi-judicial body. 
• Experience preparing official meeting agendas and minutes. 
• Experience coordinating public meetings and hearings. 
• Experience in local government administration. 
• Experience with records management and public records laws. 
• Experience administering appeal management or case management software. 
• Certification as a Municipal Clerk or willingness to obtain applicable Clerk certification.

Physical Demands:

Work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PCs or other VDTs to accomplish work objectives.  No specific physical demands required.  Mental demands and normal stress regarding achieving work deadlines are present

Working Conditions:

May Require Driving 

This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions.    Motor Vehicle Reports may be verified for valid driver’s license and that the driving record is compatible with the county’s driving criteria. 

If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County’s vehicle use policy. 

Special Note: This generic class description gives an overview of the job class, its essential job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process. 

They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.

Salary : $59,118 - $70,942