Office Manager

Description

GENERAL DESCRIPTION:

Highly responsible supervisory work that is performed in accordance with prescribed and well-established procedures. Supervise the day-to-day operations of an office which includes: assist employees with issues concerning the department of motor vehicles, ad-valorem taxes, non-ad-valorem taxes, delinquent taxes, hunting, fishing, and driver’s licenses, and maintaining staffing levels. Responsible for training new employees and keeping present employees updated on procedural changes.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS:

• Assists the public as needed. Answer inquires regarding driver license procedures,taxation, hunting and fishing licenses, and various other matters related to the Tax Collector’s office. Explains clearly and concisely the rules and procedures relating to Tax Collector matters. Handles complaints as necessary.
• Provides the public with information relating to taxes and licenses. Reviews forms for accuracy,explains procedures, fees and determines missing documents, enters information into the computer.
• Understand and stay current with state and federal regulations relating to the Tax Collector’s office. Attends Division of Motor Vehicle and Driver License Coalition and training as required.
• Prepares and verifies receipts, forms, and documents related to the office and payments.
• Create and maintain complex alphabetical and numerical files as necessary for proper record-keeping of transactions and internal controls.
• Maintains accurate inventory of titles, tags, and decals for office and state files. Replenishes stock as needed.
• Prepares correspondence, memorandum, reports, records, orders, and other office documents.Performs routine office duties including, but not limited to, research and retrieval of records.
• Trains new employees in all phases of their duties and keeps present employees updated on procedural changes.
• Processes time sheets and maintains adequate staffing levels for the office.
• Perform annual audits as required.
• Balances state and county computers daily with the cash drawer. Prepares bank deposit slip of money collected.
• In case of an emergency or crisis situation (hurricane, flood, etc.) the position is required to respond/ perform recovery duties as assigned by the immediate supervisor.
• Employees hired on or after February 1, 2016, must be a tobacco-free person, both on and off the job, for at least 1 year immediately preceding application and maintain the same tobacco-free status throughout the term of employment.
• Face tattoos (from ear to ear and hairline of the forehead to the bottom of the chin) are prohibited.
• Maintains regular physical attendance as assigned at one of the County's offices or work facilities as required.
  
  

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)

Minimum Qualifications

MINIMUM QUALIFICATIONS:

Knowledge, Skills, And Abilities

• Knowledge of County and State laws and regulations applicable to the Tax Collector’s Office
• Knowledge of math, business English, and vocabulary
• Ability to accurately prepare complex forms, documents, and reports
• Ability to establish and maintain an effective working relationship with other employees, other departments, officials, other county offices, and the public
• Ability to communicate courteously and effectively both verbally and in writing
• Ability to operate a complex state or county computer system
• Ability to understand, apply and maintain complex regulations and oral instructions
• Ability to accurately handle cash receipts and maintain complex filing systems
• Ability to perform the technical and clerical functions of the position with a high degree of accuracy and efficiency
• Ability to access, input, and retrieve information from a computer using Microsoft Word and Excel and other programs used in the Tax Collector’s office
  
  

Education And Experience

• Graduation from an accredited college or university with a Bachelor Degree in Public Administration, Business Administration or a closely related field; or an Associate’s Degree and an additional 3 ( three) years’ experience in a Tax Collector’s office; or a High School Diploma (or equivalent) and an additional 6 ( six) years’ experience in a Tax Collector’s office.
• Minimum three (3) years’ experience in a Tax Collector’s office (Preferred)
• Minimum Three (3) years supervisory experience
  
  

Licenses, Certifications, Or Registrations

• Valid Florida Driver’s License and a driving record acceptable to the insurance provider
• Certified Florida Collector Assistant (CFCA) within two (2) year of employment
  
  

Supplemental Information

Essential Physical Skills

• Acceptable vision (with or without correction)
• Acceptable hearing (with or without correction)
• Ability to communicate orally
• Ability to sit at a desk and view a display screen for extended periods.
  
  

ENVIRONMENTAL CONDITIONS:

• Inside in an office environment
  
  

Reasonable accommodation will be made for otherwise qualified individuals with a disability.

FLSA Exempt Status

Reviewed: 10/01/2024