What are the responsibilities and job description for the Office Assistant - Assessor's Office position at Town of Andover?
Under direction of Chief Assessor, provide customer service, assist in preparation of motor vehicle excise tax bills, process motor vehicle excise abatements, transfer real estate deeds, prepare abutters lists, and maintain records.Skills, Knowledge and Abilities
Education and Experience
Duties require high school diploma with knowledge of office administration, secretarial practices, financial transaction record keeping and automated office systems and procedures; specialized Department of Revenue course work; 2-3 years of related experience; or any equivalent combination of education and experience.Supervisory Responsibilities
None.
Physical Elements
- Transfer real estate deeds, verifying identifications and checking for redundancies or omissions. Enter deeds in legal file; maintain sales reports.
- Maintain office attendance records and payroll submission, process purchase orders and invoices, manage office supplies and ordering.
- Provide general customer service and assistance to all visitors to Town Offices, representing the Finance Department in central customer service functions; gain a working knowledge of all other customer service transactions residents, businesses, and visitors conduct at town offices.
- Responsible for the commitment of all motor vehicle tax bills for the Town. Calculate, post and maintain records of motor vehicle excise tax abatements. Research and resolve taxpayer questions and resolve motor vehicle excise billing issues with the Registry and other communities.
- Provide assistance to department customers. Greet visitors, answer telephones, explain office procedures, and respond verbally and in writing to questions within level of expertise and authorization, referring more complex issues to supervisor. For example, provide information about tax abatements, legal ownership, sewer betterments, etc. to residents, members of the public, attorneys, banks, and mortgage companies requesting specific information on real estate.
- Maintain and process records of real estate, betterments, personal property and motor vehicle excise tax transactions and correspondence.
- Assist taxpayers in filing real estate exemptions. Process and maintain all real estate exemptions records. Stay current with the list of statutory exemptions and track property transactions and sales that impact exemptions. Maintain confidentiality of taxpayer information.
- Assist in the processing of real estate, personal property and statutory exemption abatements and denials after they are voted on by the Board of Assessors.
- Assist in the processing of all new sewer betterments, including providing an explanation to taxpayers of how the charges are calculated.
- Prepare abutters lists certified by the Senior Assessor. Distribute to Departments and Divisions, as requested.
- Enter deeds, building permits, motor vehicle excise information, and mailing address changes into databases and electronic resource management tools and ensure accuracy of all information.
- Perform related duties as required.
- May contribute to the town’s central or shared services functions.
- Knowledge of standard office procedures, practices, forms, and equipment; dexterity and accuracy in operating adding machines and word processing keyboards.
- Knowledge of billing procedures; knowledge of assessment procedures.
- Ability to prepare routine correspondence and reports utilizing computerized office applications.
- Ability to understand, learn, interpret, and explain complex policies and procedures, and to apply such guidelines appropriately to different situations.
- Ability to learn and operate computer systems.
- Ability to interact effectively and pleasantly with a wide variety of individuals including customers, co-workers, outside professionals, and members of the public.
- Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.
- Ability to perform multiple tasks and deal effectively with interruptions.
- Ability to perform detailed work accurately and with dispatch.
Education and Experience
Duties require high school diploma with knowledge of office administration, secretarial practices, financial transaction record keeping and automated office systems and procedures; specialized Department of Revenue course work; 2-3 years of related experience; or any equivalent combination of education and experience.Supervisory Responsibilities
None.
Physical Elements
- Normal office environment, not subject to extremes in noise, temperature, odors, etc.
- Intermittent standing to assist customers or other staff members.
- Frequent interruptions to assist customers in the office or on the phone.
- May spend extended periods at terminal, on telephone, or operating other office machines, requiring hand-eye coordination and finger dexterity.
- Regular lifting and carrying of files, documents, records, etc.
FLSA Status: Non-Exempt
Grade: IE-14
Standard work week: 36.25hours
Job Code: T-6262
Risk Code: 8810
The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.
Salary : $59,079 - $70,231