City of Lowell Job Description

Treasurer's Office Assistant Collector

Job Title: Assistant Tax Collector (1400-21A, J#6194, 3796)

Department: Treasurer's Office

Reports To: Treasurer

Union: MVEA Unit D

Salary: $80,464.42 (min) to $89,513.70 (max) annual ~ 37.5 hours per week.

FLSA Status: Non-exempt

SUMMARY

The Assistant Collector is responsible for supervision of the staff that collects parking tickets, real estate, personal property and motor vehicle excise taxes and other municipal revenue.

He/she ensures the accuracy of the City's receivable systems, including refund controls, lock box services and tax services. The Assistant Collector's staff issues accurate and timely Municipal Lein Certificates, resolves taxpayer billing and payment issues and prepares reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Responsible for collections, accounts receivable, internal controls, commitment maintenance, credit balance monitoring, issuing refunds, tax billing, and oversight of the municipal lein process;

2. Make recommendations for improving all aspects of collection operations and implements improvements;

3. Recommends policy improvements;

4. Supports the budget preparation, interfaces with tax service companies, researches problem accounts, oversees training and cross-training, and coordinates telephone operations;

5. Deposits cash to bank accounts and records transactions in the City's ledgers;

6. Assists Treasury personnel in bank reconciliation;

7. Writes and compiles information for Treasury Department web-site;

8. Reconciles on-line payments;

9. Participates in proposal review (banks, billing vendors).

10. Ensures customer service;

11. Communicates with taxpayers and their representatives via mail and phone and in person;

12. Resolves billing, collection and tax-related problems; Performs all similar or related duties.

SUPERVISORY RESPONSIBILITIES

Under general direction of the Treasurer/Collector, the employee plans and carries out the regular work in accordance with standard practices and previous training. The employee has substantial responsibility for determining the sequence and timing of tasks and has substantial independence in planning and organizing work, and may determine work methods. The employee is expected to solve most problems or unusual situations by adapting methods or interpreting instructions. Instructions for new assignments or special projects may include varied objectives, deadlines,

and priorities. The employee will discuss technical problems, policy problems or changes in procedure with the Treasurer/Collector, but ordinarily the employee plans and completes work independently. The employee's work is generally reviewed only for technical adequacy, appropriateness of actions or decisions, and policy conformance.

The employee is accountable for the quality and quantity of work of the collection staff. Supervision of the staff typically consists of the following:

1. Plans, schedules and coordinates work operations to meet schedules, deadlines and priorities;

2. Revises work schedules to meet changes in workload or availability of staff;

3. Recommends and justifies to department head changes in the organization of work, work methods, or assignment of functions to positions;

4. Assigns work based on capabilities of staff;

5. Assures that work meets the required standard;

6. Gives advice and instruction on both administrative and technical matters;

7. Informs staff of organizational policies, goals and procedures;

8. Resolves employee complaints and takes appropriate disciplinary actions, such as verbal warnings and written reprimands;

COMPETENCIES

Confidentiality: Must be able to maintain confidential data.

Accountability: Must have the skills necessary to oversee and be accountable for the work of staff.

Judgement: Must be capable of analyzing varied problems, situations, or transactions, and able to craft the appropriate actions. Such actions will be guided by a large body of policies, practices, and precedents, some of which may be complex or conflicting. The employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns.

Complexity: Must be able to apply a variety of concepts, practices and specialized techniques related to collections. Relationships between and among taxpayers, attorneys, lenders, the City and other parties may often be complex, and may change as new information becomes available.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

Graduate of a four year college with a Bachelor's degree with three to five (3-5) years related work experience; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential function of the job.

COMMUNICATION SKILLS

Ability to communicate clearly, both verbally and in writing.

REASONING ABILITIES

Must have analytical and reasoning abilities and be able to make recommendations for change. Must be able to handle problems and emergencies effectively.

COMPUTER SKILLS

Must have extensive computer knowledge and experience with Windows, MS Office and municipal financial software, preferably MUNIS;

OTHER SKILLS AND ABILITIES

1. Must be familiar with Massachusetts laws and regulations governing the issuance of tax bills and the collection of revenue;

2. Must be able to maintain, manage, and organize records;

3. Must be able to deal appropriately with City employees, City officials and the general public;

4. Must be bondable

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Few, if any, physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper (up to 30 lbs.)

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment involves everyday discomfort typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings.

The City of Lowell is a smoke and drug free employer and requires a physical with drug screen and CORI, post offer.

Qualified individuals should apply by the deadline by submitting application/resume with cover letter using the City of Lowell job opportunities online portal:

https://cityoflowellma.munisselfservice.com/ess/employmentopportunities/default.aspx

The City is committed to encouraging diversity and inclusion through equitable opportunities for all community members. The aim is for our workforce, including contractors, to be truly representative of all sections of society and our community, and for each team member to feel respected while fostering belonging.

"The City of Lowell assures that every individual shall have equal access to all City employment opportunities. The City is all-inclusive and no person shall be denied equal access because of race, creed, color, religion, national origin, sex, sexual orientation, gender identity, age, military service, or physical/mental disability."

EOE/AA/504 Employer

Job Type: Full-time

Pay: $80,464.42 - $89,513.70 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person