Job Postings

TOWN OF HERNDON

 Job Description    https://www.herndon-va.gov/Home/Components/JobPosts/Job/2987/2981?selType=1

          

Classification Title Tax Administration Supervisor
Department, Division Finance, Revenue
Pay Grade 11
Staff, Supervisor, Manager Level Supervisor
FLSA Status Non-Exempt

 

General Statement of Position

All positions with the Town of Herndon require an excellent customer service mindset,

 in accordance with the customer service-related focus of the town.

 

Under direction of the Revenue Operations Manager, the purpose of this position is to supervise tax, collections, and front counter operations, using the town’s automated cash receipts system; handles cash; prepares correspondence and reports; maintains required records; provides information to citizens and businesses regarding tax rates and payment information; and assists in billing and collections for real estate taxes, business license tax, meals tax and all other cash receipts.  This position supervises the front counter revenue employees and is responsible for excellent customer service, providing information to citizens when requested.

 

Essential Functions, Typical Duties and Responsibilities

The following list represents tasks performed within this classification.  It is not necessarily descriptive of any one position in the class.  The omission of any essential function, typical duty and/or responsibility does not preclude same from being assigned if such are logical position assignments.

Provides excellent customer service to external and internal customers.  Answers phone calls for tax inquiries, business licenses and meals tax questions and other pertinent information; assists customers in person with questions and information; assists customers with completing department forms.

Supervises staff and provides training. Prepares and conducts all supervisory tasks including but not limited to employee performance evaluations, directing daily work and counseling as needed.

Lead relationship support between the town and primary depository institutions and facilitating with town departments for any banking service needs.

Ensures proper processing of all transactions via cash, check and credit card, in person, telephone, online and by mail for taxes, utilities, business licenses and other payments owed to the town.  Oversees the management of the parking ticket vendor, ensuring proper and timely collection of parking tickets and scheduling court dates.  Processes payment files daily.

Reconciles cash drawer daily; balances and posts daily cash receipts; prepares and makes bank deposits. Ensures all payments are processed in a timely manner and ensures the cashier’s daily work packages are complete and accurate.

Posts transactions to accounts receivable general ledger, provides ad-hoc reporting, and assists senior accountant in resolving bank and general ledger reconciliation issues as needed.

Receives non-sufficient funds (NSF) checks and chargebacks returned from the bank; ensures return transactions are properly handled within the cash receipts system; contacts customers via phone, email or in person to ensure prompt re-payment.

Prepares and processes tax files and billing for various tax revenues to include collections of delinquent invoices owed to the town; prepares actionable and relevant accounts receivable reporting and maintains relationship with third party collection agencies to ensure timely delinquent collections.

Audits business licenses, meals tax, transient occupancy tax accounts and other receivable accounts monthly to ensure customer compliance with filing requirements and searching for non-filers to ensure all customers in the town are filing.  Makes on-site visits to town businesses when necessary.

Assists Revenue Operations Manager and upper management with yearly budget estimates for revenue and expenses.

Works with Community Development and Economic Development teams to ensure new businesses are in compliance with applicable town ordinances.

Maintains the finance revenue division web pages on the main town website and publishes updates as needed.

Assumes the role of subject matter expert for the ERP revenue module, cashiering and payments interface software and hardware required for front counter operations; responsible for reviewing and implementing all software and hardware upgrades and conversion used in this division.

Works with staff at the Department of Parks and Recreation ensuring business compliance with town ordinances regarding special town events; generates bills and arranges collections of fees for business licenses and meals tax.

Performs other duties as assigned.

Knowledge, Skills and Abilities Required

Strong computer skills, including but not limited to Microsoft Office Suite, as well as the ability to operate other computerized programs, with focus on details for entering data.

Work in a fast-paced environment, timely meeting various deadlines.

Detail-oriented, organized, and accurate.

Act as first line supervisor, directing division daily operations, recruiting, supervising, and evaluating assigned staff.

Work is performed with initiative and independent judgment and is evaluated for adherence to instructions and established procedures.

Calculate, compute, summate and tabulate data and information; perform subsequent actions in relation to these computational operations, using addition, subtraction, multiplication, and division; calculate decimals and percentages; utilize principles of fractions.

Provide guidance, assistance and/or interpretation to others, as needed, on how to apply procedures and standards to specific situations.

Utilize a wide variety of descriptive data and information, such as the Town Code, town ordinances, computer program documentation, and tax map.

Minimum Education, Training, Experience and Special Requirements

  • High school diploma or equivalent required.
  • Bachelor’s degree in accounting, finance or business strongly preferred.
  • Combination of education and experience in accounting, bookkeeping, or finance equivalent to four years.
  • Two or more years previous experience and training involving customer service, cashiering and cash management.
  • Two or more years supervisory experience preferred.
  • Experience with billing and Tyler Technologies ERP software strongly preferred, to include but not limited to Tyler Cashiering and Tyler Payments.
  • Bilingual (English/Spanish) strongly preferred.
  • Valid driver’s license with acceptable record.

Americans With Disabilities Act (ADA) Compliance

The Town of Herndon, VA is an Equal Opportunity Employer.  In compliance with the ADA, the town will provide reasonable accommodations for qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with this employer.

Duties involve the ability to exert light, physical effort in sedentary to light work, but that may involve some lifting, carrying, pushing and pulling of objects and materials of light weight (up to 20 pounds).  May involve extended periods of time at a keyboard or workstation; requires the ability to perform semi-skilled, coordinated movements such as those required to operate computer and office equipment; some duties require visual perception and discrimination; some duties require oral communications ability.

Tasks are regularly performed without exposure to adverse, environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease and pathogenic substances.

THIS JOB DESCRIPTION DOES NOT CONSTITUTE AN EMPLOYMENT AGREEMENT BETWEEN THE TOWN OF HERNDON, VA AND AN EMPLOYEE.

 DUE TO THE NATURE OF A GOVERNMENT PROVIDING SERVICES TO THE PUBLIC, ALL DUTIES OF THIS POSITION ARE REQUIRED TO BE FULFILLED AT THE DESIGNATED WORKSITE IN THE TOWN.  NO REMOTE WORK IS AVAILABLE.

 ADDITIONALLY, THIS JOB DESCRIPTION IS NOT DESIGNED TO COVER OR CONTAIN A COMPREHENSIVE LISTING OF ACTIVITIES, DUTIES AND RESPONSIBILITIES REQUIRED OF THE EMPLOYEE FOR THIS JOB.  ACTIVITIES, DUTIES AND RESPONSIBILTIES MAY CHANGE AT ANY TIME, WITH OR WITHOUT NOTICE.