POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. CALCASTEA40R POSITIO DESCRIPTIO This position description serves as the official classification document of record for this position. Please complete the information as accurately as you can as the position description is used to determine the proper classification of the position. 2. Employee's ame (Last, First, M.I.) 8. Department/Agency TREASURY CETRAL PAYROLL 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Tax Processing 4. Civil Service Position Code Description 10. Division CALCULATIOS ASSISTAT-E Special Taxes 5. Working Title (What the agency calls the position) 11. Section Calculations Assistant 6. ame and Position Code Description of Direct Supervisor 12. Unit MARTI, SETH D; DEPARTMETAL SUPERVISOR-3 12 International Fuel Tax Act (IFTA) 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work GUZMA, OMERO; STATE ADMIISTRATIVE MAAGER General Summary of Function/Purpose of Position Operations Center, Dimondale, MI / Monday-Friday, 8:00 am to 5:00 pm The purpose of this position is to perform an examination of IFTA license applications, tax returns and transmittals submitted by licensees and other jurisdictions for compliance to the tax statues. Communicate and respond to taxpayer inquires via the telephone, person to person, or white mail explaining the Motor Carrier Fuel Tax, Motor Fuel Tax and Revenue Acts and procedures involving licensing, issuance of decals and temporary permits, preparation, submission and correction of a IFTA tax return, departmental policies and procedures and points of law. Process, track, balance and distribute Motor Fuel and IFTA batches, system reports and ensure payments are posted to proper accounts. Requires knowledge of the Motor Carrier Fuel Tax, Motor Fuel Tax and Revenue Acts, the International Fuel Tax Agreement and all related administrative rules, letter rulings and administrative bulletins.

2 15. Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty. List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent. Duty 1 General Summary: Percentage: 25 Interacts with customers and responds to routine related questions from telephone calls, walk-ins, or correspondence regarding International Fuel Tax Act (IFTA) and the related statutes including; licensing, decals, filing requirements, tax return errors, payment verification, and assessment, penalty and interest amounts. Interacts with customers and other IFTA jurisdictions in writing, over the telephone or face to face to answer questions and provide assistance in understanding; licensing requirements for interstate carriers, current tax rates, the IFTA, application, tax return, transmittal errors, and adjustments to tax filing and accounts. Uses appropriate customer service techniques while providing information. Mail or fax applications, tax returns, decals, and other information requested by the taxpayer. Asks additional questions of the caller or walk-in to ensure an understanding of the issue. Review filing errors, specific tax returns including prior year returns/filings, including liabilities, refunds, estimated payments, and current year data to provide answers to customer questions. Make decisions to escalate to appropriate staff and/or carry out steps necessary to resolve a taxpayer problem. Routes service requests that are complex to senior Calculations Assistant, supervisor or other state agencies based on information received. Utilizes knowledge of the Motor Carrier Industry, Motor Carrier Fuel Tax Act, and International Fuel Tax Agreement to answer customer inquiries. Complies with disclosure provisions when answering all inquiries. Duty 2 General Summary: Percentage: 40 Review IFTA license applications, tax returns and transmittals to determine if application eligibility, refund or tax liability is due in compliance with the International Fuel Tax Agreement, Motor Carrier. Motor Fuel and Revenue Acts. Enter the required information in the IFTA Processing Consortium (IPC) and the Treasury Mainframe to approve and generate a license, correct error conditions, issue a refund and/or assessment. Review, reconcile, evaluate and verify daily accounts receivable transactions, and ensure all IFTA transmittals are properly posted. Generate and handle routine correspondence received by the Division. Correspond with taxpayers and/or taxpayer representatives to provide explanation of changes made. Review IFTA applications, replacement decals, trip, temporary and replacement permit applications for compliance/ Issue IFTA licenses, decals and temporary, trip and replacement permits. Assign appropriate account codes on IFTA tax reports and transmittals and enter into IFTA Processing Consortium (IPC) and Treasury Mainframe. Cancel and revoke IFTA licenses. Data enter IFTA Transmittal data and manual issue into IPC. Receive, distribute, review and correct IFTA application, tax return and transmittal errors and IPC statistical reports. View and process electronic customer records, research data to verify filing information is consistent with detailed schedules and customer identity. Review, analyze and adjust IFTA tax returns and transmittals to be in compliance with statutory requirements. Issue, correct and cancel assessments when necessary based on taxpayer information. Monitor the IPC system to ensure that all payments are received and all IFTA transmittal payments are properly posted. Process bankruptcy and tax clearance requests received from the Collection Division. Process penalty waivers on less complex IFTA fuel tax accounts. Process Customer Relationship Management (CRM) and MARCS service requests, review and update accounts appearing on various reports. Answer routine correspondence including Inter-Departmental Adjustments (IDAs), requests for refund or credit forwards. Duty 3 General Summary: Percentage: 15 Process and post Electronic Funds Transfer (EFT) and manual payments, transmittals, batch balance, run and distribute daily system reports. Process EFT debit/credit applications, review, evaluate and resolve check trace requests, unassociated payments and warrants list. Batch balance, process and post EFT, manual payments and transmittals in the IPC. Reconcile payments to MAI. Review payment posts. Run and distribute nightly/weekly reports (JP Morgan Access, IPC, MAI). Process EFT debit/credit applications. Review, evaluate and resolve check trace requests. Research and resolve unassociated payments and warrants appearing on the warrants list. Duty 4

3 General Summary: Percentage: 15 Provide support to staff and the supervisor of the unit in the completion of their duties. Request returns, correspondence, payment batches from storage facility. Retrieves and distributes daily mail, faxes and bus schedules received. Faxes information to taxpayers and/or preparers. Codes imaging documents. Check reports and update accounts as needed. Research returned mail. Alerts supervisor or technician when there is confusion or absence of information in the knowledge base to answer questions. Files. Assist Severance Tax personnel with data entry and review of severance tax returns Perform all work in accordance with established service standards. Duty 5 General Summary: Percentage: 5 Other duties as assigned. The experienced level person participates in the training of other calculation assistants or new employees. Create files and locate returns and related documents for the hearings process. Assist less experienced individuals, as necessary. Compiles and prepares various reports. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. This position is responsible for applying the laws, procedures, job outlines, memos and instructions, both verbal and written, in processing routine correspondence, telephone inquiries, issuing licenses and reviewing tax returns. Decisions include whether the telephone inquiry should be escalated, whether taxpayer has provided enough information to justify a correction to the account and whether the appropriate penalty and interest were charged. This individual must have a good general understanding of the IFTA as well as the Revenue Act. 17. Describe the types of decisions that require the supervisor's review. Decisions relating to refund requests greater than $2,500. Decisions regarding complex IFTA issues including apportionment, court case issues and interpretations of statutes and rules. Decisions related to statute of limitations and disclosure of information in unusual or questionable situations. 18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions. The individual must work at a desk for long periods of time. The job requires extensive use of a personal computer. The individual must answer telephone calls from taxpayers and preparers. Individuals on occasion need to transport containers weighing between 10 and 20 pounds. 19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a fulltime, on-going basis. Additional Subordinates 20. This position's responsibilities for the above-listed employees includes the following (check as many as apply): Complete and sign service ratings. Assign work. Provide formal written counseling. Approve leave requests. Approve work. Review work. Approve time and attendance. Provide guidance on work methods. Orally reprimand. Train employees in the work. 22. Do you agree with the responses for items 1 through 20? If not, which items do you disagree with and why? Yes, I agree.

4 23. What are the essential functions of this position? As a representative of the Department, this position interacts with customers utilizing knowledge base and tax statutes to answer questions and resolving account problems using appropriate customer service techniques. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. Updated to reflect processing system changes. 25. What is the function of the work area and how does this position fit into that function? The function of the IFTA Unit of the Special Taxes Division is to respond to taxpayer inquiries timely and efficiently. The Calculation Assistant is responsible for reviewing tax returns, license applications, routine correspondence and answering routine telephone calls. This position s primary function is to serve as the primary customer contact utilizing knowledge base to resolve taxpayer s inquiries concerning IFTA tax and related matters, including collection issues. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Education typically acquired through completion of high school. EXPERIECE: Calculations Assistant 5 o specific type or amount is required. Calculations Assistant 6 One year of administrative support experience. Calculations Assistant E7 Two years of administrative support, including one year equivalent to a Calculations Assistant 6, involving examining, counting, and coding, performing basic mathematical calculations and proofreading numerical data. KOWLEDGE, SKILLS, AD ABILITIES: The employee must be able to effectively communicate with the public, analyze the situation regarding tax related matters and resolve them. Employee must develop a good understanding of the State of Michigan and Federal Tax Law and the internal workings of the Tax Policy Bureau. The individual must be able to follow instructions and work in a team environment. CERTIFICATES, LICESES, REGISTRATIOS: one OTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of this position. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Supervisor TO BE FILLED OUT BY APPOITIG AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. one I certify that the entries on these pages are accurate and complete. SOYA CARTER Appointing Authority 5/2/2016

5 I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Employee