Elko County Human Services Employment Opportunity Announcement

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1 Position opens: December 14, 2018 Elko County Human Services Employment Opportunity Announcement POSITION: Deputy Treasurer SALARY: Step 1 - $ Step 2 - $ Step 3 - $ APPLICATION DEADLINE: December 28, 2018 Elko County Treasurer s Office is seeking qualified applicants for the position of Deputy Treasurer. The successful candidate will be responsible for a variety of simple to complex administrative tasks which support the operation of the department in accordance with Nevada Revised Statutes, County Code and other laws and guidelines. Must have experience working with spreadsheets, data entry, handling money, and excellent customer service and communication skills. Successful candidate will be required to successfully pass a background check. 100% PERS Retirement Minimal Fee for employee Medical/Rx, Dental, Vision and Group Life Insurance Obtain an application and full job description at Elko County Human Services 540 Court St, Suite 105 (Physical Address) 571 Idaho St. (Mailing Address) Elko, NV (775) phone (775) fax Elko County is an Equal Opportunity Provider and Employer In compliance with applicable laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations.

2 ELKO COUNTY HUMAN SERVICES 571 Idaho Street Elko, NV (fax) Job Code: Date Est.: Last Rev.: 12/18 FLSA: Non-Exempt Probation: 6 Months DEPUTY TREASURER DEFINITION Responsible for providing administrative support in the administration of the Treasurer s office in accordance with Nevada Revised Statutes, Elko County Code, and other laws and guidelines. DISTINGUISHING CHARACTERISTICS It is distinguished from other departments by overall responsibility of managing the office in the absence of the Administrative Deputy and the supervision of temporary employees during peak work load periods. The Treasurer s Office staff is cross trained in most areas to maintain a stable work environment. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the Treasurer and Administrative Deputy Treasurer. This position can independently carry out any assortment of special and on going projects. EXAMPLES OF DUTIES The following duties are typical for this position. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Batch and record tax payments into general ledger system in a timely manner so that apportionment can be done by the Treasurer. Balance drawer on a daily basis and prepare and deposit tax payments daily reviewing for accuracy and balance system with deposit. Contact taxpayer via mail or by phone if a balance is owing or any issue arise with their payment. Assist taxpayers at the counter with their tax payment. Provide general information and/or research problems for the general public in person or over the phone. Record batches and deposits processed during the month on spreadsheets. On months that apportionment is done, a split of totals before and after apportionment must be shown. Sort, route and process incoming mail. Ensure that any Treasurer s receipts are credited in that day s receipts. Manage any in house correspondence, routing to Treasurer and staff. Process internet payments from Official Payments daily into the tax collection software. Process any refunds or overpayments through the Official Payments website. Contact taxpayer directly about balances due, overages, or refunds.

3 Enter all address changes affecting the County Tax Roll, reviewing mail for address changes. Use query on system to locate by name or street. Review address errors report periodically and make corrections as necessary attempting to locate taxpayer. Maintain listing for all mortgage companies. Send annual notices reviewing any returned mail for address changes. Review tax bill requests from Mortgage Companies, check parcel splits and apply tax to correct parcel. Record 4 digit numbers for mortgage companies (known as CORTAC) and arrange computerized tax payments (CORTAC) from tax services and Mortgage Companies. Provide them with any information pertaining to rejections of payment. Process tax payments needing refunds for Administrative Deputy Treasurer (either regular mail or CORTAC payments). In the absence of the Administrative Deputy, process refunds by preparing checks for distribution and maintaining a separate bank account for monies owed to taxpayers. Balance account and ensure accuracy. File voided checks and look up images of cleared checks. Research and provide copies of cleared checks as requested. Keep track of bankruptcy notices in system and mark them bankruptcy. Follow up with any proof of claims if needed and maintain record of if/when case is closed. Monitor County bank accounts, maintaining proper balances and transferring funds as needed for payroll and investments at the discretion of the Treasurer. Prepare daily deposits, reconcile and balance daily cash to daily receipts. Enter previous day receipts into the General ledger system. Note all voided checks and hand issued checks for reconciling the system to the bank. Clear checks for Elko County payroll, Accounts payable, and Insurance checks on the General ledger system for bank reconciliation. Once the reconciliation is complete, enter adjusting journal entries into General ledger system and ensure all tasks are accurately posted and balanced. Contact other departments if a receipt is needed from their department for funds deposited in the bank. Process returned checks, reversing tax payments and redepositing checks or cash that can be cleared. Notify taxpayers of any reversal of payment to their parcel number. Locate and notify originating Department for all other returned checks. Redeposit cash or checks for these returned checks accordingly. Notify check recipient that their uncashed check is stale dated and send out letters to replace checks if they reply. Compile information for Trustee Property Auctions. Print parcel cards, prepare minimum bids for parcels, and enter all information pertaining to parcel into a spreadsheet. Assist Administrative Deputy in notifying previous property owners of pending sale by certified mail per NRS. Assist in the preparation of legal documents transferring ownership to new property owners once sale is completed. Use of queries to extract pertinent information regarding delinquent taxes, locate parcel number by physical address or for the history of a parcel. Use of microfiche/microfilm to locate older tax history. Maintain records of prior year s taxes due, prior year s taxes paid, prior year s tax delinquencies and Treasurer s Deed for prior years. Purge all other records annually for storage. Comply with NRS Statutes for maintaining records. Manage all office files; pulling for use, refilling, organizing, etc. Bill, collect and disburse room tax; issue operators room tax license, sending monthly

4 statements, collecting taxes and entering with a Treasurer s receipt for incoming room tax payments. Track amounts due to County for each operator; ensuring accuracy and prepare reports regarding collections. Supervise and train temporary employees during peak work load periods including general office practices and the operation of equipment. Assist Administrative Deputy in preparation of legal document as required by NRS, such as Certificate of Sale, Treasurer s Deeds, and legal Notices. Notify taxpayers by certified mail of pending seizure of property by the County Treasurer for nonpayment of taxes per NRS. Prepare and record deed transferring ownership of property from delinquent taxpayers to the County to be held in trust by the Treasurer. Assist Administrative Deputy in preparation of monthly settlements to disburse payment to entities. Prepare monthly accounts receivable reports regarding monies collected for all entities within the County and State that have payment due to them. Prepare settlement claims to disburse payment to entities. Assign and enter CORTAC number into computer. Conduct month end reconciliation of General Ledger. Authorize and prepare claims for payment to settle revenue for the State and local entities. Prepare monthly revenue reports where necessary. Approve accounts payable claims for office expenses. Assist the Treasurer with preparation of the department budget, ensuring that all expenditures are consistent with the County Budget. Review County Budget and schedules from the Controller s Office for distribution of sales tax and gasoline tax distributions. Assist the Administrative Deputy in the preparation of tax rate schedule for distribution to County Departments and the public. Also, help prepare legal notices for the local newspaper required by NRS of tax rates for the County and local entities. Assist Treasurer in the notification of delinquent taxes via mailing or involvement of the District Attorney s Office. Assist the District Attorney in collecting delinquent taxes. Comply with Elko County Policies and departmental procedures. Communicate clearly and concisely, both orally and in writing, with co workers and the general public. Listen carefully and respond appropriately. Accurately complete work assignments in a timely manner. Compile information for June Deed for parcels that are three year delinquent. Compare information to the AS400 on vesting and description to actual legal document and parcel card. Process Treasurer s Deed that takes these parcels from the previous owners names into the Elko County Treasurer s Trust. Assist Administrative Deputy in notifying property owners by certified mail per NRS. Prepare Delinquent Lists (1 year, 2 year, 3, year) for newspaper publication and online publication. Assist Administrative Deputy in compiling this information and making sure it is formatted for newspaper publication. Make sure there is current information on the Elko County Treasurer s webpage (Due dates, delinquent list, upcoming tax auction, etc.). We reach out to the Administration office with the information we want shown on the website.

5 Scan Treasurer s Receipts and other important information to Treasurer Documents. Put them in the appropriate folder and categorize them correctly. Scan checks to check images that we deposit daily to the bank in the H drive. Shred checks deposited via Desktop Deposit after 30 days have passed. Upload check information to the county banking portal (Payroll, Accounts Payable, Insurance checks) by creating a text file and uploading them. Manually add hand issued checks for Voids, Cancel Issues, New Issues, etc. Complies with Elko County Policies and department procedures. Accurately completes work assignments in a timely manner. Demonstrates regular, reliable, and punctual attendance. Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public. QUALIFICATIONS KNOWLEDGE OF: Generally accepted accounting principles, and practices with general ledger accounting experience. Procedures, methods, and techniques of record keeping. Governmental accounting practices and principles including fund accounting, Investing and banking. Formal education, training and experience with Microsoft Applications (Word, Excel, etc.). Knowledge of related outside agencies and County Departments and the services that they provide. Nevada Revised Statutes as they apply to the Treasurer s Department. ABILITY TO: Handle large amounts of cash, counting, making change, balancing daily. Operate a 10 key calculator with accuracy and speed. Operate a computer terminal proficiently. The Treasurer s staff must be proficient at creating new files (i.e. spreadsheets, forms, etc.) for use in office automation. When problems arise in any software applications, basic troubleshooting is a necessity. Trouble shoot basic problems with printers; align paper, retrieving reports, etc. Apply basic mathematical skills; adding, subtracting and figuring percentages.

6 Type with speed and accuracy. Prepare clear, concise and grammatically correct correspondence and documents. Work effectively under pressure of deadline. Communicate effectively with the public and co workers. Tactfully resolve conflicts when necessary. Operate microfilm and microfiche machines. Handle non-routine situations in the absence of the Treasurer. EXPERIENCE AND EDUCATION To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities. LICENSES OR CERTIFICATES Continued employment is contingent upon all required licenses and certificates being maintained in an active status without suspension or revocation. Nevada driver s license. MACHINES / TOOLS / EQUIPMENT 10 key calculator. Mainframe computer terminal. Postage meter and mail opener. Microfilm reader. Microfiche reader. Check signer and check endorser. Various printers (green bar, receipt, laser jet). Internet usage to retrieve bank statements. Copier. OTHER REQUIREMENTS Must be bondable. PHYSICAL DEMANDS The characteristics described in this section are representative of those an employee encounters while performing the essential functions of this job. In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Incumbents and individuals who

7 have been offered employment are encouraged to discuss potential accommodations with the employer. Work is performed in an office setting. Hand-eye coordination is necessary to operate computers and various pieces of office equipment. While performing the duties of this job, the employee is frequently required to talk or hear; sit; use hands to finger, handle, feel or operate objects or controls; and reach with hands and arms. The employee is occasionally required to stand or walk. The employee must occasionally lift and / or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. WORK ENVIRONMENT Position functions indoors in an office type environment where most work is performed at a desk. Environment is generally clean with limited exposure to conditions such as dust, fumes, noise, or odors. Frequent interruptions to planned work activities occur.