Deputy Treasurer Clerk

Job Description

Job Description

Archuleta County is seeking a qualified Deputy Treasurer Clerk. Our Deputy Treasurer Clerk earns a competitive wage of $19.48 per hour, plus an excellent benefit package, including medical, dental, and vision coverage, 401(a) retirement plan, County will match employee contribution up to 7%, paid holidays, PTO and Life/AD&D insurance.

ABOUT ARCHULETA COUNTY

Pagosa Springs is the county seat for Archuleta County and is located in the Colorado Sunbelt, just 35 miles north of the New Mexico border along the western slope of the Continental Divide. The combination of a high desert plateau and the Rocky Mountains to the north and east of town creates an unusually mild mountain climate. As a portal to the nearly 3 million acres of the San Juan National Forest and Weminuche Wilderness Area, Archuleta County is a doorway to the four seasons of outdoor adventure which landed us in Outdoors Magazine's top 10 best Towns in American (2015) and Men's Journal's "20 Best Mountain Towns in America (2017).

In order to assemble and retain team members who share our core values of honesty, integrity, sound judgment, customer service, professionalism, and accountability, we work hard to be an employer of choice. We offer competitive pay, generous benefits, and a positive work culture.

JOB SUMMARY

Under general direction of the County Treasurer, receives all money coming into the county. Is custodian of the Treasurer Ledger reflecting all cash activity of the County. Manages all aspects of the tax payment process, including billing, tax accounts receivable, and collection of delinquent taxes. Continually improves the tax billing, receiving, and collection processes using technology to drive down costs and improve customer satisfaction. This position requires a high degree of customer service and conflict resolution skills. Is primary contact with the external customer in person and on the telephone.

ESSENTIAL FUNCTIONS

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The administration retains the right to modify or change the duties or essential functions of the job at any time.

• Receives all monies coming into the County. Coordinates with departments, interacts regularly with Finance, as well as state and federal agencies to ensure accurate posting of revenues. Reconciles deposits from departments. Daily balances own tills, prepares cash deposits. Creates or approves Treasurer disbursements.
• Records entries for the Treasurer Ledger. Reconciles liability accounts and funds.
• Ensures separation of duties and dual controls. Complies with office internal controls. Assists with annual audit.
• Analyzes revenues and expenditures. Develops annual budget proposals to submit to Chief Deputy.
• Redeposits or charges back returned checks.

TAX COLLECTION FUNCTIONS:

• Administers the tax collection process by three-way balancing the tax roll; sending statements to printer; and processing all tax payments, e.g. pre-payments, lockbox, 3-payments, batch, counter, mail, and electronic payments. Reconciles third-party payments to receipting software, bank, and vendor-provided reports.
• Administers disbursement of monies to taxing authorities. Notifies authorities of disbursement results.
• Administers delinquent collection process. Issues delinquent notices, investor endorsement letters. Prepares publications for newspaper. Manages distraint, seizure, and sale process. Manages redemptions. Creates or approves investor redemption checks. Coordinates posting physical properties with sheriff. Produces and records legal documents for treasurer deed process.
• Issues Mobile Home Authentications and Certificates of Taxes Due.
• Administers the annual Tax Lien Sale, including publications, mass account updates, training, collection, and updates for online auction. Reconciles deposits, sales, and refunds. Issue Certificates of Purchase.
• Administers abatement and omissions affecting the tax roll. Processes refunds and collections after adjustments.
• Administers the redemption/forced relinquishment of property process. Includes scheduling, ordering title policies, researching property owners, mailings, publications, posting property, issuing statements to investors, processing redemptions and deeds, balancing cash account. Testifies in court, if needed. Monitors bankruptcies affecting process.
• Monitors customer bankruptcy activities. Maintains log, is aware of deadline dates, and files proof of claim, if needed. Notates tax accounts to prevent receipting and being sent to tax lien sale.

PUBLIC TRUSTEE FUNCTIONS:

• Supervises releases of deeds of trust. Reviews information for accuracy and notifies holder of the evidence of debt of necessary corrections. Receipts revenue. Creates or approves expenditures.
• Assists Chief Deputy Treasurer in processing foreclosures. Verifies mailings, enters charges onto balance sheet for each foreclosure.
• Balances fund to foreclosures and releases.

COMMUNICATIONS:

• Maintains relationships with Treasurer and Public Trustee partners, such as taxing authorities, districts that certify "special assessments," treasury service providers, department heads, other treasury professionals, etc.
• Complies with statutory requirements.
• Communicates with internal and external customers promptly.
• Seeks to clearly understand others.
• Is proactive in communicating.

OTHER DUTIES:

• Manages timelines and workflow.
• Performs other related duties as assigned.
• Maintains websites for Treasurer and Public Trustee.

RESOURCES:

• Colorado Revised Statutes
• Public Trustee Association of Colorado Recommended Guidelines
• GTSData Quick Reference Guides
• Concordance for the Colorado County Treasurer
• Recommended Guidelines Treasurer Deed Management

MINIMUM QUALIFICATIONS

Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying.

Education:

High school or GED diploma.

Experience:

Three years professional experience in finance, accounting, or treasury OR

Three years employment experience in a County Treasurer Office, Colorado preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

.Knowledge of:

• Online Banking
• MS Excel, Word, PowerPoint, Outlook
• Adobe Professional, Captivate
• Eagle Treasurer, Web, E-Commerce
• Government Technology Software
• Treads
• GIS
• Simplifile
• Visio
• QuickBooks
• Lexis Nexis
• Accurint
• Real estate terms
• Home financing terms

Skills In:

• Honesty & Integrity: Maintains a high standard of personal conduct; complies with rules, regulations, orders, and laws. Willing to ask questions. Willing to admit mistakes. Willing to bring inappropriate actions to the attention of the Treasurer. Proactive in protecting the financial welfare of the taxpayers and the organization.
• Judgment & Decisioning: Gathers relevant information before making a decision. Proposes a course of action or makes recommendation based on all available information.
• Customer Service: Responds in a timely manner, seeks to assist others, communicates well with others. Respects the others and expects respectful treatment in return.
• Professionalism: Respects the nature of the job. Is aware of the impact of their behavior on others. Complies with the office dress code.
• Accountability: Is accountable to themselves and the organization, accepts responsibility for all aspects of their actions.
• Cooperation & Teamwork: Works harmoniously with others, shares critical information with everyone involved. Seeks opinions and values work relationships. Is open to the exchange of ideas and constructive suggestions.

Ability to:

• Create procedures and training materials.
• Use technology to get things done easier and faster.
• Ability to import/export files from multiple programs to work efficiently.
• Facilitate, train, and educate others on office policies and practices.

TOOLS AND EQUIPMENT USED:

• General office equipment
• Cash, coin counter
• Postage meter
• Laminator
• Check scanner

PHYSICAL DEMANDS:

The physical demands described herein 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.

• While performing the duties of this job, the employee is frequently required to have the ability to move to and from various points within the office. Travel to other locations using various modes of private and commercial transportation.
• Ability to work with hands above shoulder height or arms extended at shoulder height. The employee is required to use hand to finger, handle, grasp or feel objects, tools, or controls, and reach with hands and arms. Requires repetitive movement's standard in office-related activities such as typing, and sitting and standing, talking in person and via telephone. This position is occasionally required to stoop, kneel or crouch.
• Ability to lift and/or carry up to 20 pounds on a regular basis.
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth deception and the ability to adjust focus. Requires full range of peripheral vision to monitor multiple computer systems.
• Requires full range of hearing to be able to communicate via the telephone, and in person, ability to hear and conduct routine conversation. Requires sufficient hearing and speech ability to communicate verbally in response to inquiries, complaints, and to speak to individuals or groups in an informational or instructional situation.

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