Description

Chief Deputy Treasurer organizes, supervises and performs accounting, clerical, banking, computer system administrator activities relating to either the treasurer or tax collection functions of the Treasury Department; acts in the capacity of the County Treasurer in their absence; does related work as required. Work is performed under the general supervision of the County Treasurer who periodically reviews work for accuracy and compliance with departmental policies and state and federal regulations. Supervision is provided to clerical and accounting support staff.

Typical Daily Tasks

Illustrative Only. Any single position in this classification will not necessarily involve all the listed duties below and other positions will involve duties which are not listed. These duties represent the essential functions needed of persons in this classification.

Treasurer

Responsible for monitoring all revenue received from each of the county departments. Process daily transactions posted to the checking accounts; electronic deposits, electronic payments, process lockbox deposits, tax e-payments received, bank card deposits, charges, returned items and cleared checks. Initiates the Electronic Funds Transfer of the payroll tax liability payments for; Federal, State, Unemployment taxes. Identifies and follows statute requirements for miscellaneous ORS payments received. Monitor internal controls and cash handling procedures for all county departments to ensure the safety of the county assets.
Prepare documents to assist Treasurer in making decisions for daily cash flow needs. In the absence of the Treasurer, makes these decisions. Monitors and reconciles daily general ledger posting to bank accounts and county to ensure the accuracy of posted transactions.
Coordinates and supervises the verification of authorized signors and ensures balances before the disbursement request on trust & agency funds. Sign off on checks issued for the week, monitor internal controls. Monitor and maintain the unclaimed checks, after due diligence, report information to the State.
Maintains cash account records and prepares fiscal reports for County department funds, trust accounts, taxing districts and other governmental agencies. Prepare or directs and oversee the preparation of varied and complex reports. Assist the county auditor in preparing documents for the annual audit.
Maintains and monitors the payroll & account payables disbursement accounts; issued, cleared, and outstanding items. Maintains & monitors investments purchases, coupons payments, maturity, interest earned posting to financial system and investment system. Maintains and reconciles all bank statements.
Invests County funds, as directed by the County Treasurer, researches investment alternatives and makes recommendations to the Treasurer as requested. Monitors Bond Debt paying agents; issues interest and principal payments on existing debts.
Calculates distribution of tax collections and other revenues, such as interest, forest receipts, state collections, to school districts and other taxing districts; maintains appropriate records.
Complete special assignments and perform other related duties as assigned. Assist the Finance department with payroll, budget, reporting, and account payables.
Provides management of financial computer system to: users, executive view departments, training of the financial system, management of several banking applications, and ftp sites. Works closely with the computer programmer to modify programs to meet accounting objectives; provides information and feedback on necessary program and network changes; may assist users in training, working with, and backing up the systems.
Reviews and interprets Oregon Revised Statutes, State Department of Revenue Administrative Rules and other governmental agencies.
Prepare documents for the certification of the Tax Roll; Tax Warrant (authorization of collections), the percentage collection schedule (rate and amount to collect). Notifying all Taxing Districts of Imposed Taxes.
Complete special assignments and perform other related duties as assigned.

Tax Collector

Completes Tax Roll Turn
Reviews and makes necessary corrections and additions to the tax role, including: BOPTA, Assessor stipulations, Act of God pro-rations, clerical errors to the Tax Roll, DOR Order, and Opinions.
Prepare or direct and oversee the preparation of varied and complex reports, fiscal records involving independent research, analysis, surveys, statistical data and administrative studies; make recommendations based on research. Maintain confidential records and files in the department. Coordinate and supervise the annual tax report provided to the DOR.
Maintains, coordinates and supervises the handling of all bankruptcy claims and files claims for the County.
Responsible for monitoring all tax payments received and receipted; including mail, drop box, lockbox, data exchange with lenders and counter payments, and e-payments. Accounts for and balances tax monies and prepares deposit of tax monies for Treasury.
Coordinate and supervise the collection of delinquent property taxes. Assume responsibility for payment arrangements on delinquent tax accounts. Develop and maintain complete files and records of collection efforts; maintain accurate reports on delinquent accounts.
Issues, maintains records of and releases tax warrants; collects warrant service fees.
Coordinate and supervise all aspects of the annual foreclosure proceedings and publications. Coordinates the printing and mailing of all; property tax statements, value change notices, warrants and delinquent notices. Coordinates and processes the electronic postcard trimester notices.
Provides management of the tax computer system, users, and training of the system, management of ftp sites. Works closely with the computer programmer to modify programs to meet accounting objectives; provides information and feedback on necessary programs and network changes; may assist users in training, working with, and backing up the systems.
Coordinate and supervise the issuance of tax refunds due to duplicate payments and reduction of taxes due to Roll corrections.
Complete special assignments and perform other related duties as assigned.

Supervisory Responsibilities

Plan, prioritize, assign, supervise and review the work of staff. Establish work plans, goals and objectives; Interpret office policies and procedures. Assist in the selection and evaluation of office staff. Responsible for staff scheduling and approving time off, ensuring the office is sufficiently staffed at all times. Provide staff training on an ongoing basis. Assume accountability for work performed in the office. Develop, administer and monitor the office budget. Manage the payroll records for the office.
Develops and implements departmental policies and procedures and maintain departmental office manual.
Maintain cash handling procedures and internal controls for county departments.
Represent the treasurer’s office to the public, other departments, taxing districts and other agencies. Answer questions, solve problems and explain relevant laws, rules, regulations, policies and procedures. Investigate and resolve complaints.
Maintains appropriate records and prepares reports related to departmental activities/functions and other governmental agencies.
Prepares budget recommendations and estimates for area of responsibility, assist in preparation of department budget presentation, monitors department budget. Prepares the assignment of accounting for departmental expenditures.
Acts in the capacity of the County Treasurer for the area of assigned responsibility or for the entire department in their absence.
Has full cash management and signing authority for all bank accounts, investments and local government pool transfers maintained by the Treasurer as well as accounts payables and payroll checks.
Meet with state representatives and officials from other counties to coordinate programs, improve procedures, and obtain information on new laws or opinions. Attend meetings and conferences as required.
Monitor, interpret, and ensure compliance with all relevant statutes, rules and regulations.

Supervisory Responsibilities

Supervision is a responsibility of this classification.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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

Associates Degree (AA), preferably supplemented by additional coursework in accounting; and four years of progressively responsible experience in accounting with exposure to the application of basic accounting principles or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and ability to perform the above-described essential duties and responsibilities.

CERTIFICATES, LICENSES, REGISTRATIONS

Continuing education is a requirement for the tax division as outlined by Oregon Statute and Department of Revenue Administrative Rule (OAR 150-308.059-A).

Supplemental Information

BACKGROUND INVESTIGATION

Those employed in this position may be subject to pre-employment drug testing and a background investigation, including but not limited to criminal background investigation. Conviction of a crime will not necessarily disqualify an individual for this classification.

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Josephine County

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