Clerical Specialist - Revenue Division

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.

Equal Employment Opportunities - It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

GENERAL PURPOSE
The Clerical Specialist - Revenue is responsible for performing administrative and professional work in the Revenue Division of the Fiscal Affairs Department for the County of Northampton.

SUPERVISION RECEIVED
This position reports directly to the Deputy Revenue Manager and/or Revenue Manager.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION
Assumes responsibility for all functions associated with assigned area of specialization, such as current real estate taxes, delinquent real estate taxes, or licensing. Manages projects and deadlines associated with these areas as assigned and takes independent action to complete all required tasks.

Answers the telephone and receives visitors to office. Provides exceptional customer service by effectively communicating with visitors by telephone, email, or in person. Adequately resolves visitors' issues, or directs visitors to appropriate staff able to provide assistance.

Receives and processes cash, money orders, credit card payments, and other proofs of deposit (ACH or deposit slip) using cash register. Reconciles cash drawer. Assists in the closing of Revenue Division cash drawers as necessary. Interfaces daily cash sheet information into the Financial System, resolving any discrepancies as necessary. Downloads lock box and mortgage files received from banks into Real Estate Tax Collection System.

Calculates and processes payments, fees, Commonwealth of Pennsylvania licenses (hunting, fishing, and dog licenses), and current and delinquent Real Estate taxes due. Charges fees based on Revenue Division fee schedule.

Posts payments to appropriate accounts.

Analyzes account activity, fiscal statements and other reports.

Provides appropriate applications and forms upon request. Verifies accuracy of data and ensures that checks and forms are properly completed prior to processing. Checks for mathematical errors. Addresses inaccuracies and takes necessary steps to resolve discrepancies.

Assists in reviewing the accuracy of data related to Real Estate and delinquent tax bills, reminder notices, and delinquent notices that are prepared and mailed out by a third party vendor.

Assists Revenue Tax Specialist in preparing for Judicial and Upset tax sales.

Creates and maintains spreadsheets, letters, notices, statements, and other documents required for real estate taxes, tax claim, and/or licensing.

Manages supplies, shipments, scanning, and boxing of documents related to real estate taxes, tax claim, and/or licensing.

Utilizes analytical skills to research, reconcile, and make appropriate adjustments to all computer systems utilized by the Revenue Division.

Assists in the end of year close duties.

Provides information upon request for use in accounting, auditing, or administrative activities. Uses specialized computer software and/or Microsoft Office applications to generate reports as needed.

Establishes and maintains files on alphabetic, chronological, numerical, or other basis. Retrieves requested materials from files. Signs, date-stamps, or otherwise identifies and/or controls files.

Coordinates and communicates with outside agencies such as financial institutions and State agencies, as well as other County Departments, serving as the point of contact for the Revenue Division.

Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.

Processes all mailed correspondence received in the department, sorting and distributing to appropriate parties.

Maintains petty cash account for the Revenue Division.

Updates sections of the Revenue Division procedure manual for areas of specialization or assigned function area.

Participates in cross-training and mentoring as necessary in order to develop areas of specialization or assigned function area.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND

At least two (2) years of general clerical work experience, preferably involving cash handling in a larger scale retail or office environment.

KNOWLEDGE, SKILLS, AND ABILITIES
Intermediate knowledge of computers and computer software, including Microsoft Office applications. Ability to create formal correspondence and perform mail merges in Microsoft Word, and to create and maintain spreadsheets in Microsoft Excel.

Ability to learn Real Estate Tax Law, general revenue processes, register cashiering systems, and software specific to the Revenue division including, but not limited to RECO, IAS World, IFAS, and the Pennsylvania Automated Licensing System.

Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse clientele both verbally, and in writing.

Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, members of the public, and representatives from other offices both within and outside of the County or the Court.

Advanced time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.

Excellent math skills, including addition, subtraction, multiplication, division, and working with fractions and percentages.

Extremely high level of attention to detail and analytical ability.

Ability to navigate the Internet sufficiently to perform necessary job functions and to provide assistance to users, such as processing dog licenses on padoglicense.com.

Ability to establish and maintain filing and other recordkeeping systems.

Ability to preserve confidential and sensitive information.

Ability to maintain composure and tactfully handle sensitive situations.

Ability to establish and maintain working relationships with County staff, other agencies, and the general public.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT
Telephone, personal computer (including the Internet, Microsoft Office applications and other specialized software), calculator, adding machine, fax machine, copy machine, scanner, laser fiche, and other office equipment.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.

The employee must frequently lift and/or move up to twenty-five (25) pounds.

The physical demands described here 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.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment ranges from quiet to moderately noisy.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: RU-17
UNION STATUS: AFSCME RESIDUAL NON-PROFESSIONAL UNIT

Updated March 2024