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NEOGOV · 1 month ago

Part Time Commissioners' Administrative Services Clerk/Tax Appeal Secretary

Virginia City, MT

Full-time, Part-time

Onsite

Entry Level

$21.49/hr - $25.28/hr

2+ years exp

Madison County is seeking a Part Time Commissioners' Administrative Services Clerk/Tax Appeal Secretary to provide clerical support to the Commissioners’ Office and Road Departments. The role involves processing information, drafting minutes for meetings, and managing various office tasks to ensure smooth operations.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Perform clerical duties such as answering phones, referring messages, greet and direct walk in traffic, provide necessary forms and documents

Ability to use office equipment to check emails, send faxes, and make copies

Ability to handle stressful situations and multiple tasks with timeliness

Ability to prepare and distribute agendas, attend and take minutes of meetings, summarize and type minutes of meetings from electronic recordings or handwritten notes, and distribute minutes to appropriate persons

Ability to draft and present written correspondence using proper English grammar, spelling, and punctuation

Receive and distribute incoming mail and process outgoing mail according to established procedures to ensure proper parties obtain mail in a timely manner. Copy, package, and distribute a variety of materials as requested

Assist in scheduling Commission meetings or appointments, conferences, and conference calls; refer matters to the appropriate staff personnel; track progress to ensure timely reply as needed

Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the agency after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise. Handle requests for information appropriately and use judgment in handling sensitive information by adhering to department rules of confidentiality

Assist in maintaining a variety of files and records

Compose, type, and edit a variety of correspondence, reports, memoranda, and other material necessary to conducting county business and ensure that content is accurate and complete

Assist in maintaining calendars and setting up appointments for County Commissioners; confirming or rescheduling appointments based on mutual agreement and knowledge of their work schedules; notify appropriate persons and interested parties of rescheduled appointments, anticipate the need of reference materials to be used by Commissioners and/or participant and assemble materials for their use, brief employees of the nature of appointments prior to their scheduled meetings if requested

Attend evening meetings as necessary

Perform general duties, including answering telephone calls, meetings, or appointments; referring matters not needing the personal attention of Commissioners/Road Supervisor to the appropriate staff personnel; track progress to ensure timely reply by supervisor or staff as needed

Answer a variety of routine and semi-technical questions related to the Road Department functions, procedures, and regulations

Prepare and distribute public announcements for public release

Compose letters, memoranda, correspondence, summaries, or notices; type and distribute materials according to subject matter. Provide edits of documents and communication completed by others

Create and/or change program forms, prepare other documents as needed

Retrieve and code invoices and submit to the Finance Department for payment

Track the budgets, keeping track of expenditures/revenue within the department

Receives newly filed appeals, reviews them for timeliness and completeness

Reviews the petition to determine the specific issues and reviews applicable Board decisions, Board of Finance and Revenue decisions, judicial precedents, and tax laws, rules, and regulations to determine if the appeal can be resolved at this level

Reviews the Board file and all relevant materials in order to determine if additional information is necessary to substantiate the claim

Corresponds with the taxpayer, attorneys, or the taxpayer’s representative to obtain the additional information deemed to be necessary before preparing the final written decision and order

Reviews the taxpayer’s tax returns and records within the Department’s systems to ensure information is on file, correct, and current

Explains applicable sections of the law, the petitioner’s rights, and informs the petitioner if additional financial statements, records, documents, and evidence are needed to substantiate their appeal

Prepares recommended written decision and order, including evidence and discussion of applicable tax law and conclusions, which is submitted to the Board for approval. Upon approval, the decision is forwarded to the Petitioner and/or their representative

Demonstrate a commitment to the service-oriented culture of the Department

Apply Lean thinking in day-to-day tasks

Being mindful of internal controls and risk management when changes are made to a process

Determines the timeliness of the appeal

Determines the validity of issues being appealed

Determines if the appeal needs to be forwarded to a Tax Appeals Hearing Officer

Determines what evidence is needed and if all evidence has been submitted

Prepares a written recommendation/decision and order for routine appeals

Ability to draft and present written minutes and other correspondence using proper English grammar, spelling, and punctuation

Qualification

Office practicesClerical supportBudget trackingData processingWritten communicationCustomer serviceTime managementProblem-solvingTeam collaboration

Required

Education equivalent to graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping

Two (2) years of increasingly responsible related experience

Freedom from illegal use of drugs and freedom from use and effects of drugs and alcohol in the workplace

Must pass a background check

Knowledge of Computers; electronic data processing; modern office practices and procedures; administrative techniques and principles of organization; accounting; budgeting; techniques and practices of research methodology; data collection, and preliminary analysis; report writing; application and use of basic statistics; interview techniques sufficient to obtain information related to employment and administrative matters; written and oral communications, including language mechanics, syntax and English composition; database, spreadsheet and word processing applications including basic methods of graphic presentations

Skill in operations of computers and office machines

Ability to effectively meet and deal with the public; communicate effectively verbally and in writing; maintain complex filing systems; handle stressful situations; work extra hours as required; compose correspondence from general instructions; collect, compile and analyze qualitative and quantitative data; understand and explain laws, regulations and policies governing program operations; establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments; use and understand common database, spreadsheet and word processing applications; learn specialized computer applications

Ability to learn to interpret and apply well-defined administrative rules, regulations, and policies to determine how to take care of problems and issues on the spot