Tax Claim Assistant Director

JOB SUMMARY

Front Line Operational Supervisor Position responsible for running the daily operations of the Tax Claim Bureau.

Proactively supervises, engages with, and trains staff reporting directly to this position and participates in all the functions of the Tax Claim Bureau including the review and preparation of delinquent tax properties for sale. 

Works closely with internal and external customers in person at the front counter and over the telephone answering delinquent real estate tax related questions, balancing tax collector reports, receipting payments daily, preparing monthly distribution and preparing listings of properties for real estate tax sales in a highly professional manner.

REPORTING RELATIONSHIPS

Works at large independently in a highly specialized position with general guidance from the Deputy Treasurer/Director of Tax Claim and Solicitor for the Tax Claim Bureau.

This position reports directly to Deputy Treasurer/Director of the Tax Claim Bureau. 

County Revenue/Collection Coordinator, position #500176 and #500184 report directly to this position. 

All other positions, when deemed necessary, within the Treasurer’s Office, work closely with this position during tax sale preparation.                                                                                                                                                                                                                                                                                    

ESSENTIAL JOB FUNCTIONS

Proactively supervises and trains employees for the Tax Claim Bureau. –  15 %

Knowledge of Pennsylvania Real Estate Tax Sale Law in its relation to tax claims and properly instructs staff on how to answer all taxpayer inquiries.                       

Delegates and assigns various projects to tax claim staff.

Accurate and efficient use of computers – 30 %

Maintain proper balances and posts payments to appropriate accounts.

Process and reconcile credit card payments.

Reconcile monthly reports and make appropriate distribution.

Process and track Bankruptcies.

Code and track Abandonment Orders, discharge exonerations after requirements are met.

Process Repository sale offers and notify Municipalities and School Districts for approval. Prepare deeds or mobile home titles after approval.

Submit audit information to Municipalities and School auditors.

Efficient at multi-tasking through balancing the handling of inquiries for the department by answering incoming phone calls, assisting taxpayers, attorneys, mortgage and title companies and county representatives present in the office. – 20 %

Accurately accept and process payments made by individuals in person and through the mail for 

delinquent real estate taxes.

Process Tax Certifications on a timely basis for owners, banks and tax service/mortgage companies.

Provide receipts and claim statements for individuals making payments and answer various account balance related questions involving a variety of scenarios in a friendly and professional manner.

Upset and Judicial Tax Sale Preparation - 35 %

Gives advanced notice of upcoming tax sales to property owners via certified mail, posting notices, personal service, and through advertising enabling them to have the opportunity to pay any delinquent taxes or to make payment arrangements through a payment plan and other such methodologies as required by Pennsylvania statute.

Calculates, processes and tracks all payment plan/hardship agreements within the Tax Claim Bureau, sending letters of default when necessary. Schedules appointments directly with taxpayers of owner-occupied properties finalizing the agreement and addressing any questions or concerns.

Email Municipalities requesting municipality liens to be added to sale properties and Act 33 notification of bidder registration requirement.

Prepares petition for court confirmation of all properties exposed to tax sale.

Credits taxes collected to proper taxing bodies and documents surplus funds.     

Works in concert with Solicitor in association with all required documentation associated with the sale of each property.                                  

Outcome

This position anticipates a self-motivated individual who can administer, motivate and problem solve effectively. 

The successful candidate needs to be versatile, personable and a strong communicator. 

Public will be waited on in a timely and professional manner. 

Works largely with the public, at the front counter and over the phone, presenting excellent customer service skills in a highly professional manner.

This position is an operational management position requiring the individual to be down in the trenches daily working directly with the taxpayers and both internal and external stakeholders.

OTHER SPECIFIC TASKS OR DUTIES

Receive and balance tax collectors’ unpaid county, municipal and school tax reports.

Ability to handle money in an honest and ethical manner both in the office and at scheduled tax sales.

Issue tax certifications upon request

Perform other duties assigned by supervisor

Assists the pre-registration of bidder process for tax sale

Proof all legal correspondence required by Real Estate Tax Sale Law (RETSL) including newspaper advertisements, certified return & claim notices, certified sale notices and proof of mail, property postings.

Reviews properties scheduled for tax sale and confirmed good service made on the owner/owners of the property.

Provides support for the Director on determining whether a property should be exposed at tax sale.

Works directly with staff and the Tax Claim Bureau Solicitor perfecting the required service which enables a property to be sold through Real Estate Tax Sale Law (RETSL).

Must be able to justify research and service performed on properties that sell at tax sale and provide guidance to owners and bidders.

Responds to all Tax Claim related Right to Know Requests working with the County Solicitor.

MINIMUM QUALIFICATIONS 

High School Diploma or equivalent

Knowledge of modern office technologies. 

Accounting or bookkeeping experience is highly desired.

Strong verbal and written communication skills.

Prior knowledge and understanding of PA Real Estate Tax Sale Law is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

Excellent communication and conflict resolution skills with the ability to resolve problems in an efficient and effective manner with difficult and occasionally irate customers.

Must be able to perform all job-related tasks demonstrating flexible, compassionate and ethical credit practices.

Proficient in use of office equipment including personal computer, 10-key calculator, fax, copier, etc.

Computer skills including Microsoft Word and Excel.

Detail oriented with excellent mathematical skills.

Ability to understand and follow both oral and written instructions.

Must have strong self-confidence working with the public on a continuous basis.

Ability to get along well with others consistently exercising strong customer service skills

Ability to multi-task

Ability to lead

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

Must be able to pass pre-employment criminal background check

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

Ability to sit or stand for extended periods of time

Ability to frequently alternate from sitting at desk to walking to counter to assist customers