Kittitas County

Ellensburg , WA
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Fiscal Clerk

Kittitas County
Ellensburg, WA Full-time
Posted on June 23, 2018

Fiscal Clerk

The current vacancy in the Treasurer’s Office is a full-time, benefited, union (Local 792 CH), non-exempt position expected to begin as soon as possible. Anyone who meets the qualifications stated below may apply. Screening will commence on 6/28/2018 and continue until a suitable candidate has been found.

Salary Range: $3,074- $3,504 per month.

Essential Functions

Responsible for receptionist and cashier duties for the office

  • Answer inquiries regarding property taxes, excise taxes, general office procedures and duties, and direct all other inquiries to the proper party.
  • Advise taxpayers of tax amounts owed, calculating interest and penalties when delinquent.
  • Collect and receipt payments into the computer system for property taxes, special assessments, TV payments and excise taxes.
  • Balance daily computer posting reports to cash drawer, and prepare a bank deposit.
  • Correspond with taxpayers regarding incorrect tax payments and miscellaneous inquiries.

Responsible for processing real estate excise tax affidavits in accordance with RCW’s and WAC rulings

  • Assist taxpayers, closing agents, and attorneys in completing necessary excise affidavits.
  • Interpret state RCW’s pertaining to excise tax collection for title companies, attorneys, and the public.
  • Verify and validate that affidavits are complete and accurate, and that the information on the affidavits correlates to the information on any accompanying documents.
  • Verify excise tax and delinquent interest. Calculate penalty if applicable.
  • Collect and receipt all tax and excise amounts due, including any applicable interest, penalties and advance taxes.
  • Issue mobile home movement permits and decals to taxpayers and dealers and/or collect advance tax when applicable.
  • Distribute original and copies of excise affidavits and movement permits accordingly.
  • Correspond with taxpayers on inquiries, incomplete paperwork and/or incorrect payments.
  • Converse with the Department of Revenue on questions that cannot be answered from the excise manual.

Responsible for performing miscellaneous office duties

  • Answer incoming telephone calls from taxpayers, title companies, realtors and other county departments, concerning inquires on excise affidavits, and property taxes.
  • Distribute tax and special assessment statements.
  • Monitor and complete address changes on the computer for the Treasurer’s Tax Roll
  • Process return mail, conducting research for updated address, and maintaining a filing system.
  • Maintain a file of all address changes done each year in alphabetical order.
  • Archive files no longer needed for immediate access.
  • Provide backup to Tax Collection Deputy and Tax Warrant Deputy in their absence.
  • Perform any other duties as assigned by Treasurer or Administrative Assistant.
  • Forecast and order supplies for Treasurer’s Office as needed and on yearly basis.
  • Negotiate with vendors so that materials purchased are of best quality and quantity for our money.
  • Update office supply inventory records by adding or removing items throughout the calendar year.
  • Forward monthly to the Department of Revenue, a statement of excise tax collected with tax affidavits.
  • Converse with the Department of Revenue on questions that cannot be answered from the excise manual.
  • Maintain the Department of Revenue Real Excise Tax Instruction Manual within the office.
  • Input from excise tax affidavits grantor/grantee sales information to generate a monthly seller/buyer report.

Report excise tax affidavits to the Department of revenue and maintain buyer/seller records

  • Forward monthly to the Department of Revenue, a statement of excise tax collected with tax affidavits.
  • Converse with the Department of Revenue on questions that cannot be answered from the excise manual.
  • Maintain the Department of Revenue Real Excise Tax Instruction Manual within the office.
  • Input from excise tax affidavits grantor/grantee sales information to generate a monthly seller/buyer report.

Responsible for credit card payments via Automatic Clearing House (ACH)

  • Check e-mail each morning for notice of payment of taxes and assessments.
  • Receipt the credit card payment to the appropriate parcel in the computer system.
  • Log payment information on a balance sheet, and provide it to the Revenue Deputy at the end of each month.
  • Maintain a filing system for all credit card activity.
  • Answer incoming telephone calls concerning inquires on excise affidavits, and property taxes.
  • Distribute tax and special assessment statements, including the bursting process and preparation for mailing.
  • Perform any other duties as assigned by Treasurer or Administrative Assistant.
  • Provide backup to Tax Collection Deputy and Tax Warrant Deputy in their absence.

This job description is a summary of the primary functions and expectations for this position. Additional department- related duties may be assigned as required.

Minimum Qualifications

  • High School diploma or GED AND two (2) years of college level accounting or bookkeeping.
  • Two (2) years of experience in a job related field will substitute for college level accounting/bookkeeping classes.
  • Experience working with computers, word processing software, and spreadsheet software.
  • Knowledge in using general office machines and proper telephone etiquette.
  • A criminal history and background check will be performed on qualified candidates. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age at time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into account.

Necessary Knowledge, Skills and Abilities

  • Basic arithmetic skills and ability to perform simple calculations quickly.
  • Knowledge of cashiering procedures and techniques including ability to create receipts and balance a cash drawer.
  • Ability to work in a fast paced environment and handle stress effectively.
  • Must possess effective verbal and written communications skills.
  • Must have strong interpersonal and problem-solving skills.
  • Ability to work independently yet maintain open communication with others in the department to ensure work is completed in an efficient manner.
  • Ability to use general office machines and proper telephone etiquette.
  • Ability to multi-task in a fast paced environment while maintaining focus and attention to detail.
  • Proficient with computers including Microsoft office programs, with an emphasis on Microsoft Excel, and ability to learn other programs specific to the office or County quickly.

Working Conditions

Work is generally performed in an office environment; regular interaction with employees and the public; periods of increased activity and exposure to angry or emotional customers; sustained posture in a seated position and prolonged periods of computer operation; ability to sit, stand, walk, stoop, kneel, crouch, ascend/descend stairs, reach and grasp; strength to push, pull, lift, and carry up to 25 pounds and potentially more with assistance; vision to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone. All safety regulations, policies, and procedures must be adhered to at all times.

Work hours are standard with some extended shift or weekend and evening work as needed. Regular attendance and punctuality are required. Occasional travel may be required to attend meetings or training opportunities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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