POSITION:                 TAX CLERK

                                    Full-Time, 70 hours per pay                             

DEPARTMENT:         Tax Claim

                                    1174 Elk Street, Franklin, PA 16323

PAY GRADE:             SEIU Pay Grade Nine

                                    $11.46 / hr.

 

OVERALL OBJECTIVE OF JOB

To perform bookkeeping applications in recording, reviewing, and processing of the financial records for over 5000 delinquent property tax accounts for the County, all the municipalities, and school districts within Venango County according to County and State Law.   Also, prepare, conduct, and finalize Upset, Judicial and Repository Tax Sales also according to County and State Law.

ESSENTIAL FUNCTIONS OF JOB

1.         Accurately process a large amount of payments of delinquent property taxes by methods of cash, checks and debit/credit cards including reviewing to ensure propriety, in person, on the phone and by mail.  Also, balance your collections on a daily basis.

2.         Enter the delinquent taxes that are returned by the Tax Collectors into the Tax Claim software and print reports for the Tax Collectors.

3.         Prepare the Notice of Claim certified mailers, as the notices are returned document the results on a spreadsheet.  Search for additional addresses as needed using the Register/Recorder, Prothonotary, Assessment and Tax Claim softwares as well at the Internet.  Document your search and mail again if necessary.

4.         Responsibilities for the Upset and/or the Judicial Sales include the following: 

A.    Prepare the Notice of Sale certified restricted delivery mailers, as the notices are returned document the results on a spreadsheet.  Search for additional addresses as needed in the same manner as the Notice of Claim.

B.    Prepare posting notices for each property and record the results of each posting on a spreadsheet. 

C.   Prepare letters to the Commonwealth of PA, Current Tax Collectors, and the Municipalities for any liens or paid taxes and record the results.

D.   Prepare the Sale advertisements for publications.

E.    Prepare additional mailings as deemed necessary.

F.    Add costs to each property as each Sale process is completed.

G.   Assist at the Sale including calculating out the amount due after a property is sold, collecting the money and balancing your money collected.

H.   Create files for each property and include all documents, mailers, posting etc. since the property was returned delinquent.

I.      Prepare all the petitions for the Courts.

J.     Prepare Deeds and Affidavits of Value for the properties that sold and record the deeds within the required time frame.

K.    Perform full 60 year title searches, bring down and mobile home title searches. Document the results and prepare it for solicitor review.  Continue to complete bring down title searches until the day before the sale to check for any new liens or owner changes.

L.    Document all owners, lien holders and heirs of deceased owners for the Sheriff’s Office for serving.  Track the results of the servings and calculate the costs associated with each service.

M.   Prepare the distribution of Sale Money and prepare certified letters to mail the petition to the appropriate people and lien holders.

5.         Maintain Repository for Unsold Properties lists, process bids submitted for those properties, including preparing approval letters for the taxing districts, collecting the bid money and preparing and recording the deeds.

6.         Attend Court proceedings as requested.

7.         Prepare the daily collections for deposit as needed.

8.         Assist the Director with establishing payment plans, keep accurate records of the payments on a spreadsheet, prepare late notices and default notices.

9.         File claim forms with the US Bankruptcy Court and maintain records of the status of all the bankruptcies on file.

10.       Perform general office work as needed and be able to use Word, Excel and Outlook on a daily basis.

OTHER DUTIES OF JOB

1.         Attends meetings and/or training sessions as required.

2.         Assists staff with clerical duties in absence of other clerical staff members, or as needed.

3.         Delivers mail to Courthouse or other County offices; occasionally performs errands as needed to carry out essential job duties.

4.         Sorts and processes daily mail for all departments.

5.         Performs other job-related duties as required.

SUPERVISION RECEIVED

Receives occasional instructions and some supervision from department supervisor in regard to daily work duties.

SUPERVISION GIVEN

None.

WORKING CONDITIONS

1.         Works indoors in adequate office space, lighting and ventilation, but subject to fluctuations in temperatures.

2.         Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

3.         Below normal indoor exposure to dust/dirt.

PHYSICAL/MENTAL CONDITIONS

1.         Must possess ability to record, convey and present information, explain procedures and follow instructions.

2.         Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching as necessary to carry out essential job duties.

3.         Dexterity requirements range from coordinated movements of fingers/hands for typewriter and computer, to simple dexterity of feet/legs/torso as necessary to carry out job duties.

4.         Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.

5.         Must be able to cope with the physical and mental stresses of the position.

 

6.         Must be able to move frequently throughout the workday as needed to carry out essential job duties.

7.         Must be able to pay close attention to details and concentrate on work.

 

QUALIFICATIONS

A.    EDUCATION/TRAINING

            High School diploma or equivalency plus demonstrated business and computer knowledge required including Microsoft Office software.

B.    WORK EXPERIENCE

Two to four years working experience in office environment, accounting, cashier/teller, abstractor, county government or court system; or any acceptable combination of equivalent training and/or experience.

Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
Must successfully complete pre-employment drug screening.
 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1.         Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

2.         Must possess good communication and interpersonal skills.

3.         Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.

4.         Must possess ability to maintain confidentiality in regard to client information and records.

5.         Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.

6.         Must possess general knowledge of modern office practices and procedures and ability to apply same to essential duties of job.

7.         Must possess knowledge and ability to practice current and accurate usage of grammar, spelling and filing procedures.

8.         Must possess ability to learn assigned clerical tasks and adhere to prescribed departmental procedures.

9.         Must possess ability to perform simple math calculations with accuracy and reasonable speed.

10.       Must possess ability to learn county and legal rules, procedures and practices as necessary

            within department.

11.       Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.

HOW TO APPLY

All interested, individuals should contact Human Resources at 814-432-9549.  A County bid application is required.

Applications are available:

·         Online by visiting: https://www.co.venango.pa.us/288/Job-Application-Process

·         In-Person by visiting the Venango County Human Resource Office on the 3rd floor of the Courthouse Annex building located at 1174 Elk Street, Franklin, PA  16323

·         You must contact the Venango County Human Resource Office by calling (814) 432-9549 to share your e-mail or fax number.

DEADLINE TO APPLY:  On-going