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  • OFFICE SECRETARY II Lead Office Services Clerk Jennings
  • State of Maryland in Jennings, MD, United States
  • jobs
  • 4 weeks ago

jobs description

Introduction

This is a Position Specific Recruitment for the State Department of Assessments and Taxation, Buisness Property Valuation. The resulting eligible list will be used for this position only. Interested persons will need to reapply for future recruitments in this classification ...

GRADE

ASTD9

LOCATION OF POSITION

Department of Assessments and Taxation

Taxpayer Services- Utility Valuation Unit

700 E. Pratt Street, 2nd FL

Baltimore, MD 21202

POSITION DUTIES

To provide secretarial support as well as perform various customer service and clerical functions.

Exhibits positive attitudes, recognizes, and provides support and/or assistance to coworkers, works cooperatively in group situations, works actively to resolve conflicts, and readily accepts direction from Supervisors.

Secretarial Duties Would Include

Typing letters, schedules, tables, manual assessment notices, forms, etc., on a personal computer using Microsoft Office products or comparable software.

Analyze incoming mail and email and determine whether the utility program manager or an assessor must review and respond, or if incumbent may handle.

Locates necessary information an assessor would require responding to correspondence received. This can include retrieving additional information from the Charter Office’s records, Utility or Personal Property files, the Jessup Record Center.

Displays proficiency in the use of various software packages currently utilized by the Personal Property and Utility Valuation Unit.

Reviews, Verifies, And Interprets Information In Records, Applications, And Other Documents By Using Knowledge Of Agency Policies And Procedures To Determine If Appropriate Procedures Have Been Followed And To Resolve Problems. Work Would Include

Visually review personal property returns in search of No Assessments (NAs).

Sorting of incoming personal property and utility returns by type, ID#, and other categories defined through office policies and procedures.

Distribute returns based upon the appropriate category into which the documents have been sorted. Reviews and keys Personal Property Assessments for annual tax assessment in conformance with office policies and procedures. Updates the Department’s records concerning corrections of business mailing addresses.

Prepares and submits Utility Certification Files to local government tax offices. Prepare and maintain municipality and county database for annual reports to DLS Legislative Services

Customer Service Duties Would Include

Acts as a first level of information dispersal and assistance for taxpayers and the general public regarding the personal property and utility tax structure, the assessment process, late filing penalties, filing requirements, etc...

Interacts with the general public by phone to respond to issues related to the assessment process, property values, and general office procedures which pertain to personal property and utility valuation.

Provides timely and appropriate customer service either in person, over the phone and team shared email, by mail, or in an electronic format.

Has a working knowledge of the Call distribution system (BCT, used to manage and distribute incoming phone calls in the office.

Works with professional representatives in the county finance offices and law offices in the finalization of personal property and utility tax billing and the preparation of court cases.

Uses computer software applications to enter, edit, validate, search, retrieve and update information.

Application includes Utility databases and worksheets, MBES assessment system, SDAT website, and Maryland Business Express.

Clerical Duties Would Include

Files various materials to organize and retain assessment documents in accordance with established office procedures. Retrieves personal property and utility files and returns from shelves and boxes in response to requests from management, staff, the public, as well as appropriate governmental agencies. Documentation may be in the office’s file room or basement storage area. Moves boxes of forms as necessary including utility and personal property returns (corporations, individuals and firms), extension requests, balance sheets, instruction sheets. Picks up, opens, sorts, and distributes mail to staff. Prepares and scans all documentation into the scanning system. Add and remove file folders to the office’s filing system. Shift and relocate files to maximize filing space. Moves file cabinets, office furniture and machinery when necessary.

Other duties as assigned, including but not limited to, provide support to other teams when appropriate with reasonable performance expectations, participates in training provided by man agement for any job deficiencies, participates in attending any utility appeal meetings, compliance with the requirements detailed in the Department's Customer Service Policy, #CS1, Telework policy, and IT equipment. Appropriate use and care policy.

Assists in training newly hired personnel.

Minimum Qualifications

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Two years performing secretarial or clerical work involving typing duties.

Notes
• Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

Desired Or Preferred Qualifications

Desired or Preferred Qualifications
• Experience using Microsoft Office and/or Google Office in a professional office under a hybrid teleworking schedule and keying data into different data systems.
• Experience communicating with coworkers and the public via telephone, email, letter, and in-person.
• Experience providing information and first level assistance to taxpayers and the

public in an office setting.Experience handling and processing payments in an office or similar

environment. performing clerical duties that include opening and distributing mail and sorting and scanning documentation into a scanning system.
• Experience providing clerical and customer service across multiple teams or offices.
• Experience performing mathematical computations including percentages.

LIMITATIONS ON SELECTION

Must be willing to work in Baltimore City.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

NOT APPLICABLE

Special Requirements

Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date. We will not consider information submitted after this date. Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.

Benefits

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Assessments and Taxation, Office of Human Resources Division, 700 E. Pratt St., 2nd FL, Suite 2700, Baltimore, MD 21202. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the Department of Assessments and Taxation at 410-767-5898, MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining, and promoting employees who are reflective of the State's diversity
Jennings MD USA

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