in Washington County, AR
Deputy Assessor I
Job Code: 10
Reports To: Real Estate Supervisor/ Personal Property Supervisor
Location: Assessor's Office
Date Prepared: August 12, 2019
Date Revised: August 13, 2019
GENERAL DESCRIPTION OF POSITION
The Deputy Assessor I is responsible for updating real estate and/or personal property assessment records and interacting with the public in an information/problem solving capacity. Collect monies for copies of assessment records and maps. Ensure that all assessment transactions and interpersonal exchanges are performed efficiently and in a professional and timely manner, often under adverse conditions. All assessments must be accurate in accordance with state law to provide the records base for the County Collector to collect the appropriate amount of tax for the operation of schools, cities, and County organizations. Ensure each situation is handled according to County policies. The incumbent ensures that assessment values are correctly posted on assessment records. Each Deputy Assessor I is responsible for $2 billion in appraised personal property values through their accuracy of records. The incumbent is responsible for making subjective determinations regarding application of documents affecting real estate and personal property assessments.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Using copies of deeds received from Circuit Clerk's Office, the incumbent determines the applicable records and makes the appropriate updates to the information in the CAMA system.
- Assist the public in person or on the telephone in order to correctly assess land and building parcels, provide information pertaining to splits, property values, ownership of parcels, and other data which may be requested.
- Make personal property assessments both in person, by phone, fax, email, and by verifying online assessments.
- Make proper updates using copies of recorded deeds and court orders from the Circuit Clerk's office, as well as death certificates and other probate related documents from the County Clerk's office.
- Handle large volumes of calls, occasionally with disgruntled citizens, with professionalism and tact. Be able to establish control of the conversation, despite high emotions, in person or by telephone.
- Ensure proper documentation of all information needed for assessments is organized for scanning to ensure proper record retention and retrieval. Organize work for daily goals and stay current on a daily basis.
- Must be able to assess each situation encountered and decide on the appropriate action or response with the information supplied. If there is not sufficient information available, he or she may be required to supply all appropriate responses based on their knowledge and experience and in accordance with State law and County regulations.
- Assist customers with locating a piece of property on a map or locating a specific property owner by legal description or an address. Also must be able to identify specific properties on the personal property assessments.
- Assist customers with required forms including Business Personal Property renditions, exemptions request applications, homestead credit applications, and parcel combination forms.
- Must be able to assist in the training process of new employees, including hands on instruction of assessment procedures. This includes all aspects of personal property assessment, real estate name changes, mapping skills and general assessment knowledge.
- Collect and receipt for money collected from customers for photocopies.
- Provide legal descriptions available from assessment records for the public on their property.
- Conduct all liaison activities in a professional manner to ensure maximum cooperation between and among other Washington County departments, other Arkansas County Assessor's Offices, and other State and local agencies.
- Ensure that all activities are professionally and ethically performed in accordance with State law to protect the individual rights of all citizens in Washington County.
- Make decisions regarding appropriate methods to correct errors on assessment records, which requires knowledge and understanding of the appropriate documents required to accomplish the correction.
- Attend appropriate training and courses including continuing education (classes and/or seminars) as may be required by the Assessor.
- Successfully cross-train in other departments as required by the Assessor.
- Must be able to read and define GIS digital maps to use for assessment record changes.
- Must be able to interpret digital maps to assess school district's boundaries and proper tax districts in order to establish the correct millage for taxation purposes; correcting tax districts as required for in-house functions and for the public.
- Use titles and/or Bill of Sales, to assess personal property of individuals and businesses by phone, fax or email and in person. This would include vehicles, boats, planes, trailers, motorcycles, ATV's motor homes, livestock, etc. Call other Arkansas Counties to request copies of assessments, when necessary, to assist customers who do not have proper paperwork upon arrival.
- Update personal information on individuals and businesses, such as address and phone numbers. If the taxpayer has not been assessed in our county before, the deputy assessor must find out if the individual has previously assessed in another state, moved from another county or if this is the person or business's first assessment and set up a new account with the appropriate notes for tax clearance purposes. Research assessments by using vehicle identification numbers, names and addresses before opening new accounts, thereby avoiding duplicate accounts. Call any previous Counties to connect assessment numbers between Counties.
- Verifying each item on the taxpayer's previous year assessment and removing items when necessary, and requesting proper documentation for such. If the items remaining on the assessment are items that do not automatically depreciate, you must make sure that proper depreciation is given from pricing manuals or from internet research, and revalue older vehicles whose value must be rated and determined by its particular condition.
- Answering questions and directing walk-in customers as well as phone calls to the proper office or department.
- Responsible for using general affidavits to remove permanently tagged items from current assessments.
- Responsible for acquiring the proper paperwork and separating accounts, when necessary.
- Correct assessments based on reports that are designed for the purpose of checking for accuracy. Also, auditing reports supplied by the State, which show items tagged by the Revenue Department for the Assessor's, Office to verify that same item is being properly assessed.
- Must demonstrate the ability to make decisions concerning correspondence to outside agencies to request corrections of documents affecting assessment records and be able to prioritize assigned tasks and daily work flow.
- Must be willing to work in satellite offices when necessary.
- Perform any other related duties as required or assigned.
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 2 years related experience and/or training, or equivalent combination of education and experience.
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.
CRITICAL THINKING SKILLS
Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must complete State of Arkansas Assessment Coordination Department courses; Part one: Real Estate, Part Two: Personal Property, within two years.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
SOFTWARE SKILLS REQUIRED
Basic: Alphanumeric Data Entry, Contact Management, Database, Spreadsheet, Word Processing/Typing
INITIATIVE AND INGENUITY
Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.
Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
RESPONSIBILITY FOR WORK OF OTHERS
Responsibility for work of others: Not indicated.
RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $150,000 to $1,000,000.
Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.
FREEDOM TO ACT
Generally controlled. General processes covered by established policies and standards with supervisory oversight.
ANNUAL MONETARY IMPACT
The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.
None. Job does not create any dollar monetary impact for the organization.
IMPACT ON END RESULTS
Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.
Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)
Periodically exposed to such elements as noise, intermittent standing, walking, occasionally pushing, carrying, or lifting; but none are present to the extent of being disagreeable.
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is regularly required to stand, sit, use hands to finger, handle, or feel, talk or hear; frequently required to reach with hands and arms, stoop, kneel, crouch, or crawl; and occasionally required to walk, climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; color vision; peripheral vision; and ability to adjust focus.
EDUCATION and/or EXPERIENCE:
Minimum of high school diploma plus two (2) years real estate or mapping experience with public service preferred; or two (2) years college or technical school with emphasis in business education. Training in customer service is desirable. Basic knowledge of mapping systems or legal descriptions, real estate terminology, taxation policy and assessment system of the County is preferred.
OTHER SKILLS and ABILITIES:
The incumbent should possess PC computer skills in Windows based programs, Excel, Word, as well as mapping software (ArcReader, Deed Plotter) and accurate data entry and typing skills, including 10 key skills. Must complete State of Arkansas Assessment Coordination Department courses; Part one: Real Estate, Part Two: Personal Property, within two years. Have knowledge of modern office practices, procedures, keyboarding skills and equipment such as all types of copiers, printers, FAX machines, etc. Have strong written and verbal communication skills as this position deals with the public most of the time, and in some cases, the citizens' emotions can be extreme. Be proficient with real estate legal descriptions, vehicle makes, models, etc., and the ability to use depreciation schedules. Must be a self-starter and able to do a variety of duties in an open area office. This position requires a high level of accuracy for all data entry functions.