Montgomery County Government
Position Description

Job Title: Deputy Trustee II
Department: Trustee
Reports to: Chief Deputy
FLSA Status: Non-exempt
Prepared By: Human Resources
Prepared Date: 11/2021

*Montgomery County Government adopted the State of Tennessee’s Hybrid Retirement Plan to be effective January 1, 2017. Any new full-time employee hired on or after January 1, 2017 will be required to enroll. As a member of the Hybrid Plan, you are required to contribute at least 5%of your salary to the defined benefit portion of the Hybrid Plan. Contributions are made on a tax deferred basis.

SUMMARY

This position is responsible for assisting the Montgomery County Trustee in the collection and processing of tax payments and accounting and maintenance of the tax relief program for county taxes, hotel occupancy taxes and other related responsibilities as needed for the Trustee.

EXPECTATIONS OF EMPLOYEE

• Adheres to County Government Policy and Procedures
• Acts as a role model within and outside the work environment
• Performs duties as workload necessitates
• Maintains a positive and respectful attitude
• Communicates regularly with supervisor about department issues
• Demonstrates flexible and efficient time management and ability to prioritize workload
• Demonstrates awareness and understanding of the various internal and external cultures that utilize department services
• Consistently reports to work on time prepared to perform duties of position
• Meets County Government productivity and quality standards
• Maintains appropriate customer relations

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

The Deputy Trustee II performs and/or manages all of the duties of the Deputy Trustee I detailed below and executes the additional duties detailed in the Deputy II section that follows.

• Responds to inquiries by telephone and public contact and performs tax inquiries by looking up taxes and calculating penalty and interest charges.
• Balance cash drawer daily and ensure they are balanced and all cash, checks, and credit card payments are accounted for.
• Receives and receipts tax payments, performs balance audit and prepares deposits.
• Process payments for title companies/attorney’s offices and place the receipt in their mail box in the Register of Deeds’ office.
• Process drop box payments daily & maintain the spreadsheet of payments in the box.
• Corresponds with taxpayers, attorneys, mortgagees via email
• Process, account for, & report rabies payments from veterinarians to Animal Control monthly.
• Tax Freeze- accept, enter, & submit applications to the State’s website and monitor progress for action needed from applicant and/or our office. o Ensure file is saved on Assessor of Property’s shared drive to ensure tax roll is accurate.
• Tax Relief – accept, enter, & submit applications to the State’s website and monitor progress for action needed from applicant and/or our office. o Help maintain the accuracy of county supplemental checks, if due, by reviewing the files. o Once the State has rendered a decision, pull folders from pending files, update database, and place in the active files or in the denied section for proper retention.
• Hotel/Motel Occupancy Tax-Collecting occupancy taxes for the County, ensure information and amounts are accurate prior to processing the payments monthly. o Creates and mails notification letters announcing their annual audits on a quarterly basis. o Assists with the quarterly reporting for the County Commission. o Creates & maintains the reporting database of payments and of the audit results. o Providing required documentation for the quarterly audits.
• Provide notary services.
• Community Information Outreach- Preparation of correspondence/form letters to churches, realtors, attorneys and title companies regarding the tax relief/tax freeze programs on an annual basis.
• Performs the required due diligence for unclaimed property to be disbursed to proper owners prior to us remitting it to the State of Tennessee.
• Submits requests for overpayment checks on taxes paid in duplication, returns payment stating reason for return, & mails the correspondence.
• Processes mail-in payments, returns incorrect mail payments and updates changes in database.
• Processes property tax bank payments October thru February on a daily basis.
• Monitors obituaries for the death of taxpayers to update our records.
• Receives and posts end of month payment from the Clerk & Master’s office.
• Receives payments for Greenbelt properties.
• Provides assistance to attorneys and paralegals in conducting tax research.
• Processes and sends tax notices to property owners, posts payments and maintains property tax receipt register, public utilities record and file books for mortgage companies.
• Assists in the cross training of employees on duties including taking payments, customer service expectations, handling bankruptcy files, and tax freeze/tax relief programs.
• Monthly balancing of Tax Aggregate required by State Comptroller’s office.
• Adds new tax accounts to the tax roll, works correction certificates, decreases, and tax rollbacks on an as required basis from the Assessor of Property and/or the State Board of Equalization appeals.
• Accepts Wheel Tax Rebate Applications and participate in the administration of the program.
• Delinquent property tax collection- Regarding returned mail, try to locate better addresses to forward tax statements to for payment. This includes using the

Clear website, US Title Search, Google, Secretary of State, Assessor’s Website and Montgomery County Court Info website.

• Participates in the maintaining of the proper retention structure of all records; archiving, maintaining for mandated timeframe, and submitting documents to be shredded based upon their statutory guideline.

Deputy II

• Wheel Tax Rebate administrator, approver, reconciliations, and/or check-writer
• Oversees bankruptcy accounts and maintains active and inactive bankruptcy tax claims and their filing duties as mandated by the bankruptcy orders.
• When a claimant files bankruptcy, submit request for removal of delinquent parcels from the Clerk & Master’s office via the Delinquent Tax Attorney.
• Manages and submits recapitulation of parcels to and from the Clerk & Master’s office.
• Balances and prepares deposits for the Receivables delivered to our office daily from Accounts & Budgets.
• Manages process to collect on returned property tax checks.
• Manages database, process & reports uncashed checks to the State of Tennessee unclaimed property.
• Responsible for Property Tax reconciliation, maintaining accurate spreadsheets as backup for annual state audit.
• Enters requisitions on behalf of the office for purchasing.
• Writes refund checks for overpayments on taxes and returns payment stating reason for return.
• Processes bank wires and transfers
• Updates office’s county website as changes are needed.
• Works with the Senior Deputy on training of new employees and office initiatives for a consistent onboarding experience.

SUPERVISORY RESPONSIBILITIES

This position has frontline supervisory responsibilities.

EDUCATION and/or EXPERIENCE

High school diploma (or GED) required with three to five years of related accounting or customer service experience; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.
Education equivalent to an Associate’s degree in accounting or related field is desired, but not required. Previous supervisory experience preferred.

SPECIAL KNOWLEDGE and SKILLS

This position requires effective oral and written communication skills, excellent interpersonal skills and intermediate computer literacy.

• Must possess good human relations and communications skills
• Must be proficient in Microsoft Office, Excel and PowerPoint

LANGUAGE SKILLS

Incumbent must possess the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Incumbent must possess the ability to write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

REASONING ABILITY

Incumbent must possess the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Incumbent must possess the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must hold a valid Tennessee driver’s license and have a reliable source of transportation.

PHYSICAL DEMANDS

While performing the duties of this job, the incumbent is regularly required to sit and talk or hear. The incumbent frequently is required to use hands to finger, handle, or feel; reach with hands and arms. The incumbent is occasionally required to stand, walk, stoop, kneel, crouch, crawl and climb or balance. The incumbent must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

While performing the duties of this job, the incumbent is routinely exposed to outside weather conditions. The noise level in the work environment is usually moderate.

The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may be assigned job- related tasks other than those specifically presented in this description.

Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966
(Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act
(USERRA).

Job Type: Full-time

Pay: From $20.70 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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