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Office Secretary II - Baltimore, United States - State of Maryland
Description
IntroductionThis 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, andreadily accepts direction from Supervisors.
Secretarial duties would include:
Typing letters, schedules, tables, manual assessment notices, forms, etc., on a personalcomputer using Microsoft Office products or comparable software.
Analyze incoming mail and email and determine whether the utility program manageror an assessor must review and respond, or if incumbent may handle.
Locates necessary information an assessor would require responding tocorrespondence received. This can include retrieving additional information from theCharter Office's records, Utility or Personal Property files, the Jessup Record Center.Displays proficiency in the use of various software packages currently utilized by thePersonal Property and Utility Valuation Unit.
Reviews, verifies, and interprets information in records, applications, and other documents byusing knowledge of agency policies and procedures to determine if appropriate procedureshave 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 othercategories defined through office policies and procedures.
Distribute returns based upon the appropriate category into which the documents havebeen sorted.
Reviews and keys Personal Property Assessments for annual tax assessment inconformance with office policies and procedures.
Updates the Department's records concerning corrections of business mailingaddresses.
Prepares and submits Utility Certification Files to local government tax offices.
Prepare and maintainmunicipality and county database for annual reports to DLSLegislative Services
Customer service duties would include:
Acts as a first level of information dispersal and assistance for taxpayers and thegeneral public regarding the personal property and utility tax structure, the assessmentprocess, late filing penalties, filing requirements, etc...
Interacts with the general public by phone to respond to issues related to theassessment process, property values, and general office procedures which pertain topersonal property and utility valuation.
Provides timely and appropriate customer service either in person, over the phoneand team shared email, by mail, or in an electronic format.
Has a working knowledge of the Call distribution system (BCT, used to manage anddistribute incoming phone calls in the office.Works with professional representatives in the county finance offices and law officesin the finalization of personal property and utility tax billing and the preparation ofcourt cases.
Uses computer software applications to enter, edit, validate, search, retrieve and updateinformation.Application includes Utility databases and worksheets, MBES assessmentsystem, SDAT website, and Maryland Business Express.
Clerical duties would include:
Files various materials to organize and retain assessment documents in accordancewith established office procedures.
Retrieves personal property and utility files and returns from shelves and boxes inresponse to requests from management, staff, the public, as well as appropriategovernmental agencies.
Documentation may be in the office's file room or basementstorage area.Moves boxes of forms as necessary including utility and personal property returns(corporations, individuals and firms), extension requests, balance sheets, instructionsheets.
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 otherteams when appropriate with reasonable performance expectations, participates intraining provided by man agement for any job deficiencies, participates in attendingany utility appeal meetings, compliance with the requirements detailed in theDepartment'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:
DESIRED OR PREFERRED QUALIFICATIONS
Desired or Preferred Qualifications
a.
Experience using Microsoft Office and/or Google Office in a professional officeunder a hybrid teleworking schedule and keying data into different data systems.
b. Experience communicating with coworkers and the public via telephone, email,letter, and in-person.c. 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 mailand sorting and scanning documentation into a scanning system.
d. Experience providing clerical and customer service across multiple teams oroffices.
e. 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.
We will not consider information submitted after this date.
Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on theeligible (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.
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 officeby theclosing date for the recruitment.
No postmarks will be accepted.For questions regarding this recruitment, please contact theDepartment of Assessments and Taxation at ,MD TTY Relay Service
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.
