Treasury Services Supervisor #03123

Treasury Services Supervisor #03123

City of Virginia Beach ? Job Description Date of Last Revision: 07-10-2020

FLSA Status: Non-Exempt

Pay Plan: General

Grade: 22

City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity.

Class Summary Supervise the billing, collection, record keeping, and revenue recognition of taxes/fees and personnel of an assigned section or operation of the Office of the City Treasurer to maximize the collection of revenues in a timely and efficient manner in accordance with state and local legislation. Under the direction of the Chief Deputy Treasurer or supervising Deputy Treasurer, exercise operational authority and planning across multiple specialties or subsections within the department.

Representative Work Functions and Responsibilities Supervise, direct and train technical and clerical level employees in the City Treasurer's Office; and evaluate job performances for assigned staff members.

Resolve problems. Escalate discussions following department protocols and issue sensitivity. Evaluate and resolve billing, collection, record keeping, and/or revenue recognition problems associated with area(s) assigned, or other areas as appropriate. Serve as intermediary between taxpayers and assessing agencies to resolve taxpayer disputes; resolve issues and discrepancies associated with wire transfers and transmittals of collected funds; and evaluate and resolve discrepancies on tax matters including the exoneration of penalty and interest. Has authority to set up payment plans, and correct errors as delegated by or under the direction of the division manager.

Frequently make policy decisions in order to effectively interpret and apply departmental, City and state policies, rules and regulations in the course of daily business operations within the realm of the department using good judgment; provide input in the development and/or revision of departmental and City policies and procedures; assist with documenting departmental and City policies and procedures toward the goal of consistent communication, administration, application and use.

Supervise the testing and implementation of new and upgraded software, recognizing and determining fits, gaps and defects. Determine the criticality of the defect and seek a resolution to the problem.

Maintain extensive and comprehensive knowledge of state and local tax laws affecting the presentment of tax billing, collection, record keeping, and revenue recognition criteria of all taxes and assessments of business taxes, excise tax, business property, personal property, real estate and state income taxes.

Assist the City Treasurer in devising standard office procedures that affect office productivity and employee proficiency; and formulate written procedures in accordance with City and State Tax Codes for

Treasury Services Supervisor #03123

various implementations of taxation.

Communicate with taxpayers to maintain satisfactory working relationships. Establish and maintain effective working relationships with contract law firm and other agencies.

Retrieve, organize and analyze data in order to respond to upper management regarding current and delinquent billing, collection, record keeping, and revenue recognition of taxes and other miscellaneous revenue issues.

Research and compile historical data to assist in forecasting revenue collections and exonerations.

Prepare flowcharts, reports and other documentation for comparison of historical revenue collections and assessment of penalty, interest and administration fees with current revenue, collection and assessment criteria.

Conduct complex research on various tax records as necessary. Audit and reconcile supplemental billing and erroneous assessments that pertain to the accounts receivable. Audit and reconcile various deposits payable, miscellaneous liens, and general ledger accounts.

Respond to and/or initiate inquiries pertaining to various taxes and calculate and recommend adjustments when necessary.

Ensure all mandated deadlines are met.

Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs.

Collection Efforts Ensure the preparation and mailing of delinquency invoices are completed in a timely and efficient manner.

Accept payments from customers for a variety of delinquent accounts receivables; including City fees and service billings, and court financial orders. Monitor and review lists of customers with delinquent accounts for discrepancies, aged accounts, and analyze amounts owed; ensure payments are posted to account holder accounts; and set up payment plans when account holder does not pay the entire balance in full for complex delinquent accounts.

Initiate and conduct account holder interviews to collect needed information or provide notification of escalated collection efforts including wage liens. Prepare related documentation and correspondence.

Conduct advanced research including skip traces of all available records, including Virginia Employment Commission and Department of Motor Vehicles, Court, and City databases for account holder information including new addresses, employers and assets. Maintain complete documentation of all investigations.

Coordinate collection efforts with third parties; including City utilities, Courts and employers. Serve as an intermediary between agencies to resolve account holder disputes. Issue wage liens; track and record payments. Follow up on issues as payments cease prior to full recovery, and/or are unable to be resolved by subordinate staff.

Compile records for debt set-off program for registration withholding program with DMV; maintain

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

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Treasury Services Supervisor #03123

accurate records of delinquent accounts. Submit withholding information to DMV; release DMV registration blocks.

Compile, review and execute the attachment of wages and bank accounts per Va. Code Sec. 58.1-3952; compile, review and execute seizure warrants for distress sale to collect for delinquent account balances.

Ensure all mandated deadlines are met for court, Commonwealth Attorney, Compensation Board, and any other reports required.

Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs.

Performance Standards Supervise, direct and train technical and clerical level employees in the City Treasurer's Office to ensure all services are provided to the public; resolve problems; evaluate job performance of assigned staff; frequently make policy decisions within the realm of the department using good judgment. Has extensive and comprehensive knowledge of state and local tax laws affecting the billing and collection of personal property, real estate, trust taxes, state and estimated taxes as well as other Treasurer's Office responsibilities. Assist the City Treasurer in devising standard office procedures that affect office productivity and employee proficiency; formulate written procedures in accordance with City and State tax codes for various implementations of taxation; communicate with taxpayers, contracted law firm, and other agencies to maintain satisfactory working relationships. Retrieve, organize and analyze data in order to respond to upper management regarding current taxation issues; compile data for forecasting future tax revenue; prepare flowcharts, reports and other documentation for comparison of historical revenue with current revenue. Conduct complex research on various tax records as necessary; respond to and/or initiate inquiries pertaining to various taxes and recommend adjustments when necessary. Effectively recover delinquent accounts while supervising staff performing similar tasks; achieve productivity standards set by management regarding volume of notices issued and percent of total notices which ultimately result in collection. Thoroughly and accurately research all available records in collection of fines, costs, penalties, and any other monies due and owing to the City; ensure that all accounts connected to City services are being properly charged; and ensure that all monies due the City are collected and properly documented. Effectively employ delinquent account collection techniques, ensuring compliance with City, state and other agencies' policies, procedures, and the law. Ensure all mandated deadlines are met.

Minimum Qualifications Requires any combination of education (above high school level) and/or experience equivalent to six (6) years, in fields utilizing the required knowledge, skills, and abilities, such as business administration, public administration, accounting or finance, with an emphasis in accounts receivable, collections, bookkeeping, auditing, taxation, or other area(s) of accounting or finance.

Special Requirements All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

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Treasury Services Supervisor #03123

Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge

1. Knowledge of supervisory techniques. 2. Knowledge of current governing City and State Codes. 3. Knowledge of City personnel policies and procedures. 4. Knowledge of accounting principles and auditing procedures. 5. Knowledge of tax database. 6. Knowledge of word processing and spreadsheet software. 7. Knowledge of tax billing and collection procedures, as well as generally accepted accounting

and bookkeeping standards. 8. Knowledge of standard and advanced collection techniques and procedures, as well as

federal and state collection laws. 9. Knowledge of legal proceedings through the State of Virginia General District and Circuit

Courts. B. Skills

1. Skill in the leadership of personnel and directing workflow. 2. Skill in problem solving associated with complex information. 3. Skill in utilizing word processing and spreadsheet software to create required documents and

spreadsheets. 4. Skill in organization and prioritizing workload output. 5. Skill in conveying information to individuals and a diverse adult audience, both orally and in

writing, in a clear and concise manner. 6. Skill in recognizing problems and initiating corrective action using logical decision-making

techniques. 7. Skill in responding calmly and diplomatically during stressful situations. 8. Skill in the communication and consistent administration of policies and procedures to ensure

the efficient operation of the department. 9. Skill in counseling and interviewing techniques. 10. Skill in supervising staff. C. Abilities

1. Ability to maintain confidentiality. 2. Ability to communicate with personnel and the general public in a professional manner. 3. Ability to clearly and effectively prepare and present written and verbal communication to

upper level management. 4. Ability to supervise, motivate and lead office personnel with diplomacy and tact. 5. Ability to analyze tax information. 6. Ability to resolve problem situations. 7. Ability to organize and schedule. 8. Ability to understand tax assessments made by assessing agencies, in order to effectively

respond to taxpayer complaints and inquiries. 9. Ability to work with a diverse population. 10. Ability to establish and maintain effective working relationships. 11. Ability to work with the public in the collection of overdue accounts, varying in type and

complexity, as well as in the enforcement of City Code sections.

Working Conditions The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title. A more detailed description will be made available at the position (PCN) level.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

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Treasury Services Supervisor #03123

NOTE: Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City's business. Physical Requirements: Physical refers to the requirement for physical exertion and coordination of limb and body movement. Requires work that involves walking or standing for extended periods of time and involves exerting up to 10 pounds of force on a regular and recurring basis and the ability to key data for extended periods and routine keyboard operations. Mental Requirements: Mental refers to the degree that the job involves cognitive activities, and use of mental processes Performs clerical, manual, and technical tasks requiring a wide range of procedures and may require intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention, ability to multi-task for long periods with short periods of concentration for accurate results, and/or occasional exposure to face to face inquiries and unusual pressure. Environmental Conditions: Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken. This job involves a risk of limited to no exposure to any environmental hazards. Sensory Requirements: Sensory refers to hearing, sight, touch, taste, and smell required by the job. The job requires normal visual acuity, and field of vision, hearing and speaking.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

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