Local Business Tax Coordinator

Gulfshoresal; Punta Gorda, Northern (FL, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The City of Punta Gorda is seeking a skilled administrative professional to handle Local Business Tax Receipt duties and provide secretarial support to a senior administrator. The role requires handling numerous clerical tasks with minimal supervision and ensuring accurate documentation and timely responses to inquiries.

Responsibilities include processing tax receipts, maintaining records, assisting with council-related tasks, and daily cash handling.

Qualifications

• Graduation from high school or GED required; associates degree preferred.
• Notary Public certification or ability to obtain one within required timeframe.
• Experience in clerical/administrative duties in a fast-paced office.

Responsibilities

• Oversee processing of Local Business Tax Receipt applications and compliance checks.
• Follow up with applicants, track approvals, process payments, issue receipts.
• Generate tax receipt renewal notices and related payment receipts.
• Maintain records and prepare reports on tax receipts for agencies.
• Update procedures and forms; respond to public records requests.
• Assist with Council meetings, postings, and webpages related to the Clerk's office.
• Back-up Recording Secretary duties and manage correspondence.
• Daily cashiering, balancing, and status reporting for the department.

Skills

Administrative support

Communication skills

Data entry

Record keeping

Public service

Education

High school diploma

Associates degree in office studies

Notary Public certification

Business Tax Officer Certification (within 2 years)

Job description

Position Summary:

A highly skilled administrative position responsible for Local Business Tax Receipt function; and for providing skilled secretarial support to a senior executive or administrator. This position is characterized by responsibility for a variety of administrative activities to be executed with minimal supervision.

Example Of Duties:

Essential FUNCTIONS AND DUTIES

• Oversee the processing of Local Business Tax Receipt Applications, including review for compliance with State licensing and complex documentation requirements


• Follow up with applicants regarding requirements, track approval process through City’s software, process payments, and issue receipts.


• Generate annual Tax Receipt renewal notices.Process payments and issue receipts.


• Track Vacation Rentals within City limits using State website and issue notification to property owners.


• Generate Tax Receipts reports for distribution to various agencies and internal tracking.


• Create spreadsheets for tracking and disposition of inactivate business tax receipts.


• Work with Code Compliance on delinquent receipts.


• Update procedures, application forms and instructions as necessary.


• Respond to public records requests and respond to sensitive requests for information and assistance.


• Process agreements and contracts.


• Assist with Council meeting follow up, including processing resolutions, uploading Council meeting DVDs to YouTube, and posting same to webpage.


• Assist with managing the City Clerk’s webpage information and forms.


• Compose and edit effective and accurate correspondence, directives and bulletins.Prepare informational flyers, brochures and other materials for public use as requested.


• Oversee maintenance of filing system for the Department in accordance with Records Retention requirements.


• Maintain office supply inventory, order supplies for the Department and reconcile office supply statements.


• Daily cashiering and balancing.


• Update monthly status and project reports for the Department.


• Coordinate the flow of paperwork including periodic and special reports between Department Head and various divisions.


• Talk with citizens making complaints or requesting service in person or by telephone, providing necessary information and following through on the resolution of problems.


• Serve as back-up to the Recording Secretary.


• Disseminates daily mail. Reviews incoming correspondence, drafting responses on matters for which authority has been delegated.

Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Typical Qualifications:

Minimum Qualifications:

To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily.The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.

KNOWLEDGE / SKILLS / ABILITIES:

• Knowledge of how to correctly format and organize correspondence, reports, and written directives.


• Knowledge of modern office practices, procedures, and equipment.


• Knowledge of the City’s organization.


• Skill in operating a typewriter, personal computer, word processor, and other common office machines.


• Able to act independently and logically to implement policies of supervisor.


• Able to compose correspondence from fragmentary instructions.


• Able to interpret and make decisions in accordance with laws, regulations, and established policies.


• Able to work cooperatively with other City employees and the public.


• Able to communicate orally, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.


• Able to comprehend and make inferences from written material.


• Able to learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.


• Able to enter data or information into a terminal, PC or other keyboard device.


• Able to sort, separate, arrange, file or distribute incoming mail, products or material in prescribed manner.


• Able to produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

• Graduation from high school, or a GED from a properly accredited institution of learning.Associates degree in office sciences or related field highly desired but not required.


• Four (4) years clerical experience in a reasonably fast-paced office environment.


• Any combination of education and experience which provides the requisite mental and communication skills.


• Notary Public or the ability to acquire a Notary Public's certification required.


• Must acquire Business Tax Officer Certification within two years of filling the position.

Supervisory Responsibilities:

May be required to exercise supervisory authority over other office or clerical personnel.