Tax & Property Assessment Clerk - Loyalist Township

Under the direction of the Director of Finance/Treasurer, the Tax & Property Assessment Clerk is responsible for providing excellent customer service to the taxpayers by responding to and resolving inquiries in a timely and professional manner. The position is responsible for billing, collection, reconciliation and balancing of assessment and property taxes. As part of the Finance Department, the role also provides support to Accounting Clerks.

This role is an integral part of service delivery to the residents of Loyalist Township and contributes to the achievement of our Strategic Plan by supporting attainment of the Township’s Mission: “To promote a balanced quality of life for residents and businesses, through the effective delivery of services and good governance, while ensuring fiscal responsibility and environmental sustainability”.

MINIMUM QUALIFICATIONS

• Minimum two years post-secondary education in Business Administration – Accounting, or related field.
• Completion of the Municipal Tax Administration Program with Ontario Municipal Tax and Revenue Association (OMTRA) is a strong asset; in the alternative, must be willing and able to complete program.
• Minimum two years working experience in a municipal tax and assessment position preferred.
• An equivalent combination of educational qualifications and work experience may be considered.
• Successful completion of the Municipal Accounting and Finance Program with AMTCO or the Municipal Finance Officers Association – Municipal Finance 101, is an asset.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of municipal property assessment and assessment-base management
• Knowledge of Provincial Legislation and Regulations and Township By-Laws and Policies, which govern municipal taxation and property assessment.
• Proficient with databases and Microsoft Office products and ability to adapt quickly to new software; experience with Municipal Connect, Ontario Property Tax Analysis (OPTA), CityWide, and Geographic Information System (GIS) would be considered an asset.
• Excellent interpersonal skills with a proven ability to communicate effectively (orally and in writing) with a wide variety of individuals in a courteous and competent manner and ability to resolve issues in a professional manner, using effective de-escalation techniques.
• Attention to detail with a high degree of accuracy while managing competing priorities and timelines.
• Basic knowledge of general office procedures and practices, with good organizational and keyboarding skills.
• Able to work with minimal supervision and take initiative to assist others and contribute to improving processes.
• Able to maintain confidentiality.
• Able to provide a satisfactory criminal record.

DUTIES AND RESPONSIBILITIES

• Prepare and process information for computerized tax bills including preparing and sending Mortgage Listings.
• Process property tax-related transactions.
• Respond to correspondence and telephone inquiries with respect to property tax information.
• Maintain property tax database including additions, deletions, address or name changes, rate changes, receivable adjustments, etc.
• Prepare monthly reports and entries to record Property Tax System entries in the General Ledger and subsequent balancing to the General Ledger.
• Record payment of taxes owing on Township owned properties as a charge to internal accounts.
• Ensure all tax-related accounts are up-to-date and reconciled to general ledger monthly.
• Prepare year end working papers/account analysis supporting the FIR and annual financial statements for tax revenues, payments in lieu of taxation, local improvement charges, right of way levies and receivable accounts.
• Process Section 357/358 Applications for reduction of taxes, after the assessment change has been approved by the Municipal Property Assessment Corporation (MPAC).
• Process minutes of settlement, advisory notice of adjustment, tax incentive approval, assessment review board settlements.
• Prepare documentation and Council reports to authorize tax levy bylaws, tax sale registrations, tax write-offs and rebate adjustments.
• Prepare Supplemental/Omitted Tax Billings and Apportionments Severances Consolidations Information Forms.
• Balancing of the returned Assessment Roll; track building permits to ensure all supplementals are billed; balancing assessments to interim, final and supplementary tax billings.
• Prepare and issue Tax Certificates.
• Administer property tax rebate programs, as provided for under Municipal Act – including charity rebate, vacant unit rebate, and seniors tax rebate.
• Prepare notice of rent reduction letters, annually, if required.
• Regular follow-up of all delinquent accounts including reminder notices, telephone and mail contact, and ultimately, proceeding with collection of outstanding taxes through various methods, including Extension Agreements or Tax Sales to ensure collection of outstanding amounts.
• Administer Pre-Authorized Payment Plans for monthly and installment programs.
• Balance and update Assessment totals on the Tax Roll to agree with Provincial Hard-Cover Assessment Roll.
• Balance and update Online Property Tax Analysis (OPTA) including final tax rates and service area rates.
• Send notifications of mailing address changes and death notices to MPAC monthly.
• Monitor variances in assessment resulting in communication with MPAC.
• Prepare Payment in Lieu of Taxes application for Federal and Provincial properties for Director’s review and submit application and monitor for collection.
• Prepare quarterly and reconcile year end levy payments for Upper Tier and School Boards.
• Provides back-up for accounting clerk responsibilities as required.
• Other duties as assigned.

APPLICATION INSTRUCTIONS

View Full Job Description and apply online here.