Office Assistant – Treasurer’s Office

Department: County Manager Department

Immediate Supervisor: County Treasurer

Supervises: None

Pay Grade: 14 - $18.36 - $24.80

Hiring Range: $18.36 - $21.58 - depending on experience

Status: Part Time

Classification: Non-exempt / eligible for overtime

Primary Place of Work: Old Courthouse – 203 Eureka Street; Central City, Colorado

JOB DESCRIPTION: OFFICE ASSISTANT - TREASURER’S OFFICE PART TIME

Primary Responsibility:

• Performs a variety of clerical duties including but not limited to: Assisting county departments with their deposits, assisting the public in the research and payment of property taxes and responding to inquiries of taxpayers regarding their taxes.

Main Job Duties:

Clerical:

• Collects and receipts money from county departments.
• Cash County issued warrants for employees and departments.
• Answers telephone calls, provides information to customers; screens telephone calls, transfers calls, takes and maintains messages and returns phone calls as necessary.
• Proofs warrants that were downloaded and entered into Tyler by the Tax Representative. Acts as backup person to download daily warrants paid out by the Board of County Commissioners from Wells Fargo. Also acts as backup person to enter daily warrants by fund into Tyler and balance the warrants.
• Balances end-of-day till (computer cash drawer) and makes daily bank deposit per office policy.
• Disseminates a variety of information to various agencies, divisions or departments via telephone, mail, email or fax.
• Maintains documents in storage per state archive office policies. Shreds documents as needed.
• Types and composes memos, letters, EOM spreadsheets, reports and general correspondence from rough draft; issues official forms and documents.
• Processes bad checks by entering information into the computer system, notifying county departments and receiving payment from customers.
• Orders and maintains office supplies.
• Opens and distributes mail daily. Picks up mail as needed.

Taxes:

• Receipts in taxes from walk in customers.
• Assists with entering tax payments received through the mail.
• Researches addresses from returned tax notices and re-mail.

Assists Treasurer in coordinating tax lien sales, including but not limited to:

• Sending copies of sale information to prospective buyers.
• Preparing registration sheets. Updating these lists.
• Registering buyers.
• Entering related information into software and generating reports.
• Proofing and posting of public notices. Updating these lists.
• Preparing summary report after sale.
• Assist with stuffing and mailing delinquent and lien holder tax notices.
• Assists with proofing new Treasurer Deeds. Stuffing and mailing Treasurer Deed notices.
• Balances the endorsement payments by making sure the endorsement payments are receipted in correctly and recorded on correct certificates.

Public Trustee:

• Assists with proofing all new foreclosure computer data entry; proofing news notices both before and after publication.
• Assists with mailing the 1st and 2nd foreclosure combined notices, copy return envelopes for scanning as proof of mailing; processes the Weekly Register-Call notices for payment.
• Maintains the Public Trustee foreclosure book.

Additional Job Duties:

• Performs other duties as assigned by County Treasurer or Chief Deputy Treasurer and any duties needed to stabilize an emergency situation.
• Update County Newsletters.
• Maintain Treasurer and Public Trustee Websites.

Material and Equipment Used:

• Computer
• Adding Machine
• Fax
• Copier
• Phone System
• General Office Equipment

Qualifications:

• Education: High School diploma or equivalent or any combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential functions of the job.
• Computer literacy, including Microsoft Word and Microsoft Excel, and ability to learn new programs.
• Mathematical skills to handle required calculation for tax processing.

Ability to:

• Use tact, discretion, initiative and independent judgment within established guidelines.
• Maintain courteous and effective working relationships with County staff, officials and general public.
• Organize work, set priorities, meet critical deadlines and follow up on assignments.
• Deal with problems involving several concrete variables in standardized situations.
• Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English; and the ability to listen.

Knowledge of:

• Basic bookkeeping.
• General office procedures.
• Recordkeeping, report preparation, filing methods and records management techniques.
• Knowledge of and ability to research, compile, summarize a variety of informational and statistical data and materials; prepare clear and concise reports, correspondence and other written material.

Certifications:

• Must possess FEMA ICS 100 and 700 certifications within six (6) months of employment.

Working Conditions:

• Work is performed in a normal office environment.
• The incumbent’s working conditions are moderately quiet.

Physical Demands:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Ability to:

• Physically operate a variety of equipment such as computers, copiers, facsimile machines, printers, etc.
• Concentrate and pay close attention to detail with frequent breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.
• Perform all physical movements necessary for office administration.

Experience:

• Six months to one year of related office experience preferred.

The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.

Benefits for Full Time Employees:

Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid the number of hours in holiday pay that the employee normally works. A holiday that falls on Saturday is observed on the preceding Friday. A holiday that falls on Sunday is observed on the following Monday.

Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees shall earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:

• Two through five years – four (4) hours each bi-weekly pay period.
• Six through ten years – six (6) hours each bi-weekly pay period.
• Eleven years and more – eight (8) hours each bi-weekly pay period.

Full-Time employees are encouraged to take their earned vacation leave each year. At the end of the last pay period in December, each regular full-time employee’s accrued vacation leave hours will be reduced to 208 hours and will be carried overed into the next calendar year.

Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.

Personal Leave: Full time employees will receive 30 hours of personal leave per year. Personal time cannot be rolled over to the following year and will not be paid out. Personal time will be added to employees balance the first pay period of the new year. Employees hired throughout the year will receive personal time on a pro-rated basis, based on the quarter year that they are hired. Q1 30 hours, Q2 22.5 hours, Q3 15 hours, Q4 7.5 hours.

Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card.

United Health Care cost monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$0.00 $21.00 $15.74 $31.50

Kaiser Permanente cost monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$0.00 $21.00 $15.74 $31.50

Dental Plan: Gilpin County offers dental coverage through Delta Dental. Individual deductible at $50 and family deductible at $150. In network and at a PPO provider coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a “Right Start 4 Kids” plan that covers children up to their 13th birthday at 100% with no deductible. Annual max out of pocket for this plan is $2,000.

Delta Dental costs monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$0.00 $14.00 $52.20 $70.20

Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10, $175 per pair of either one prescription eyeglasses or contacts yearly and discounts on Lasik.

VSP Vision costs monthly:

Employee Only Employee and Spouse Employee and Child(ren) Employee and Family

$0.00 $3.60 $3.80 $6.20

Retirement: Gilpin County offers a mandatory 401(A) plan as well as optional 457b or 457 Roth plans. You are immediately 100% vested day 1 into your retirement accounts. The mandatory 401a plan requires that you contribute 5% and Gilpin County will match 5% into your retirement account. The optional 457b plans may be started, stopped, and changed anytime during your employment

Life Insurance: Gilpin County provides at no cost to you a $50,000 life insurance policy for yourself. Supplemental employee coverage in increments of $10,000 with a max of $500,000. Supplemental spouse coverage in increments of $5,000 with a max of $150,000. Supplement child(ren) policy with a benefit amount of $10,000 per child. Guarantee issue amounts of $100,000 for employee, $20,000 for spouse without having to complete evidence of insurability valid during new hire enrollment.

Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick or vacation time.

Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly.

Long Term Care: In the event that you are injured and need to be treated at a care facility, Gilpin County provides coverage at no cost to you. The plan provides up to $2,000 per month, and up to 3 years in a facility. If you would like to add supplements coverage for a greater amount per month or a longer term, supplemental coverage is available for you to purchase.

Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.

Benefits for Part Time and Temporary Employees:

Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.

Retirement: As a part time or temporary employee you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.

Employee Assistance Program (EAP): EAP is provided through Triad for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation Discount: You will receive 20% most services such as childcare, leagues, rentals, gym memberships, in house classes but does not include contract classes.

Job Type: Part-time

Pay: $18.36 - $24.80 per hour

Benefits:

• Employee assistance program
• Employee discount
• Retirement plan

Schedule:

• Day shift

Work Location: One location

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