1

City of Bay MinetteTitle: Accounting Asst.-Licenses,

Fixed Assets, Internal AuditDepartment: Finance

Salary Range

Non-ExemptSummaryThe purpose of this classification is to properly evaluate and classify/issue business licenses in accordance with city/state codes and ordinances, to maintain and collect delinquent licenses and tax accounts, provide assistance and instruction to the public and to enforce city revenue ordinances through field activities.

FunctionsThe following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Business LicensesProvides information, instruction, and assistance to the public in person or by telephone; responds to tax/license questions and complaints; provides information, researches problems, and initiates problem resolution; assists irate customers.

Explains business license process to customers; assists customers in completion of business license applications; instructs public on use and computation of applicable tax forms; calculates business license fees; refers to city revenue code to determine proper license classification schedule for each business; issues business license.

Prepares business license invoices. Mails license renewals, license/tax applications, pay schedules, revenue code sections, and classification to businesses.

Calculates, posts, and balances tax, license, or other payments into proper computerized accounts.

Investigates persons doing business without a license; reports information to revenue officers; assists officers in processing delinquent accounts. Applies and adheres to all applicable codes, ordinances, laws, rules, regulations, standards, policies and procedures.

Assists in performing system administration for revenue computer; including maintaining, creating, and deactivating license/tax account codes. Assists in the formatting of forms and brochures that comply with tax law changes.

Conducts field investigations of businesses for compliance with revenue ordinances; verifies the business activity and determines taxes and licenses associated with that activity.

2

Interacts with various department heads, supervisors, employees, and the public to ensurecompliance with all revenue related regulations and ordinances; instructs and educates thepublic in revenue related matters; consults with taxpayers, public officials, businesses, andother city departments to explain revenue procedures and answer questions.

Maintains a comprehensive, current knowledge of applicable laws/regulations and city/staterevenue codes; monitors status of pending litigation and court rulings which could impactrevenues or department procedures; maintains knowledge of city limits/boundaries; readprofessional literature; maintains professional affiliations; attends workshops and trainingsessions as appropriate.

Responds to complaints and investigates business for compliance with city revenue ordinances; pursues investigations of questionable business activities. Coordinates investigative activities with the business community, police department, and other applicable city departments as needed.

Determines type of taxes required and instructs taxpayer on computation of taxes andremittance procedures.

Pursues collection of all delinquent licenses, taxes, penalties, and interest that is due under city code; exercises independent judgment in methods used and responses to delinquent taxpayers.

Documents contact with businesses on revenue matters for potential legal action;organizes/compiles documentation in conjunction with issuance of court summons and/orwarrants field.

Issues citations/final notices for delinquent accounts.

Files complaints/depositions against delinquent taxpayers in court. Testifies in courtProceedings on business licensing and municipal tax issues.

Fixed AssetsAssist with the maintenance of a complete and systematic set of records of all fixed assets,

Assist with the organization of the fixed asset records of the City and generating related reports andmaintaining permanent records.

Assist with the transfer and or disposal of fixed assets.

Assist with and maintain competitive bid files as needed.

3

Internal Audit/Inventory ControlAssist city departments with financial compliance reporting related to inventory, sales, fee processing,etc.

Perform periodic internal compliance audits and assist the Finance Director with follow-up

Assist the Finance Director with outside audits as needed.

General DutiesPerforms general clerical tasks, which may include opening/sorting mail, typing documents,sending/receiving faxes, filing documentation, or answering telephone calls.

Operates a computer to enter, retrieve, review or modify data; utilizes word processing,spreadsheet, database, desktop publishing, revenue collection, or other programs.

Develops and maintains cooperative and courteous relationships with other departments,representatives from businesses, and the public to maintain good will toward the city and toproject/promote a positive department image.

Operates a motor vehicle to conduct work activities.

Incorporates continuous quality improvement principles in day to day activities.

Must accomplish the essential functions of the job, with or without reasonable accommodations, in atimely manner.

Maintains confidentiality of all financial and other restricted information relating to businesslicense and/or tax accounts.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.

Performs other Finance Department duties at the request of the Finance Director.

Minimum Qualifications:High school diploma or GED; supplemented by college level course work or vocational training in accounting, business administration, or secretarial science with Associate Degree (2 years) in a related field preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must obtain within a reasonable time, not to exceed four (4) years from date of hire, and thereafter maintain valid Alabama Municipal Revenue Officer certification. Must posses and maintain a valid driver’s license.

4

Minimum Requirements to Perform Essential Job Functions:The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of office and computer equipment including a motor vehicle, personal computer, printer, facsimile and copy machine, cash register, mail opener, calculator, cellular phone, pager, or telephone. Physical demand requirements are at levels of those for mildly active to sedentary work.

DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include licenses, tax forms, and tax/license records.

INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange tax and financial information, including giving/receiving assignments and/or directions to/from co-workers, managers, or supervisors as well as communicating with city officials, department heads, business owners, and the general public.

LANGUAGE ABILITY: Requires ability to read a variety of records, documentation, directions, instructions, methods and procedures. Requires the ability to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE: Requires the ability to add and subtract, multiply and divide, and calculate decimals and percentages.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include computers and office equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using computer and office equipment.

MANUAL DEXERITY: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have average levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: May require the ability to discern color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.