Customer Service Specialist

This position is located in the Gallatin County Treasurer’s Office and is responsible for performing a variety of administrative and customer service duties related to tax payment processing. The position assists in collecting delinquent taxes, processes incoming tax payments, and supports the office with related administrative and financial activities.

The position reports to the Tax Collection Supervisor and does not supervise other staff.

Each duty listed below generally comprises at least 10% of the job. All other functions are included under Other Duties as Assigned. All duties below are considered essential functions unless otherwise indicated.

• Answers phones and provides assistance to callers by responding to general and specific inquiries or routing them to the appropriate staff member or office.
• Greets visitors and provides information or directs them to the appropriate staff or service area.
• Performs routine office tasks including copying, faxing, scanning, emailing, and filing.
• Coordinates and processes all incoming and outgoing mail.
• Maintains and tracks office supply inventory; orders, restocks, and organizes supplies such as paper, envelopes, forms, and receipts.
• Coordinates and administers the department’s recycling program.
• Prepares and balances daily bank deposits.

• Assists customers in identifying taxes due and explains applicable payment requirements.
• Searches databases to verify property information and tax payment status.
• Accurately processes incoming tax payments into the computer system.
• Collects taxes and fees from customers and reconciles receipts to payment records.
• Prepares correspondence to notify customers and mortgage holders of tax status or to request or provide additional information.
• Processes and maintains partial payment contracts for mobile homeowners.
• Provides refund information to the accountant for processing.
• Assists the Treasurer with Department of Revenue (DOR) rewrites and tracks related documentation.
• Scans and uploads tax payment information into the Tax Wise system.

• Assists with reviewing draft tax bills and verifying data for accuracy.
• Helps collect and confirm mill levies.
• Assists with preparation and mailing of delinquent tax notices and other legally required notifications.
• Provides administrative support for tax lien sales and public auctions.
• Prepares reports and documentation for the Tax Collection Supervisor.
• Maintains and tracks in-office filings of liens and assignments.
• Scans tax payments and documentation into the Tax Wise system.

• Performs a variety of other duties as assigned by the supervisor, including coordinating special projects, conducting system research and analysis, attending meetings and training sessions, and supporting office operations.
• If the County Commission proclaims a local emergency (e.g., earthquake, fire, riot, flood), employees may be required to provide services during the emergency and throughout the assessment and recovery period.

• Knowledge of standard office procedures, recordkeeping, and modern office equipment.
• Proficiency with computers, including word processing, spreadsheets, email, internet, and data entry systems.
• Ability to accurately type, calculate, and process payments.
• Courtesy, tact, and professionalism in working with the public and co-workers.
• Strong organizational, prioritization, and problem-solving skills.
• Ability to follow written and verbal instructions and communicate effectively both verbally and in writing.
• Ability to establish and maintain cooperative working relationships.
• Ability to multi-task in a fast-paced environment while maintaining attention to detail.

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and one to two (1–2) years of related work experience in an office or customer service setting.

As a condition of hire, the final candidate will be required to successfully pass a background screening.

To apply go to the Job Openings tab on our Gallatin County Website, be prepared to add the following documents listed below.

• Cover Letter
• Resume

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.