Office Manager

Office Manager

Union: SEIU
Pay Class/Grade: 8
Annual Salary: $51,617.86 - $66,702.15

POSITION SUMMARY (FULL JOB DESCRIPTION FOLLOWS BELOW.) Under the general direction of the Director of Assessing, this position coordinates office and staff functions. Responsible for the organization and maintenance of office records, status and statistical reports. Maintains databases necessary to the unit’s operations. Performs highly responsible administrative and clerical functions, directs and coordinates daily activities involved in performing internal office operations.

Uses independent judgment within the framework of established policies and department objectives in decisions that influence office operations and data analysis.

ESSENTIAL JOB FUNCTIONS and DUTIES

• This position is responsible for the effective management of office records and clerical functions.
• Maintain current and correct data for Change of Addresses, ATB Cases, and Abatements.
• Attend and take minutes for Board of Assessor’s meetings.
• Provide management with statistical and financial progress reports.
• Ensure that office has all necessary supplies and maintain inventory of items.
• Be the subject matter expert regarding Excise Tax and all reporting functions
• Prepare all monthly reports and metrics associated with the smooth and efficient operation of the office.
• Maintain Overlay account and report monthly to Auditing
• Maintain records for tax billings regarding warrants, commitments, and affidavits.
• Mail and track Forms of List and Personal Property accounts
• Administration of Statutory Exemption, Residential Exemption, and Charitable programs
• Perform various bookkeeping functions such as payroll preparation, attendance accruals, inventory, purchasing and monthly ledger maintenance of departmental expenditures and compliance; monthly review of account balances.
• Work effectively with other departments, agencies, vendors, and representatives of the public
• Tracks in Excel the receipt of Income & Expense submissions, Charitable filings and personal property returns.
• Communicates effectively with taxpayers, other departments and the public.
• Assist the public in all elements of requests associated with the functions of the department. Responsible for customer service desk, incoming office phones calls, and responding to group emails.
• Perform other related duties as assigned.

OTHER DUTIES & RESPONSIBILITIES

• Prepare Purchase Orders, Requisition s, Budget Transfers, and Invoices to post to system and/or ledgers.
• Prepare mass mailings, such as Income & Expense, Exemptions, etc and public notices
• Report writing from databases

QUALIFICATIONS

Education

• High School graduate with training in business practices
• Post-secondary education in office management or related field is beneficial

Experience

• Four (4) years of fulltime work of similar responsibility and interaction
• Two (2) years of directly related post-secondary education can substitute for up to two (2) years of the required experience
• A combination of relevant education and experience will be considered

Skills, Knowledge and Abilities

• Ability to work within and maintain confidentiality, which is crucial due to access to sensitive information.
• Must have good math and computer skills with attention to detail.
• Intermediate level proficiency in Microsoft Excel and Word. Other MS Office products preferred.
• Experience using Google Mail and Google Calendar
• Utilize vendor software such as MUNIS ERP, Vision CAMA, RRC, and Kelley & Ryan
• Bilingual in English and Spanish preferred.

REQUIRED TRAINING

• Must pass the Massachusetts Department of Revenue Course 101 within three (3) months of hire date.
• Must pass MAAO Course 200 within one (1) year of hire
• Receive the CAA designation from MAAO within two (2) years
• Attend periodic Clerk Meetings and/or Webinars

COMMENTS or SPECIAL CONSIDERATIONS

Assessment, taxation, and abatement issues are sensitive and care must be taken in dealing with the public and inquirers of such matters

Prepared by
:
Ells / HR Department
Date
:
November 5, 2024

Edited by
:
Jim Sullivan/ Assessing
Date
:
November 5, 2024

To apply, email your application and/or resume to jobs or send to City of Chelsea, Human Resources, Room 301, 500 Broadway, Chelsea, MA 02150.

To view all of our Job Openings, go to our website at (Use the "Apply for this Job" box below)..gov

The City of Chelsea is an Equal Opportunity Employer.