2nd Deputy/Hotel Tax Manager

County of York
Published
May 19, 2021
Location
York, Pennsylvania
Category
Job Type
Salary/Wage
Negotiable
Contact Name
Tiffany Trout
Contact Phone
7177719970

Description

Position Summary

In absence of the Treasurer and Chief Deputy, the Second Deputy/Tax Account Manager assumes all delegated functions and responsibilities of the Treasurer’s Office.  Directs, manages, supervises and coordinates the activities and operations of the Treasurer’s Office customer service areas including sale of licenses for dog, bingo, small games of chance, fishing, hunting, furtaker, sportsman’s firearm permits, and invoicing and collection of hotel excise tax. Responsible for administering the York County Hotel Excise Tax Program administered through the York County Treasurer's Office in conjunction with the York County Visitor and Tourist Bureau.  Administration of the Hotel Excise Tax Program must be in compliance with York County Ordinance #2019-02 as provided by state law.   Serves as a liaison with the York County Tax Collectors Association, York County Assessment Office, York County Tax Claim Bureau, York County Controller, York County Payroll Department, York County Commissioners, York County Information Services Department and the York County Visitor and Tourist Bureau.

Essential Duties and Responsibilities

Second Deputy Duties

  • Responsible for staff training related to Munis Financial Software, Tyler Cashiering Software, Online Dog Licensing, PALS (PA hunting and fishing licenses)Excel, Word, Access and Outlook and problem solving.
  • Responsible for supervising the daily front counter activities of the office and performs assignments requested by County Treasurer.
  • Responsible for banking transactions, including: processing Countywide ACH and wire transfers, and verification of incoming wires and direct deposits.
  • Responsible for opening and closing processing procedures.
  • Responsible for completing and submitting agenda items for the County Commissioners Meetings.
  • Assists with the activity of remittances by using Excel and Access.
  • Administers the Real Estate Tax Accounting and Hotel Tax Accounting programs.
  • Responsible for the management and collection of returned banking transactions.
  • Responsible for payroll processing for tax collectors for county, municipal and school real estate tax collection as well as expense reimbursement requests.
  • Prepares Daily Sales Report, accounting for licenses sold and monies collected.
  • Responsible for cross-training staff to perform customer service duties including: sale of licenses for bingo, small games of chance, fishing, hunting, fur taker, sportsman’s firearm permits and dog license sales.
  • Responsible to answer all types of questions over the phone and direct calls to the proper department.

 

Hotel Excise Tax Collection

  • Responsible for handling all components of the Hotel Excise Tax Program in accordance with York County Ordinances.
  • Prepares and analyses statistical reports for all taxes collected.
  • Processes monthly and quarterly tax reports and payments.
  • Reconciles funds collected for monthly remittance to the York County Convention & Visitor’s Bureau.
  • Distributes financial reports as required.
  • Processes initial hotel applications.
  • Responsible for tracking timely report filing and the notification and collection of delinquent accounts.
  • Coordinates information with County Auditor for scheduled field audits of York County Hotels.
  • Responsible for documentation and maintenance of all records associated with hotel audits.
  • Correspondence with hotel owners and employees, Visitor’s Bureau and the County Solicitor.
  • Works with hotel contacts and County Solicitor to resolve delinquent and unreported taxes.
  • Maintains tax records for county conducted audits in compliance with state and county retention schedules.

Receipts Desk Duties (Second Deputy serves as a back up to other positions assigned to receipt desk duties)

  • Receives and processes countywide cash, check or credit card payments, verifies accuracy, assures valid authorization is received for credit card payments and issues receipts.
  • Familiar with County departments and agencies and their respective account numbers.
  • Responsible for the maintenance of receipt records for county conducted audits in compliance with state and county record retention schedules.
  • Responsible for daily interfacing of receipt records to the Controller’s Office.
  • Responsible for daily deposit delivery to safe for pick up by security courier.

Other Duties

  • Prepares correspondence for the County Treasurer’s signature.
  • Other reasonable duties as assigned by supervisor.
  • Embrace Treasurer’s Mission Statement: “My staff and I are committed to serving you (internal and external customers) in a customer friendly and professional manner at all times.”

Essential Requirements

  • Second Deputy must have a thorough understanding of the York County Hotel Excise Tax Ordinance and all applicable PA state laws.
  • Requires thorough familiarization of the customer service areas including:  sale of licenses for dog, bingo, small games of chance, fishing, hunting, furtaker, sportsman’s firearm permits, invoicing, cash receipting, and collection of hotel excise tax.
  • Requires the ability to think independently in solving work-related problems, ability to work effectively and efficiently under stressful conditions; ability to plan and supervise work of others; ability to establish and maintain effective and cooperative working relationships with tax collectors, hotels, staff and general public.
  • Requires knowledge in office administration with sound decision making abilities in the areas of customer relations: problem analysis and resolution; accounting; computer systems; staff management and motivation; employee development and training.
  • Must have valid PA driver license and reliable street vehicle available for field visits.
  • Must have knowledge of York County's townships, boroughs and major highways and road system.
  • Must have ability to read a map and navigate from directions.
  • Ability to operate a personal computer (laptop) and utilize software including:  Microsoft Excel, Microsoft Access, Microsoft Word, Microsoft Outlook, iasWorld (tax software), Munis (financial software), Tyler Cashiering (receipting), PALS (PA hunting and fishing licenses), Online Dog Licensing, Laserfiche,  and BOSS (Fulton on-line banking).
  • Ability to use the following office equipment:        PC, laser printer, calculator, photocopier, telephone, scanner, fax and electronic and paper filing systems.
  • Office responsibilities include knowledge and staff training functions related to proficient use of computer based applications including but not limited to, Online Dog Licensing, BOSS, Munis, Tyler Cashiering, Excel, Word, Access, Outlook, PALS and Laserfiche; staff supervision in the absence of the Chief Deputy and daily problem solving.
  • The Second Deputy must have a B.S. in accounting or equivalent knowledge and job experience.

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