Document Technician - County Assessor's

This posting closes at 500 pm on the closing date.

Provide information and document processing support to in-person and telephone customers by providing general and specific information, verifying data, processing and maintaining documents, and researching and resolving problems.

Provides internal and external customer service to the public, Title, Mortgage, and Loan Companies, government entities, other employees and departments, in person, telephonically, by email or fax, and responds or directs the individual to the proper person or department.

Answers questions and provides assistance on issues and documents related to tax valuation of properties, property ownership and transfers, legal descriptions, tax exemptions, address changes, and converting manufactured homes into permanent structures.

• Demonstrates the use of aerial photos and website searches.
• Explains the breakdown of tax calculations for business personal property, manufactured homes, parcel property tax values, and cap values for residential property.
• Explains depreciation of asset values for business personal property tax detail and depreciation reports based on acquisition year, tax schedule, and the yearly tax rates.
• Calculates Taxes Paid in Advance (TPA) for customers to pay taxes on manufactured homes for the purpose of transferring title or movement or permanent structure status, and on land properties to remove manufactured homes assessed as permanent structures; and provides estimates on advance tax calculations based on tax rates and property values.
• Explains property tax exemptions and how they affect taxes.

Performs research of electronic and paper records.

• Verifies owner information for Title, Mortgage, and Loan companies, banks, property developers, government entities, NM Human Services Department, and the public.
• Researches records for Mobile Home Installation Permits (MHIP) to move manufactured homes.
• Researches problem situations for validity and submits requests for tax roll deletions, corrections, or changes.

Prepares documentation and correspondence.

• Prepares file packets for Claim of Exemption approval or denials for churches, educational, and charitable organizations.
• Composes customized written correspondence and mails them to customers.
• Issues field check requests for residential, commercial and manufactured home appraisers to verify and correct manufactured home and land record discrepancies.
• Issues Tax Release documents for manufactured home title changes or corrections and/or movement of manufactured homes.
• Prepares time-sensitive packets for tax assessment protests.
• Prepares written correspondence for tax exemption, valuation freeze, and mailing address change situations.

Enters property and tax records into automated databases.

• Enters exemptions and exemption status on property records, for local government, school/educational, charitable and church organizations.
• Calculates and enters annual business personal property tax detail and depreciation reports using asset description, acquisition year and cost, and tax schedules. Business information and livestock counts are then entered into the current software program (Tyler/Eagle).
• Processes mailing address change requests for all accounts.
• Researches and enters information from DMV lists to find manufactured homes that need to be added to tax roll.

Maintains property records.

• Updates files, prints new information, and files manufactured home and personal property information.

Additional Duties.

• Receives, sorts, and delivers office mail and correspondence.
• Cross-trains and assists in other areas of the Assessor’s Office.
• Other related duties as assigned.

Education. High school diploma or general education degree (GED)

Experience. Two (2) years of full-time responsible administrative or customer service work experience.

Education/Experience substitution. In accordance with County Policy

Licenses/Certifications. Must possess or be eligible to obtain Notary Public registration within six months of date of hire

Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass background check. Bilingual (English/Spanish) skills preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION

Knowledge of

• Records management; word processing, spreadsheet programs, and GIS aerial mapping programs in order to effectively answer and respond to phone calls;
• Create, edit, save, sort, view and retrieve information.
• Customer interaction
• Basic arithmetic; filing techniques and procedures;
• Telephone etiquette;
• Maintain electronic and paper records;
• Perform calculations;

Skill in

• Working with a diverse population.
• Both verbal and written communication as well as interpersonal relations in order to provide effective customer service to the public, company representatives, and other employees;
• Handling sensitive matters in order to maintain confidentiality of citizens’ information;

Ability to

• Establish and maintain effective, professional working relationships with other employees, elected officials and the public;
• Communicate effectively both orally and in writing.
• Comprehend and carry out simple verbal instructions and recognize similarities and differences between words and between series of numbers;
• Comply with Doña Ana County, Human Resources and Assessor office policies;
• Deal with standardized situations with only occasional variation;
• Appropriately respond to public inquiries to ensure a positive, professional and friendly business experience;