Office/Operations Supervisor

Description

Job posted until filled.

Entry salary is $43,215.57 

($22.16/hour)

GENERAL DESCRIPTION: 

The Office & Operations Supervisor is responsible for overall front office operations, including customer service, quality control, mail operations, the processing of applications, office supplies, and facilities. This position is responsible for directing and coordinating customer facing services, including developing and supervising programs to provide the most efficient and effective customer service possible. This role assists other departments with real property inquiries, processes exemptions approved by the South Carolina Department of Revenue, and supports staff with transfers, data entry, and management. The supervisor manages time and benefits requests, performs internal audits for special tax assessments, reviews data for accuracy, develops office policies and procedures, and oversees administrative activities. They provide notary services, assist customers with real property inquiries, handle returned mail, and manage submissions for the Oconee County Tax Committee. 

ESSENTIAL JOB DUTIES: 

To perform this job successfully, an individual must be able to perform the essential job duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job.

· Manages front office operations, procedures, and staff to ensure superior customer service.

· Manages, with the assistance of the Assessor, time and benefits requests for the entire office, including time card approval, time off requests, etc.

· Supervises effective telephone, electronic, and mail communications both internally and externally.

· Trains staff, assigns, plans, and reviews workloads, establishes work schedules, develops, and executes policies and procedures for quality control of property and assessment records. Implements and adjusts quality control procedures based on changing workloads and office activities. Coordinates with other departments to create effective procedures and workflows that support office operations.

· Develops and executes policies and procedures for effective quality control of property and assessment records. Implements quality control procedures and adjusts as necessary based on changing workloads and office activities.

· Develops and supervises record retention to ensure compliance with applicable laws and regulations.

· Assists with data management, including accurate and timely transfer of important assessment data to other offices as needed for tax notice billing.

· Coordinates with other departments to create effective and efficient procedures and workflows that support office operations.

· Performs specialized or technical clerical duties that are beyond the scope of other customer service employees as required. Examples include, but are not limited to: auditing of properties receiving legal residence and other exemptions; review of exemption data from sources such as the SC DOR to determine appropriate actions; review of assessment data prior to billing to identify errors.

· Reviews and processes changes submitted by the SCDOR, enters changes in the system, processes change forms, and writes exemption approval letters for veterans. Researches and processes submissions for the Oconee County Tax Committee.

· Supervises and coordinates overall administrative activities for the office, including property record maintenance, data entry, and reviewing assessment data to identify errors prior to billing. Maintains office areas and equipment.

· Supervises the maintenance of office areas and equipment.

· Participates as needed in special department projects.

· Reviews and approves change forms daily, forwarding them to the Auditor to recalculate taxes.

· Assists customers over the phone, in-person, by mail, and email.

· Performs other related duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Managerial and customer service skills.
• Knowledge of office policies, procedures and guidelines.
• Ability to read and understand legal documents.
• Knowledge and experience in using computers, fax machines, and software programs such as word processing, Excel spreadsheets
• Ability to communicate effectively in person, through email, via phone, and in writing.
• Skilled in organization, planning, and multitasking to ensure task completion within strict deadlines.
• Knowledge of county government, including other departments associated with job: Auditor, Treasurer, Register of Deeds
• Knowledge of State Laws as related to department
• Ability to identify problems and errors associated with departments 

EDUCATION AND EXPERIENCE:

High School Diploma or equivalent, and two (2) years of related work experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS: 

Required:  None.

Preferred: None.

PHYSICAL DEMANDS: 

The work is light work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.  

This position has the following special vision requirements: close vision (clear vision at 20 inches or less); distance vision (clear vision at 20 feet or more); color vision (ability to identify and distinguish colors); peripheral vision (ability to observe an area that can be seen up or down and to the left and right when vision is fixed on a given point); depth perception (three-dimensional vision, ability to judge distances and spatial relationships); adjust focus (ability to adjust the eye to bring an object into sharp focus).

WORK ENVIRONMENT: 

Work is performed in a relatively safe and secure indoor office environment; may encounter dust.