Billing and Collections Supervisor

The purpose of this classification is to manage and direct the day-to-day operations of the revenue business office.  This position is responsible for supervising, planning and coordinating staff engaged in license issuance and tax collection, insuring and promoting excellent customer service, and applying/monitoring cash management policies/procedures. 

The following duties are normal for this classification.  The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.  Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Provides direction, guidance, training, and assistance to employees; coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work, inspects completed work, and troubleshoots problem situations.
 
Verifies transactions, reconciles all receipts, prepares general fund bank deposit and balances cash daily.
 
Corresponds with banks on all deposit errors, discrepancies or problems; resolves issues. 
 
Ensures and maintains professional customer service; supervises customer service activities, reviews and resolves difficult customer inquiries and complaints.
 
Recommends accounts receivable and customer service policy and procedures; identifies and recommends opportunities to improve revenue collections.
 
Communicates with various city departments concerning the proper recording, receipting, and internal control procedures for all city collections.
 
Coordinates with the revenue officers on all delinquent tax accounts, including sales, use, rental tangible personal property, residential rental, liquor, and lodging; instructs revenue officers on payment plans for taxpayers and/or court appearances.
 
Ensures the collection of tax and license revenue is in compliance with all city/state/federal laws and ordinances.
 
Instructs taxpayers on license and tax filing and remittance procedures in order to promote compliance with city/state tax laws and requirements applicable to their business.
 
Clarifies business classifications to staff and/or business owners and verifies and instructs staff on type of tax(es) required and how tax(es) should be remitted/collected.
 
Exhibits decision-making skills to promptly resolve issues facing the Revenue and Financial Services Division.
 
Consults with taxpayers on problems and errors relating to their business tax accounts; provides assistance and solutions to problems/errors.
 
Coordinates training activities for new employees and existing staff; provides guidance, assistance, and technical expertise.
 
Prepares various monthly and annual revenue collection reports (cash and accrual basis), including monthly revenue analysis reports, fiscal year comparative analysis, delinquent account reports, and budget to actual analyses; provides reports to the Chief Billing and Collections Officer. 
 
Maintains and tracks cumulative totals on revenues collected; prepares various spreadsheets with totals of various taxes; balances daily revenue totals to daily collections; investigates and corrects any differences.
 
Researches information on requests for refunds; submits findings to the Chief Billing and Collections Officer for approval or denial.
 
Must be skilled at dealing constructively with conflict and responding with tact, composure, and courtesy when dealing with upset taxpayers.
 
Attends conferences, workshops, and seminars to stay up to date on license and tax issues; explore areas of new technology and concepts to improve business office efficiency and to enhance and improve customer service.
 
Must be computer literate with ability to utilize software to construct, modify and maintain documents and spreadsheets in Microsoft Excel, Microsoft Access, Microsoft Word, and Crystal reporting.
 
Develops and maintains cooperative and courteous relationships with officials, other departments, representatives from businesses, and the public to maintain good will toward the city and to project/promote a positive department image.
 
Communicates with supervisor, employees, other departments, city officials, taxpayers, business owners, accountants, lawyers, taxing authorities, local/state/federal agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
 
Maintains confidentiality of all taxpayer's financial and other restricted information.
 
Maintains a comprehensive, current knowledge of applicable laws/regulations and city/state revenue codes; monitors status of pending litigation and court rulings which could impact revenues or department procedures; reads professional literature; maintains professional affiliations.
 
Works on special projects as assigned.
 
Recommends policies and procedures that guide and support the provision of quality services by the Department.
 
Incorporates continuous quality improvement principles in day to day activities.
 
Incorporates the core beliefs of the city within the Accounting and Finance Department in order to achieve the city's standard of excellence to be the most innovative and effectively-managed city.
 
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
 
Must meet regular attendance requirements.
 
Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.

Performs other related duties as required.
 

Associate's degree with course work emphasis in Accounting or Business Administration. Three years of experience in municipal revenue collections, tax processing, accounts receivable, collections, or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  Must obtain within a reasonable time, not to exceed four (4) years from date of hire, and thereafter maintain valid Alabama Municipal Revenue Officer certification.  Must possess and maintain a valid driver's license.The following requirements are normal for this classification.  Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS:  Must be able to operate a variety of automated office equipment including computers, printers, calculators, facsimile machines, and telephones.  Physical demand requirements are at levels of those for sedentary work.

DATA COMPREHENSION:  Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include spreadsheets, flow charts, graphs, and complex financial data.

INTERPERSONAL COMMUNICATION:  Requires the ability to speak with and/or signal people to convey or exchange financial and administrative information, including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with city officials and the general public.

LANGUAGE ABILITY:  Requires ability to read a variety of financial and accounting documentation, directions, instructions, and methods and procedures.  Requires the ability to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech.  Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE:  Requires the ability to learn and understand complex accounting principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE:  Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE:  Requires the ability to add and subtract; multiply and divide; calculate decimals and percentages; interpret graphs; compute discounts, interest, profit and loss, ratio and proportion; perform calculations involving variables, formulas, square routs, and polynomials; perform statistical calculations which include frequency distributions, reliability and validity of tests, correlation techniques, factor analysis, and econometrics.

FORM/SPATIAL APTITUDE:  Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include automated office equipment.

MOTOR COORDINATION:  Requires the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY:  May require the ability to handle a variety of items, computers, printers, calculators, facsimile machines, and telephones, control knobs, switches, etc.  May require the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities.  Must have minimal levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION:  May require the ability to discern color.

INTERPERSONAL TEMPERAMENT:  Requires the ability to deal with and relate to people beyond giving and receiving instructions.  Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION:  Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.