Office Assistant – Assessor’s Office

Job Title

Under direction of Chief Assessor, provide customer service, assist in preparation of motor vehicle excise tax bills, process motor vehicle excise abatements, transfer real estate deeds, prepare abutters lists, and maintain records.

Responsibilities

Transfer real estate deeds, verifying identifications and checking for redundancies or omissions. Enter deeds in legal file; maintain sales reports.

Maintain office attendance records and payroll submission, process purchase orders and invoices, manage office supplies and ordering.

Provide general customer service and assistance to all visitors to Town Offices, representing the Finance Department in central customer service functions; gain a working knowledge of all other customer service transactions residents, businesses, and visitors conduct at town offices.

Responsible for the commitment of all motor vehicle tax bills for the Town. Calculate, post and maintain records of motor vehicle excise tax abatements. Research and resolve taxpayer questions and resolve motor vehicle excise billing issues with the Registry and other communities.

Provide assistance to department customers. Greet visitors, answer telephones, explain office procedures, and respond verbally and in writing to questions within level of expertise and authorization, referring more complex issues to supervisor. For example, provide information about tax abatements, legal ownership, sewer betterments, etc. to residents, members of the public, attorneys, banks, and mortgage companies requesting specific information on real estate.

Maintain and process records of real estate, betterments, personal property and motor vehicle excise tax transactions and correspondence.

Assist taxpayers in filing real estate exemptions. Process and maintain all real estate exemptions records. Stay current with the list of statutory exemptions and track property transactions and sales that impact exemptions. Maintain confidentiality of taxpayer information.

Assist in the processing of real estate, personal property and statutory exemption abatements and denials after they are voted on by the Board of Assessors.

Assist in the processing of all new sewer betterments, including providing an explanation to taxpayers of how the charges are calculated.

Prepare abutters lists certified by the Senior Assessor. Distribute to Departments and Divisions, as requested.

Enter deeds, building permits, motor vehicle excise information, and mailing address changes into databases and electronic resource management tools and ensure accuracy of all information.

Perform related duties as required.

May contribute to the town's central or shared services functions.

Qualifications

Skills, Knowledge and Abilities Duties require high school diploma with knowledge of office administration, secretarial practices, financial transaction record keeping and automated office systems and procedures; specialized Department of Revenue course work; 2-3 years of related experience; or any equivalent combination of education and experience.

Supplemental Information

Supervisory Responsibilities None. Physical Elements Normal office environment, not subject to extremes in noise, temperature, odors, etc. Intermittent standing to assist customers or other staff members. Frequent interruptions to assist customers in the office or on the phone. May spend extended periods at terminal, on telephone, or operating other office machines, requiring hand-eye coordination and finger dexterity. Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-Exempt

Grade: IE-14

Standard work week: 36.25hours

Job Code: T-6262

Risk Code: 8810

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.