Director Of Tax & Central Collections

County of Orange
Full Time $142,729 - $197,662 Per year CA Orange County Treasurer-Tax Collector, County of Orange | County Service Center, 601 N Ross St, Santa Ana, CA 92701, United States
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Overview

CAREER DESCRIPTION

(Fiscal Deputy Director)

SALARY INFORMATION

This position is scheduled to receive salary range increases on the following dates:  

Effective June 28, 2024: 4.25% increase 

Effective June 27, 2025: 4.00% increase

 

Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.


OPEN TO THE PUBLICThis recruitment will establish an

eligible list open to the public

that will be used to fill current/future vacancies in the 

Office of the Treasurer-Tax Collector

 and/or any other departments within the County of Orange. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County of Orange.
DEADLINE TO APPLY

Qualified applicants are encouraged to apply immediately. The recruitment will close on

Wednesday, June 12, 2024 at 11:59 PM PST.
TREASURER-TAX COLLECTOR 
The mission of the Treasurer-Tax Collector (TTC) is to ensure safe and timely receipt, deposit, collection, investment and payment of public funds. Our vision is to implement best business practices which maximize value, minimize costs and provide timely, accurate and courteous service to our internal and external customers. To accomplish our mission and vision, we will invest public funds in a manner that provides maximum security of principal and maintains the public trust; maintain sufficient liquidity to enable participants to meet their operating cash requirements; obtain a stable market rate of return throughout budgetary and economic cycles; provide timely, cost-effective, accurate and courteous customer service; invest resources to develop and maintain knowledgeable and competent staff; act in an ethical and professional manner while maintaining honest, respectful and open communications; and, streamline cashiering and collection processes to increase timely collection of public revenues for the benefit of Orange County citizens. The Treasurer-Tax Collector has an annual operating budget of $17 million with approximately 70 employees. The Treasurer also is an ex-officio trustee on the Orange County Employees Retirement System managing over $21 billion and the banker for the community and school districts in Orange County.

For more information on the Treasurer-Tax Collector .
For more information on the County of Orange 

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THE OPPORTUNITY
The County of Orange, Office of the Treasurer-Tax Collector has a challenging opportunity for a well-versed manager who is self-motivated, possesses a keen technological vision in collections and billing and has the ability to demonstrate leadership and strategic communications expertise. Under the Direction of the Assistant Treasurer-Tax Collector (ATTC), the incumbent will manage all functions of the Tax and Central Collections Division, which is primarily responsible for the billing of property taxes, accounts receivable and collections for property taxes, including filing of bankruptcy claims and central collections.  

The Tax and Central Collections Division Director is responsible for:
  • Development of operational strategies, division goals, performance measures, internal controls systems and key performance indicators for billings, collections and related duties.  
  • Identification of risk, recommendation of assessment and mitigation strategies, and monitoring and reporting of process efficiencies while ensuring a cost-effective focus utilizing current technology. This includes ensuring functional access to various software applications, monitoring and recommending enhancements, and remaining current with technology and the maintenance of software.
  • Identification and implementation of process improvements and automation, leveraging contacts with other entities to optimize fiscal operations and enhance efficiency, accuracy, timeliness, and provide excellent customer service to internal and external customers.
  • Coordination and recommendation on procurement of division purchases, contracts, and annual budget requests. This includes monitoring of division contracts to ensure professional services are received and contracts are renewed timely and in compliance with the County Procurement Manual. The incumbent will prepare requests for contracts, including, but not limited to: procurement requisitions, requests for proposals, scopes of work, contractor performance evaluations, sole source requests, etc. 
  • Assistance to executive management on special projects that may be assigned to the Division.
  • Coordination and direction to staff, including: planning, assigning, evaluating work, monitoring performance (preparation of performance evaluations, preparation of documentation related to the progressive disciplinary process, etc.), ensuring compliance with established procedures, approving/denying employee requests for leave, and providing staff developmental programs and cross-training opportunities to ensure a skilled and adaptable workforce. 
The incumbent is also responsible for the oversight and supervision of the Assistant Division Director, Managers, and Supervisors, who are responsible for daily operations as follows:
  • Property tax bill functions:
    1. Review and recommend billing cycles in compliance with state law, drafting and recommending changes to annual secured and unsecured property tax bills, supplemental and other property tax bills, and related delinquent and other notices, including educational inserts in billing. 
    2. Ensure that bills are delivered to taxpayers or customers timely, cost effectively, and contain clear communication on required payment action to avoid penalties.
    3. Preparing monthly statistical reports, including tracking of bills, penalties, volumes, and standardization of each bill type, to maximize timely payment for executive management in a timely and accurate manner. 
    4. Preparing various property tax certifications, such as: mobile home tax clearance certificates, bulk sales demand letters and certification of all property tax payments for tract/parcel map requests (including review for completeness of taxes due, receipt and review of security bonds, letters of credit, cashier's checks, etc.).
  • Other collection functions include periodic auctions of tax-defaulted properties, either in-person or using an auction vendor in compliance with state law all properties that are subject to the Treasurer's power to sell. Duties include issuance of proper notifications, the publication of all statutory notifications and reviewing and recommending approval or denial for claims for excess proceeds.  
  • As part of billing and collections responsibilities, this Division manages a customer service call center, primarily for property taxes, that receives calls from taxpayers and customers and is responsible for ensuring all interactions are professional and respectful and meet all standards of excellent customer service.  In addition, the Division also receives and recommends actions to be taken on claims for penalty cancellations, compliance and other taxpayer and customer disputes and issues.
  • In addition to property tax, this Division includes billing and collections of an Accounts Receivable Unit and a Centralized Collection Unit (delinquent Department invoices). This involves regular meetings with internal and external customers on collection performance, discussion of improvements in collection methods and implementation of best practices.
  • Working with the Treasury Division, this Division may receive and apply incoming payments using a Remittance Processing System (RPS) that is comprised of high speed, state-of-the-art check and mail extraction and processing equipment that electronically processes and sends to the depository bank over one million checks annually.
  • Also working with Treasury Cash Management, this Division may receive incoming payments and questions at the public counter cashiering operations, including processing daily payments received by check, cash, credit/debit cards and other payments received for County agency invoices and working with Treasury Cash Management to ensure daily deposits are delivered to the bank in a timely and cost-effective manner.
  • Other duties as assigned or required.
DESIRABLE QUALIFICATIONS & CORE COMPETENCIES
The ideal candidate should have:
  • Management Experience (2 years): At least six (2) years’ experience as a manager in a large corporation or government agency responsible for day-to-day accounts receivable, billing, collections, and delinquent accounts functions with high volume and large dollars. Experience at a government agency responsible for billing and collecting taxes is desirable. 
  • Accounts Receivable Expertise (6 years): Possess strong skills across all aspects of accounts receivable, including invoicing, billing, statements, delinquent account collections, bankruptcy laws, accounting for recording invoices, and determining allowances for doubtful accounts for financial statement purposes.

OR 

  • One (1) year of experience as a Fiscal Assistant Deputy Director or two (2) years of experience as a Fiscal Manager, Senior or its equivalent with the County of Orange.
The following experiences are highly desirable but not required
  • Internal Controls & Software Proficiency: Demonstrate a strong understanding of internal controls, including segregation of duties (cash/records), reconciliations, cashiering, and refunds.  Proficiency in specialized accounting receivable and collection software applications is required.

  • Call Center Leadership (5 years): Possess at least five years of experience overseeing a call center setting, be responsible for maintaining the standards in place, and utilize the latest in call center technology.

A bachelor’s degree in accounting, finance, or business administration and a CPA certificate are highly desirable but not required.
 
In addition, the ideal candidate will possess extensive knowledge and/or experience in the following core competencies:
 
Technical knowledge, Skills, & Expertise
  • Strong knowledge of billing and collecting processes, business operations, and financial accounting, including accounting knowledge of property tax law, collection, remittance processing, and reconciliations of billing accounts.
  • Strong internal controls knowledge, especially in cash handling, reconciling funds and segregation of duties to protect trust funds.
  • Experience managing accounts receivable and delinquent collections.
  • Thorough knowledge of enforcement methods and fair debt collection practices, including, but not limited to, unsecured property tax collections, small claims actions and bankruptcy procedures.
  • Strong experience with a variety of software accounting programs, with government accounting system experience preferred, to create and review various general ledger accounting entries such as cash receipts and journal vouchers and related reconciliations of these accounts.
  • Experience managing a call center or other customer service organization with high customer service standards and the ability to effectively train and mentor staff responsible for interactions with the public.
  • Strong software proficiency with Microsoft Word, Excel, PowerPoint and Outlook.
  • Knowledge of legal requirements of contracts and agreements and bankruptcy laws.
  • Proven innovative skill sets are needed to maintain operations at high-efficiency and cost-effectiveness.
Management & Supervision
  • Experience supervising and managing high-level management staff in a large department or organization, including accurately assessing staffing levels and resource and training needs, maximizing staff strengths and addressing staff performance with corrective disciplinary actions, as necessary.
  • Leadership or supervisory experience with knowledge of principles and practices of supervision, including hiring, training, and evaluation of subordinates and the ability to effectively supervise employees engaged in performing a variety of accounting duties.
  • Proven ability to promote teamwork by fostering a culture that supports individual and team goals, delegation of assignments, and shared resources in support of the larger organizational goals.
  • Proven ability to provide guidance and direction to others to meet organizational strategic objectives, while encouraging openness, creativity and innovation.
  • Problem-solving and team-building experience with a strong desire to coach and mentor others and collaborate to maximize desired results.
  • Proven ability to recommend changes to best practices and assist with implementation of new ideas and innovative solutions.
Problem Solving| Analysis | Results-Oriented
  • Experience in a fast-paced, multi-tasking environment with a high volume of transactional activity, requiring multi-tasking between different clients and work tasks.
  • Proven use of independent decision-making and judgment to address issues as they arise and keep management informed at an appropriate level.
  • Experience researching, organizing, and analyzing relevant data and preparing complex and detailed reports for management and agencies.
  • Experience developing alternate solutions for consideration, identifying areas for improvement, seeking creative solutions, achieving measurable results, and implementing new policies and procedures as directed.
  • Demonstrates strong analytical, accuracy, and organizational skills to be able to document and identify trends and prepare various fiscal analysis of account balances and delinquencies for internal and external clients, in addition to Executive Management.
  • Ability to resolve issues, improve operating efficiencies and implement cost savings.
Effective Oral and Written Communication | Relationship Building
  • Proven ability to communicate effectively, both orally and in writing, and establish and maintain effective working relationships with others.
  • Collaborate with other local agencies, departments or stakeholders to develop effective working relationships.
  • Promote strong internal and external communications in a clear, concise manner.
  • Possess strong writing and grammar skills.
  • Possess integrity and honesty and take initiative to continually improve processes.
MINIMUM QUALIFICATIONS
Click  to learn more about the minimum qualifications, physical and mental requirements, and environmental conditions for this position. 

RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials for minimum qualifications. After the initial screening, qualified applicants will be referred to the next step of the selection process. All applicants will be notified via email of their status in the process. 

1. Application Screening (Refer/Non-Refer)
Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those candidates who meet the qualifications as listed in the job bulletin will be referred to the next step.

2. Structured Oral Interview (Weighted 100%)
This is an oral test; applicants will be interviewed, and their responses will be rated by a panel of job knowledge experts. The rating will be based on a series of structured questions designed to elicit the applicant's qualifications for the job

3. Eligible List

Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.


Based on the department's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedures.
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