Assessor's Aide & Exemption Coordinator

Department: Assessor’s Office Classification:

Competitive Reports To: Town Assessor

DISTINGUISHING FEATURES OF THE CLASS

The Assessor’s Aide & Exemption Coordinator performs specialized administrative, technical, and clerical work in support of the Town Assessor and the administration of the Town’s real property assessment functions. A primary responsibility of the position is coordinating and administering real property tax exemption applications, renewals, records, and taxpayer communications. The incumbent serves as a primary point of contact for property owners seeking information regarding available real property tax exemptions and assists applicants in understanding application requirements, deadlines, and required documentation. The position also assists the Assessor with maintaining assessment records, property data, sales information, ownership records, and other information necessary for the preparation and maintenance of the assessment roll. Work is performed under the general supervision of the Town Assessor with considerable independence in carrying out routine duties in accordance with New York State Real Property Tax Law, Office of Real Property Tax Services guidance, Town policies, and established procedures. The incumbent does related work as required.

TYPICAL WORK ACTIVITIES

The following duties are illustrative of the work performed and are not intended to represent a complete list of all responsibilities: • Coordinates the intake, review, tracking, and processing of real property tax exemption applications and renewals; • Assists property owners with exemption applications and explains eligibility requirements, documentation requirements, filing procedures, and applicable deadlines; • Maintains organized and accurate exemption files and records; • Maintains confidentiality of financial, personal, and other sensitive information submitted as part of exemption applications; • Maintains familiarity with commonly administered exemptions, • Serves as a primary customer-service contact for taxpayers • Responds to telephone, email, written, and in-person inquiries from property owners, attorneys, real estate professionals, governmental agencies, and members of the public; • Assists the Assessor in maintaining assessment records and property ownership information; • Assists in maintaining and reviewing property sales records and related documentation; • Enters, updates, and verifies property, assessment, exemption, and ownership information in applicable real property and municipal computer systems; • Processes information received from county and state real property tax agencies and other governmental entities; • Assists with tax map, parcel identification, ownership, and property record updates; • Performs research using deeds, property records, assessment records, sales information, tax maps, and other available resources; • Assists the Assessor with preparation and maintenance of the tentative and final assessment rolls; • Assists with annual assessment cycle activities, including exemption deadlines, assessment notices, grievance period, and other required processes; • Assists with preparing reports, correspondence, notices, forms, spreadsheets, and other departmental documents; • Coordinates with Essex County Real Property Tax Services and other local and state agencies as necessary; • Assists the Assessor with field work, property inspections, measurements, photographs, notes, and property record verification as assigned; • Monitors filing deadlines and assists in maintaining an annual calendar of exemption and assessment-related requirements; • Maintains departmental files and records in accordance with applicable records retention requirements; • Performs general office duties necessary for the efficient operation of the Assessor’s Office; and • Performs related duties as assigned by the Town Assessor.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Good knowledge of modern office practices, procedures, technology, and recordkeeping methods; ability to learn and apply New York State real property assessment and exemption procedures; ability to understand and explain exemption requirements, application procedures, and filing deadlines; ability to maintain detailed records with a high degree of accuracy; ability to review applications and supporting documentation for completeness; ability to work with computerized databases, spreadsheets, document management systems, and standard office software; ability to research and interpret property records and related documents; ability to communicate clearly and professionally, both orally and in writing; ability to provide effective customer service to members of the public; ability to handle confidential and sensitive information appropriately; ability to organize and prioritize multiple responsibilities and deadlines; ability to work independently within established policies and procedures; ability to establish and maintain effective working relationships with taxpayers, coworkers, municipal officials, county and state agencies, and the general public; attention to detail; good judgment; tact; professionalism; dependability; and integrity.

MINIMUM QUALIFICATIONS

Option A: Graduation from a regionally accredited or New York State registered college or university with an Associate’s Degree or higher in business administration, public administration, accounting, finance, real estate, office administration, or a closely related field; OR Option B: Graduation from high school or possession of a high school equivalency diploma and two (2) years of full-time paid clerical, administrative, customer service, bookkeeping, real estate, municipal, or records-management experience; OR An equivalent combination of training and experience as defined by the appropriate Civil Service authority.

PREFERRED QUALIFICATIONS

Experience in a municipal Assessor’s Office, county real property tax office, municipal government, real estate office, legal office, or other position involving property records or public-facing administrative work is preferred. Experience with New York State real property tax exemptions, assessment administration, or real property software is also desirable.

SPECIAL REQUIREMENTS

The incumbent may be required to participate in training related to New York State real property assessment administration, exemption programs, applicable software systems, records management, and changes in state law or regulations. The position requires the ability to maintain confidentiality and appropriately handle taxpayer financial and personal information. A valid New York State driver’s license may be required when field work is assigned.

PHYSICAL REQUIREMENTS

Physical condition and ability commensurate with the demands of the position. Duties are primarily performed in an office environment but may occasionally require field work, walking on properties, carrying files or equipment, and accompanying the Assessor during property inspections.