The fundamental reason this position exists is to ensure the accurate collection of fees for services rendered by the Probate Office. This position differs from the Customer Service Representative in that the Assistant Tag and License Supervisor serves as a technical advisor to Customer Service Representative employees. The Assistant Tag and License Supervisor differs from the Tag and License Supervisor in that the latter is responsible for the overall management of the probate sub-station. The essential functions of this position are: manages the floor operations of the probate office; serves as a lead worker to employees; performs administrative duties; performs customer service duties; processes and/or supervises the preparation of weekly/bi-weekly payroll; in the absence of the Tag and License Supervisor, performs various administrative related tasks. Incumbents are directly supervised by Tag and License Supervisors. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.
ESSENTIAL FUNCTION: Manages the floor operations of the probate office following departmental policies and procedures in order to ensure tag and license customer receive quality customer service.
Monitors the tag and license line and answers questions from clerks regarding policy interpretations and discrepancies.
Checks the previous day's transactions to ensure accuracy.
Monitors tag and license overpayments and shortages and makes necessary adjustments.
Makes change for the clerks cash drawers.
Files tag receipts for record purposes.
Fills-in for clerks (tags, license, etc.) when there is a staff shortage.
Troubleshoots problems for irate customers.
ESSENTIAL FUNCTION: Serves as a lead worker to employees following departmental policies and procedures in order to ensure the effective performance of fellow employees.
Assigns and prioritizes tasks to employees.
Monitors performance and provides feedback to fellow employees on an ongoing basis.
Observes job performance.
Demonstrates clerical methods and procedures in order to train employees to perform their tasks.
Handles the more complex and technical problems and customer inquiries in the work unit.
Ensures that department management is informed of critical issues or other emergencies.
Provides input on employee performance evaluations and disciplinary actions.
Handles the day-to-day scheduling of employee breaks, work periods, and coverage of work stations or public counters.
Trains new employees.
ESSENTIAL FUNCTION: Performs administrative duties using the computer, calculator, logs, and ledgers following state laws governing probate operations in order to ensure smooth operation of office, maintain inventory records, and maintain expertise.
Ensures adequate office supplies and orders additional ones when necessary.
Obtains change from the bank.
Attends workshops and training to remain current on changes and maintain expertise.
Attends training on new computer programs.
Reads current publications to maintain expertise and provide information to others.
Reviews changes in laws and regulations that effect the job.
Assists Tag and License Supervisor if verifying large sums of money.
Inventories and maintains the daily supply of tags, decals, applications, and forms.
Requisitions tags and material receipts incoming tags.
Opens, distributes, and processes mail.
Prepares and processes departmental reports such as the title, drivers license, boat, hunting, and fishing reports.
Assists the Tag and License Supervisor in compiling the satellite office budget.
ESSENTIAL FUNCTION: Performs customer service duties using computer, price lists, Code of Alabama, notary seal, and the telephone in order to maintain a positive image for probate office, satisfy customers, and provide information to the public and outside agencies.
Resolves customer complaints by providing specific information, submitting documents, and researching data.
Answers general questions from the public.
Researches general information for the public and other agencies.
Notarizes documents for the public as specially requested.
Informs State employees and other agencies of error and problems on documents submitted.
Consults with other agencies to obtain clarification on tag and license problems.
Researches information in the Code of Alabama or in manuals/pamphlets to answer questions.
Communicates with other supervisors and co-workers to obtain information and resolve problems or errors.
Approves personal checks taken by the Probate Office.
ESSENTIAL FUNCTION: Processes and/or supervises the preparation of weekly/bi-weekly payroll using time sheets/cards, duty rooster, leave forms, overtime certification, calculator, computer, and following departmental policies and procedures in order to calculate, record and report all employees leave used and time earned for a given pay period.
Reviews daily sign-in, time sheets, leave slips and overtime certification for completeness and accuracy.
Calculates overtime.
Enters payroll information into computer.
Records leave time on department calendar.
Collects and verifies completeness of daily time sheets along with leave slips and overtime approval forms.
Prepares weekly/biweekly payroll including calculation of all leave taken, leave accrued, overtime accrued and preparation of overtime certifications.
Verifies Payroll Certification Report for accuracy and submits memo indicating any corrections needed to be made regarding employee leave, pay, etc.
Maintains leave register sheet for each employee to include leave taken, leave accrued, and balances of all leave and relates to employees.
Receives checks on payday and verifies correct number of checks for staff, sorts and distributes check.
Contacts payroll office concerning missing or mis-routed checks or pay stubs.
Obtains employee approval to release pay check to another person.
ESSENTIAL FUNCTION: In the absence of the Tag and License Supervisor, performs various administrative related tasks using the computer, calculator, logs, and ledgers following state laws governing probate operations in order to ensure smooth operation of office.
Maintaining and securing the building at opening and closing.
Controls access to the safe.
Distributes cash drawers at opening and secures them at the end of the business day.
Verifies and balances clerks daily cash drawer.
Compiles total daily deposits and delivers to the bank.
Compiles departmental reports such as drivers license, tags, titles, hunting, and fishing reports.
Provides daily audit and verification of deposits to the Accounting department. Knowledge, Skills and Abilities Knowledge of tag line operations to include sales tax computations, amount due, manual computation of fees, applicable penalties, calculating taxes due, escape codes, appropriate documentation required from customer, and appropriate affidavits to give to customer as needed to fill-in and supervise tag clerks.
Knowledge of title operations to include appropriate documentation required for different titles, applicable State laws, and vehicle inspections procedures as needed to fill-in for and supervise title clerks.
Knowledge of driver's license operations to include identification required, collection of old license, appropriate documentation needed from customer, and selection of appropriate menu on computer as needed to fill-in for and supervise license clerks.
Knowledge of hunting, fishing, and boating license operations to include different types of licenses available, proof of residency, when reduced rates apply, correct fees for out of state licenses, and appropriate documentation required as needed to supervise and fill-in for clerks.
Ability to perform basic math functions to include calculating percentages, addition, subtraction, multiplication, and division as needed to count money, balance cash drawers, and other related mathematical tasks.
Ability to read at a level to comprehend complex text such as Code of Alabama, Privilege License Handbook, VIN Manual, new State laws and procedures as needed to ensure compliance with laws and procedures, provide information to others, identify fees for different situations, and ensure correct fee is charged.
Ability to communicate orally to include breaking down technical information, logical ordering of information, and being clear and concise as needed to explain the Code of Alabama and other laws, regulations, and procedures to employees and the public, resolve conflicts, and obtain information.
Ability to communicate in writing to include correct grammar, spelling, punctuation, clarity, and local ordering of information as needed to compose correspondence.
Ability to interact with others to include listening, hearing both sides without judging, using a calm and neutral tone of voice, being firm and courteous, being patient and tactful, and recognizing when to dispense of the conversation as needed to resolve conflicts, provide/gather information, and assign work duties.
Ability to handle multiple tasks simultaneously to include being interrupted and returning to work immediately as needed to answer the phone, respond to employee questions, and handle customer complaints.
Ability to work independently with little supervision to include time management and prioritization as needed to meet deadlines, troubleshoot problems, and locate errors.
Ability to continue working on a task for long periods of time without getting discouraged as needed to meet deadlines and balance cash drawers.
Ability to pay attention to details to include recognizing discrepancies and isolating individual errors as needed to balance cash drawers.
Ability to plan and organize work for office and staff to include time management, prioritizing, measuring work load levels, and ensuring adequate staff levels as needed to supervise employees.
Ability to research and reference information in the Code of Alabama and other legal documents as needed to provide information, answer questions, and identify procedures in special situations.
Minimum Qualifications High school diploma of G.E.D. and two years probate office operations experience which includes tag, license, and title office experience or an equivalent combination of education and experience. Special Requirements
City of Montgomery, AL - 10 months ago
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