Administrative Specialist 1
Revenue-Personal Tax & Compliance - Salem, OR

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The Oregon Department of Revenue is currently recruiting for an Administrative Specialist 1 to join our Personal Tax and Compliance Division in Salem.

This is a full-time, SEIU respresented position. This recruitment will be used to establish a list of qualified people to fill the current vacancy and may be used to fill other vacancies as they occur over the next six months.

Duties & Responsibilities:

Manually compares failure-to-file assessment (FAST) to the true tax return filed by the taxpayer to determine the proper tax, penalty, and interest. Uses tax calculator recompute tax liability. Compares income information by reviewing information from Department of Revenue, Internal Revenue Service, Department of Employment, and Department of Motor Vehicles computer systems to information in the department’s on-line database.

Uses the Integrated Tax Accounting (ITA) system to issue billings and refunds, denies refunds, or issues Notice of Deficiency for additional tax due. Makes the necessary on-line adjustments to assessments, such as recomputing penalty and interest on accounts. Responsible for issuing a correct tax refund or billing notice along with an accurate explanation to the taxpayer. Issues on-line formal letters using freeform text and available explanation codes for any adjustments to tax ensuring that all federal and state laws are referenced, including taxpayer appeal rights. Creates freeform text explanation when no existing explanations apply to the determination. Follows up on cases by further correspondence to taxpayers or their representatives. Maintains on-line accounting records in ITA. Issues letters from ITA when the taxpayer has double-filed. Documents in ITA the actions taken or letters sent. Occasionally, refers returns with potential complex issues to auditors.

Receives tax returns filed by taxpayers (true returns) with existing failure-to-file assessments (FASTs) from several possible units (Scanning, Files, Suspense, Miscellaneous Cash), and Revenue Agent s. Obtains the failure-to-file assessment and matches it to the true return. If a spouse needs to be added to a return, creates a Word document listing tax year, DCN number, taxpayer social security number, and name. Emails this document to the Taxpayer Identification Unit to instruct them to add names. Organizes FASTs and returns into alphabetical order and incorporates them into return workload according to date received to be worked. Keeps the physical inventory current in on-line department database of returns charged out to this position. Transfers information from the AS400 on-line inventory list to Excel document to track return location.

Answers questions and gives instructions to co-workers, assisting in the processing of true returns filed per ORS 305.265 (Senate Bill 495). Reviews and approves pending actions in ITA created by others in this position. Also, assists co-workers with technical questions regarding return processing, state and federal laws, rules, regulations, and department procedures. Assists in training other members of the team.

Working Conditions :
Work is performed in a typical office environment. There are at times telephone and face-to-face communications with angry and upset taxpayers due to receiving billings initiated by the employee. There are frequent interruptions, and continuous keyboarding to enter or retrieve data from a computer terminal and reading on a CRT screen. There is sitting and concentrating for long periods of time; frequent reading of technical materials, instructions, procedures and taxpayers' information; handling and carrying folders up to 20 lbs.; and sorting through many pages of documents.

Qualifications & Desired Attributes:

Three years of clerical/secretarial experience which included: two years at a full performance level performing typing, word processing, or other generation of documents and lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the two years at the full performance level.

Additional Information:

To apply for this position, follow the “Apply” link above to complete the Oregon Employment Application online. All application materials must be received by the closing date/time posted.

Only complete applications will be considered. Be sure to answer all supplemental questions and attach any required documents. Responses to the “Supplemental Questions” will be reviewed to determine if you meet the minimum qualifications and desired attributes for the position. Qualified applicants whose responses most closely match the desired attributes for the position will be invited to interview. Transcripts must be submitted to receive credit for higher education coursework (official or unofficial at the time of application).

The state of Oregon requires all applications have a valid email address. Communication to applicants from the Dept. of Revenue will be done via email or telephone.

If you do not currently have an email address and do not know where to go to get one please refer to our Applicant E-Recruit FAQ's web page question #14 to view several internet providers where you can get a free e-mail account. The state of Oregon does not endorse any particular provider.

To work for the Department of Revenue you must comply with all income tax laws. This means that the department will check to see if you have filed Oregon income tax returns and made arrangements to pay any outstanding liabilities before offering you a position.

Applicants will also be subject to a criminal history check which may include fingerprinting. Circumstances of any criminal conviction will be reviewed to determine whether an applicant is accepted for employment.

Please be aware that due to the economic downturn and subsequent state budget short-fall, this position may be subject to cost reductions including mandatory unpaid time off. The pay and benefits on all announcements may change without notice.

If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at:

Oregon Department of Revenue
Human Resources Rm. 135
Salem, OR 97301
Phone (503) 945-8547
Fax (503) 947-2047

Oregon Dept. of Revenue is an Equal Opportunity and Affirmative Action Employer
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