The Oregon Department of Revenue is currently recruiting for an OFFICE SPECIALIST 2 (Registration Specialist) position to join our Business Division, Withholding & Payroll Tax Section in Salem.
This position registers and terminates businesses liable for state withholding/transit taxes with the State of Oregon and provides information to the public in a helpful, pleasant, and professional manner.
This is a full-time, classified position. This recruitment may be used to fill vacancies as they occur.
Duties & Responsibilities:
Registers employers liable for state withholding/transit taxes so they are in compliance with Oregon tax laws by: 1) receives completed Combined Registration forms from employers; 2) reviews forms for accuracy and completeness (if form is not completed correctly, uses personal computer to check Employment Department/Corporation Division computer screens for information or calls taxpayers, accountants, CPAs for information); 3) determining by business location if subject to transit taxes; 4) using personal computer to check Employment Department and Business Information screens to avoid duplicate registrations of businesses; and if appropriate reopens previously assigned account numbers; 5) using personal computer, keys new account information from registration form onto computer system to register accounts and assign business identification numbers to new businesses (writes assigned business identification number on registration form); 6) when necessary moves payroll payments and returns to new business; and 7) prepares completed registration forms to be microfilmed and sends copy of registration form to Employment Department for processing.
Receives phone calls from employers, accountants, CPAs, attorneys, payroll tax services, other state agencies, etc., and assists them by: 1) giving information about the registration process for state payroll tax accounts; 2) explaining and interpreting Oregon tax laws/administrative rules, department policies/procedures, and federal regulations; 3) using personal computer to update account information and correct errors of a routine and non-routine nature to ensure accuracy and account maintenance; 4) explaining how to complete forms; 5) ordering forms and mailing booklets/fliers per request from public; and 6) when appropriate, referring calls or account maintenance issues to revenue agent for processing.
Updates and terminates payroll tax accounts on computer system per written correspondence from employers by: 1) using personal computers to enter closure data and reason for closure on accounts; 2) using personal computer to update name changes, address changes, entity changes and owner changes; 3) making copies of correspondence to send to Employment Department; and 4) writes film location on correspondence to be microfilmed.
Receives Interim Status Aging and Predecessor/Successor lists from Computer Services which consists of new businesses that have never registered, businesses that have closed and reopened without notifying the Department of Revenue, accounts that get set up in payment processing, and accounts that have payments or returns applied to wrong account. Receives interim/suspense from payment processing and ITU, this interim is worked by a number split by the Registration Specialists. Determines if account is open or closed and in compliance with Oregon tax laws by: 1) using personal computer to check Business Information System (BIS), Employment Department and Corporation Division computer screens for information or calls taxpayers, accountants, CPAs for information; 2) determines business location if subject to transit taxes; 3) update BIS to remove the interim status after the determination is made, whether the business is open, closed, or if this is a duplicate account.
Performs a set of assigned duties on a rotational basis to ensure coverage and enhance work flow in the registration area. Assigned duties to be performed are: 1) picking up and distributing income FAX correspondence to registration personnel on a daily basis; 2) picking up combined registration forms from Miscellaneous Cash that have come in with payment(s); 3) assists taxpayers in person answering questions and registering their account; 4) Xeroxing copies of registration form that has been faxed to the department and sends copy to Employment Department; and 5) takes minutes for various division and section meetings.
Works on various special projects related to the withholding system to assist program supervisor. Works on higher level tasks for limited periods of time for training purposes or for workload coverage.
Uses computer printers, FAX machine and copy machine to gather account information and receive information.
Continuous use of telephone and personal computer requiring repetitious hand movements and sitting for extended periods. Contact with angry or hostile taxpayers, which requires diplomacy and good telephone skills. Speed, attention to detail, and accuracy required to ensure processing of large volume of registration forms with low error rate. Works in close proximity with people and equipment with frequent interruptions and noise.
Qualifications & Desired Attributes:
Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents;
An Associate's degree in Office Occupations or Office Technology;
Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis. If using education to qualify please attach college transcripts or copy of degree/certificate.
· Strong, professional and respectful communication and customer service skills
· Attention to detail
· Ability to work independently and prioritize work to meet various deadlines
· Experience handling multiple task/assignments/duties
· Experience maintaining confidentiality
· Experience processing, entering, and/or verifying detailed data
· Experience with situations where you had to remain productive and take initiative on tasks when minimal direction from others is available
· Effective team participation by showing a willingness to assist and support others, and treating people with courtesy and respect
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.
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 is 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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State of Oregon - 13 months ago