Sales Tax-Administrative Assistant

LAFOURCHE PARISH SCHOOL BOARD
JOB DESCRIPTION

JOB TITLE: Administrative Assistant
REPORTS TO: Collector

JOB QUALIFICATIONS:

1. Associate's degree in business administration, computer technology or related field
2. Four (4) years administrative assistant or data processing experience

SUBSTITUTIONS:

1. High school diploma or equivalent with Paralegal certification may substitute for associate's degree
2. High school graduate or equivalent with three additional years in administrative assistant may substitute for associate degree
3. Five (5) years of experience in sales and use tax data processing may be substitute for a degree and experience requirement.

KNOWLEDGE/SKILLS:

1. Advanced knowledge MS Office as currently used by the Department
2. Ability to operate 10-key by touch
3. Ability to type 40 WPM
4. Ability to operate office computers and equipment
5. Fully fluent in English Language, including meaning and spelling of words, rules of composition and grammar and ability to communicate both orally and in writing.
6. Ability to work independently to develop specific goals, plan and prioritize work and accomplish tasks.
7. Ability to bend, lift approximately 30 pounds and stand for longer periods of time
8. Valid vehicle operator's permit and dependable transportation
9. Ability to travel to location of taxpayer's records, which may include out-of-town/state travel

SPECIFIC JOB DUTIES: 

1. Maintains a listing of potential audit leads which could be assigned to internal or contact auditors.
2. Attending all meeting with the collector, contract audit firms or internal audit staff
3. Following-up on audit/refund deadlines set by collector
4. Coordinates the assignment of audits, including audit request, /refunds with the collector. (no one, Collector/Assistant Collector)
5. Maintains listing of active audits/refunds, status of each audit/refund, whether assigned to contract and/or internal staff.
6. Set-up and maintain all audit/refund folders (paper and electronic),
7. Prepare, mail, and scan all audit/refund correspondence as per the collector’s request including, the Notice of Examination (NOE), Pre-Audit Questionnaires, Notice of Intent to Asses (NOI), Final Assessments (NOA), Hearing Notices, Redetermination Letters, Request for audit / refund documents, Power of Attorneys, Audit Transmittals and Work papers, etc.
8. Gather payment history including information from returns and receives all reviewed refunds back for status review by the collector. Coordinating with the collector, then preparing refund or a refund denial letter.
9. Close out audit /refund files, which includes, accounting for the cost of the audit/refund appropriately, send out letter to taxpayer indicating audit is closed, and finalize the closing of the paper file and electronic file, and any necessary notations in the sales tax software.
10. Prepares and/or assists in preparation of assessments for delinquent taxes, penalties, and interest on completed audits.
11. Scheduling audit/refund hearings with collector, attorney, contract auditor and taxpayer
12. Attending audit and refund hearings as the record holder.
13. Prepare the files for the attorney’s office for audits/refunds when needed.
14. Preparing and coordinating with all auditors waiver of prescriptions at the appropriate time.
15. Prepares and/or assists in preparation of taxpayer waivers to avoid inability to perform tax audits due to time prescription.
16. Maintains a list of single return audits vendors, reviewer, findings.
17. Maintaining the contract audit cost analysis work sheets per audit/refund.
18. Prepare any necessary journal entries and invoices for the closing of audit cost/refund review cost
19. Assist the Collector with ordering supplies with approvals from Collector.
20. Assist the Collector with the Disaster Preparedness for Sales Tax Office when necessary.
21. Assist new employees with all necessary computer and equipment accesses.
22. Handles the general sales tax and general audit incoming emails daily
23. Opens all daily mail. Separate sales tax department mail from sales tax returns. Distributes mail to sales tax department personnel. Sorting, coding and review of sales tax returns and related documents in preparation for keypunch.
24. Processes daily mail and all incoming documents to the sales tax staff
25. Type the agenda and minutes for all weekly staff meetings and semi-annual Lafourche Parish Oversight Committee Meetings; place all necessary documents in Board docs
26. Daily office errands
27. Receives, scans and files all approved audit request/refund request
28. Answers all incoming calls for supervisor;
29. Handle correspondence and requests covering all phases of the duties of the supervisor/manager;
30. Schedule appointments and arrange and confirm meetings with the supervisor/manager/staff;
31. Assist Collector with updates to the website

ADDITIONAL DUTIES:
1. Assists in opening mail and data entry of tax returns when necessary.
2. Adheres to all state, local, and federal laws.
3. Review professional accounting journals, new regulations and changes in state and local law.
4. Greets guest at window in a professional manner;
5. Field phone calls from taxpayers with questions on completing tax returns.
6. Assists taxpayers in the filing of sales & use tax returns and occupancy tax returns.
7. Works with other tax collecting agencies; including but not limited too, local taxing agencies, Louisiana Department of Revenue, Louisiana Commissioner of the Office of Alcohol and Tobacco Control (ATC), and Office of Motor Vehicles.
8. Educate taxpayer regarding compliance with state statutes and local tax ordinances.
9. Prepare deposits
10. Develop, analyze internal processes and recommend and implement procedural or manual changes.
11. Scanning all applicable documents into the document storage in order to maintain permanent records as per the board approved retention policy.
12. Maintains filing and files in appropriate manner as it relates to your position
13. Performs all other duties as assigned by immediate supervisor or by Superintendent.

EMPLOYEMENT TEST:

1. MS Office as currently used by the Department
2. Typing/keyboarding
3. 10-Key

Based on 240 worked days per year at 7.5 hours per day; 37.5 hours per week

*Annual Salary is based on years of experience (0-40), with increases for advanced degrees.

Lafourche Parish School Board is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, military status, natural, protective, or cultural hairstyle, sex, age, disability, marital status, sexual orientation, religion, or veteran status.