Occupation Tax/Business License and Permits Specialist

Job Summary:
This position is responsible for maintaining and processing Occupation Tax Certificate Applications, Alcohol Licenses, Pawn Shop Licenses, Precious Metals Dealer Registrations, Insurance Company License Fees, Financial Institution Fees, Massage Establishment Licenses, Temporary/Special Event Permits, Film Permits, Food Truck Permits, hotel motel excise taxes, liquor by the drink excise taxes, and ensuring compliance with all Federal, State and Municipal regulations. Collects and Records Fees for all of the above.  Audits and ensures all Businesses in the City of Hiram are properly registered and compliant.

This position will also perform other general office duties including assisting the general public, answering the telephone, filing and correspondence, and scanning records, as directed. The employee needs to be able to work both independently as well as with the public. Good customer service skills are essential for this position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer without notice as the needs of the employer and/or requirements of the job change.

Major Duties:
The following duties are normal for this position. The omission of any specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Administers the Occupation Tax Program for the City of Hiram:

BUSINESS OCCUPATION TAX CERTIFICATES:

• Be knowledgeable of all requirements to process and administer Occupation Tax
• Prepare annual Occupation Tax Certificate renewals, including but not limited to, administering the renewal process in the City’s financial software and mailing renewals to registered businesses.
• Research, update and maintain occupation tax certificate information on all registered
• Maintain databases of all active business mailings and
• Perform field audits to identify un-registered businesses and/or changes to existing businesses, as well as other compliance issues.
• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to Occupation Tax
• Maintain proper procedures and implement best business
• Input business information into accounting
• Verify address of business is within city limits of
• Verify current valid D.
• Verify GA State license if
• Verify Health Service Permits and inspection scores for
• Verify Certificate of Occupancy and Fire Inspection is current and valid, including but not limited to, accepting applications for certificate of occupancy, getting Zoning sign off and following up on the remainder of the C.O. process through to completion.
• Assess fees for certificates and calculate interest and penalty
• Print certificates and await approval from City Clerk
• Post all Occupation Tax Certificate payments to General Ledger
• Copy original certificates for City records; mail originals to business owners
• SAVE affidavit retrieval and verification to the U.S Department of Homeland Security and reporting to the Department of Community Affairs
• E-Verify affidavit retrieval and annual report to the Department of Audits & Accounts
• NAICS research and identify for the purposes of reporting to the Georgia Department of Revenue
• GA sales tax retrieval in order to report to the Georgia Department of Revenue as required by City of Hiram ordinance
• Contact businesses by mail, telephone or email to address problems and to request supporting documentation
• Audit Occupation Tax Certificates in order to report delinquent or violators to Code Enforcement Officer, including entering incident reports into InterOp
• Correspond with unregistered businesses within the City and advise them of application requirements
• Issue Home Occupation licenses in accordance with guidelines
• Work closely with Paulding County Tax Assessors Office to assist with accurate record keeping and correct reporting
• Store and Maintain records according to retention requirements
• Attend Classes/meetings as required to enhance professional development
• Active in the Georgia Association of Business Tax Officials (GABTO)
• Assist customers at the Customer Service window with application or compliance requirements
• Prepare, file, record, and maintain correspondence with businesses seeking compliance (i.e. missing documentation, denials, etc.)
• Knowledgeable of reporting in financial software
• Notarize documents for staff and general public

INSURANCE CERTIFICATES:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to Insurance License Fees
• Input insurance company information into accounting system
• Assess fees for certificates
• Post all insurance certificate payments to General Ledger
• Print certificates for City record and file with company return
• Audit Insurance Tax Certificates in order to report delinquents to the Municipal Revenue Services

FINANCIAL INSTITUTIONS:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to Financial Institutions
• Input company information into accounting system
• Assess fees for certificates
• Post all payments to General Ledger
• Print certificates for City record and file with company return
• Audit records in order to ensure compliance

ALCOHOL LICENSES:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to Alcohol Licenses
• Ensure compliance with internal and external policies and procedures
• Collect all required application materials and obtain all necessary approvals as well as schedule application consideration meeting before the City Manager
• Assess fees for licenses and calculate late penalties
• Keep updated excel spreadsheet of all active alcohol business mailings
• Input business information into accounting system, print licenses and await approval from CityManager
• Post all alcohol payments to General Ledger
• Copy original licenses for City records; arrange hand delivery of originals to business owners; file
• Ensure compliance, working closely with the Police Department
• Maintain Security Awareness Training through the Georgia Crime Information Center

MASSAGE ESTABLISHMENT LICENSES:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to massage
• Collect and Process applications as required, including notifying pertinent personnel and obtaining necessary sign offs
• Ensure compliance, working closely with the Police Department, including scheduling and performing compliance checks

PAWNSHOP LICENSES & PRECIOUS METALS REGISTRATIONS:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to Pawn Shops and Precious Metals dealers
• Collect and Process applications as required, including notifying pertinent personnel and obtaining necessary sign offs
• Ensure compliance, working closely with the Police Department

TEMPORARY/SEASONAL/SPECIAL EVENT PERMITS:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to temporary, seasonal, and special events
• Decipher which type of permit is required
• Collect and process applications as required, including notifying pertinent personnel and obtaining necessary sign offs
• Ensure compliance, working closely with the Police Department

FOOD TRUCK PERMIT/FILM PERMIT EVENT PERMITS:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to food truck and film permits
• Decipher which type of permit is required
• Collect and process applications as required, including notifying pertinent personnel and obtaining necessary sign offs
• Ensure compliance, working closely with the Police Department

WEBSITE UPDATES:

• Input business information into Revise website module
• Update pertinent website pages, as needed
• Send offer to list Hiram businesses on the Hiram website to Hiram business owners upon issuance of each occupation tax certificate

EXCISE TAXES:

• Maintain current knowledge of City Ordinances, Federal, State and Local Laws related to hotel motel and liquor by the drink excise taxes
• Collect hotel motel excise tax and liquor by the drink excise taxes, including the ability to calculate the amount due, and enter payments into financial software
• Identify delinquents monthly and pursue compliance

MISCELLANEOUS:

• Assist Customer Service Representative as needed, including general knowledge of utility billing and event facility rentals
• Maintain accurate and up-to-date Standard Operating Procedures for all functions
• Maintain accurate and up-to-date application materials, including but not limited to, paper copies, website updates, Georgia Tax Center updates
• Review existing Ordinances and identify necessary updates in regards to occupation tax/licensing/permitting and report them to the City Clerk
• Scan all related records and upload to electronic document management system
• Maintain cash drawer within the Cash Handling Policy guidelines and requirements
• Accept applications for Sign Permits, under the direction of Development Technician & receipt payment

ESSENTIAL SKILLS AND KNOWLEDGE REQUIRED BY THE POSITION:

• Acute critical thinking skills
• Proficient in Microsoft Office Suite or related software (word processing, spreadsheet, presentation, publishing, )
• Proficient in performing basic mathematical calculations
• Proficient in basic professional communication medium formatting (i.e. letters and emails)
• Excellent verbal and written communication skills, including with high level officials
• Excellent organizational skills
• Keen sense of attention to detail
• Skill in maintaining accurate records and preparing reports
• Knowledge of general accounting and bookkeeping practices
• Knowledge and application of department policies, procedures, equipment, directives, rules and regulations
• Knowledge of personal computers, financial software, purchasing software, and general use software
• Knowledge and application of computer programs and hardware necessary to process payments
• Knowledge of Tax processing methods
• Knowledge of City ordinances, policies, and procedures
• Ability to handle difficult and irate customers with confidence, knowledge and professionalism
• Ability to anticipate work needs
• Ability to accurately tabulate, record, and balance assigned transactions
• Knowledge of applicable federal, state, county, and city laws, ordinances, rules and regulations, especially in regards to Occupation Taxes, insurance company fees, financial institutions fees, and all City-regulated businesses.
• Ability to analyze data and to interpret and prepare accurate reports and records
• Ability to maintain accurate and detailed reports and records
• Ability to work well with the general public, addressing their questions and concerns in a courteous, helpful and tactful manner
• Ability to provide information and explanations of the specific processes and procedures of the financial operations of the Department, and general information regarding the City government to the public
• Ability to prioritize and handle multiple tasks in an effective, efficient manner in high pressure situations
• Ability to understand and follow quickly and accurately, complex, oral and written instructions and procedures
• Ability to work well in a high-pressure, multi-tasked environment amid frequent interruptions and to redirect focus of attention to a task after an interruption
• Ability to search for information from various sources in order to respond to appropriate and relevant requests or to complete required duties
• Ability to work effectively as an individual and as a team member

EMPLOYMENT STANDARDS:

Experience, Training and/or Education:

Any combination of experience, training, and education which provides the required knowledge, skills, and abilities to perform the duties and responsibilities of the job will be considered.

1. A High School diploma or equivalent is required.
2. A minimum of five (5) years’ of increasingly responsible experience working in government is highly preferred.
3. Considerable experience in a professional office environment, some of which must include customer service and/or public contact, is required.
4. Considerable experience in the operation of computers and software applications is required.
5. Occupation Tax/Business License experience is preferred.

Other Requirements:

1. Possession of a valid Georgia Driver's License for the type of vehicle operated is
2. Acceptable Motor Vehicle Record (MVR)
3. Take and pass a drug screening test
4. Ability to obtain and maintain a Notary Public commission

WORK ENVIRONMENT/HOURS AND CONDITIONS:

Work hours are from 8:00am to 5:00 pm, Monday through Friday, with one hour off each day for lunch. Must open and close City Hall in absence of Customer Service Representative.

This position may require some overtime work from time to time.

While performing the duties of this job, the employee regularly works in an office. The noise level in the office work environment is moderately quiet.

Tasks may involve extended periods of time at a keyboard or workstation.

Travel and/or overnight stays may be occasionally required for assignments or training

Must work under time pressure deadlines, frequently changing tasks, and perform multiple tasks simultaneously.

EQUAL OPPORTUNITY EMPLOYER:

The City of Hiram is an equal opportunity employer (EOE). In accordance with applicable Federal and State laws, the City of Hiram does not discriminate on the basis of race, color, religion, national origin, disability, age, gender or other legally protected status or classification, except where dictated by requirements of the job, or within the limits imposed by law.

AMERICANS WITH DISABILITIES ACT (ADA):

The City of Hiram, in compliance with the Federal law, will provide reasonable accommodations to qualified individuals with disabilities.

ADA COMPLIANCE:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.