Sr. Division Support Specialist

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Sr. Division Support Specialist

Salary - $51,516

WHY YOU’LL LOVE IT HERE!

TRANSPARENCY. FAIRNESS. COMPLIANCE. The Oklahoma Tax Commission is committed to leading Oklahoma with unparalleled customer service. Our mission is to promote tax compliance through serving taxpayers with transparency and fairness in administration of the tax code and unparalleled customer service. Check out our About Us page to learn why we are passionate about tax compliance and believe it is the career for you!

There are perks to working for the OTC. We know that benefits matter, and that is why we offer a competitive benefits package for all eligible employees:

• Generous state-paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations. 
• Flexible spending accounts for health care expenses and/or dependent care.
• A Retirement Savings Plan with a generous match.
• 15 days of paid vacation and 15 days of sick leave for full-time employees the first year.
• 11 paid holidays a year.
• Paid Maternity leave for eligible employees.
• Employee discounts with a variety of companies and venders.
• A Longevity Bonus for years of service.

JOB SUMMARY

Senior Tax Support Specialists are assigned responsibilities for performing operational support duties for both the Income Tax Accounts (ITA) Division and the Business Tax Services (BTS) Division within the Oklahoma Tax Commission. These job duties involve document production and management through a variety of manual or technological processes, including preparing correspondence, analyzing, and researching reports or other documents, maintaining various filing systems, including computer records, assisting taxpayers with inquiries, sending out various forms or documents, and similar duties. They are also responsible for providing exceptional customer service through our internal lines of communication.

DUTIES AND RESPONSIBILITIES

• Maintains and processes a variety of forms, letters and documents; prepares correspondence
• Monitors and assigns out workload through section email inbox
• Creates, maintains and delivers complex management reporting to executive leadership
• Conducts in-depth research of taxpayer accounts to resolve complex discrepancies, applies payments accurately and authorizes them for further processing
• Utilizes advanced critical thinking to evaluate and resolve escalated processing issues while maintaining high standards of accuracy, timeliness and compliance
• Interprets and applies tax laws, regulations, policies and procedures to ensure the proper handling of taxpayer forms and sensitive data
• Performs a variety of administrative tasks
  • Builds work case files for divisions
  • Manages multiple electronic mail sources daily
  • Researches and analyzes tax correspondence for all tax types
  • Provides internal support for multiple divisions
  • Collects and mails out manually printed letters and/or documents
• Examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established tax requirements, and follows up on discrepancies
• Prioritizes and reassigns workload to accommodate shifting operational demands and ensure completion of high priority assignments
• Acts as the primary liaison for equipment issues, collaborating with IT to maintain operational continuity
• Provides cross-functional support by collaborating with key divisions such as ITA and BTS
• Conducts and completes compliance checks at request
• Enters and retrieves information using a computer or laptop; proofs previously entered data and makes corrections when needed
• Produces documents of various levels of complexity, ranging from standard transcription and formatting to the analysis of data to produce high level reports
• Proactively identifies and reports systemic issues to management, recommends procedural improvements and contributes to the development of action plans
• Serves as a resource for technical guidance, and procedural clarification to peers
• Serves as subject matter expert to guide and mentor teammates
• Leads projects as assigned
• Performs other duties as assigned

COMPLEXITY OF KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Modern office methods and procedures; and of grammar, punctuation, spelling, and basic mathematics
• Modern office technologies, including, but not limited to, printers, copiers, and scanners
• Telephone procedures; and of standard business communications
• Operating office machines including computers/laptops, scanners, printers, copiers, etc
• Tax laws and regulations for Oklahoma and Federal
• Navigating tax software and tax forms

Skills in:

• Interpersonal communication
• Written and Verbal communication
• Time management
• Attention to detail
• Be self-motivated, dependable, and professional
• Be adaptable and flexible, even under stressful conditions
• Proficient analytical, critical thinking and problem-solving abilities
• Proficiency in Microsoft Office and standard business software

Ability to:

• Follow oral and written instructions
• Typing accurately from plain copy at a rate of forty words per minute
• Work effectively in a fast-paced environment
• Ability to handle confidential and sensitive information with tact and discretion
• Ability to establish and maintain effective working relationship

MINIMUM QUALIFICATIONS

Education and Experience requirements at this level consist of:

• An associate’s degree in business/public administration or a closely related field;
• PLUS three years of experience in clerical, bookkeeping, customer service, or closely related work
• OR an equivalent combination of education and experience, substituting one year of experience in clerical, bookkeeping, customer service, or closely related work for each year of the required education

PHYSICAL DEMANDS

Ability to sit and stand for extended periods of time. Exhibit manual dexterity and hand-eye coordination to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment. Ability to see and read a computer screen and printed material with or without vision aids. Ability to hear and understand speech at normal levels, with or without aids. Ability to communicate clearly. Physical ability to lift up to 15 pounds, to bend, stoop, climb stairs, walk and reach. Duties are normally performed in an office environment with a moderate noise level.

SPECIAL REQUIREMENTS

Core work hours for the Oklahoma Tax Commission are Monday through Friday, 7:30am to 4:30pm.  This schedule may require minor flexibility based on the needs of the agency.

Telework may be required based on the needs of the agency, division, and section.  If applicable, applicant must be willing and able to BOTH work on-site and telework at an off-site location, generally in the applicant’s home.  Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

All offers of employment will be contingent upon successful completion of a fingerprint-based background check, reference check and federal and state tax compliance check.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact