2D51

                                                                                                                              PAY RANGE: 11

ASSESSMENT AIDE

GENERAL DEFINITION

            Employees in this class perform a wide range of specialized clerical and technical real estate support work assisting Real Property Evaluators in the Office of Property Assessment. Employees in this class serve as aides providing research, data collection, data entry and field support for real property assessments. A significant aspect of the work is providing customer service to citizens explaining assessment policies and procedures and providing guidance through the assessment process. Work may include responsibility for a specialized clerical function related to the work performed in a unit or division.  Work includes frequent contact with property owners, taxpayers, businesses, attorneys, developers, City agencies and departments. Work is performed under the direction of an administrative superior.

ALLOCATING FACTORS:  (The following conditions must be met for a position to be allocated to this class.)

1. Positions must perform a wide range of specialized clerical and technical real estate support work assisting Evaluators in the Office of Property Assessment.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

            Provides information to the public concerning property ownership and market values; explains applicable ordinances, processes and procedures, and required documentation regarding appeals, exemptions and abatements; refers more complex questions/requests to the appropriate unit by generating a computer based inquiry; assists walk-in customers with filling out forms; checks forms for completion and required documentation; transmits information or documents to the public or other staff using computer, mail, or facsimile machine.

            Compares and researches various records and documents such as deeds, plat maps, property record cards, zoning codes, tax and water revenue information to determine and resolve discrepancies; contacts taxpayers, businesses, attorneys, developers, City agencies and departments to obtain ownership information; records new account numbers for properties that are consolidated or sub-divided and records and verifies physical characteristics of property; updates mainframe property information records to include property lines, property codes and dimensions; ensures property files are kept up to date; prints and files hard copies into files to ensure inclusion all necessary information; recognizes incorrect entries on source documents and refers them to appropriate personnel for correction.

            Provides copies of deeds; collects, sorts, copies and distributes incoming mail; checks undeliverable returned mail for alternate addresses using multiple intradepartmental computer databases or accessing Water Department records; operates standard office equipment including a computer terminal for the purpose of entering and retrieving data; composes and prepares correspondence.

            Accompanies evaluators on field assignments to inspect real property; records characteristics, neighborhood spatial determinants and other evaluation data necessary for fair market value estimations; takes photographs for documentation filing purposes; learns to provide assistance with the review of deeds concerning subdivisions and consolidations for new property lines; maintains property record files.

            Coordinates appeal hearings; maintains log of appeals to include hearing dates, outcomes and withdrawals; gathers information, copies and distributes appeal documents to assigned evaluators; attends hearings; maintains record books for adjustments in real property tax amounts resulting from changes in assessed value, tax exemption or abatement; logs, maintains and distributes lists of recent property sales to respective divisions discrepancy checks.

            Receives files for cases scheduled for appeal hearings; assembles and reviews documents, ensures copies are available for each board member and distributes appropriately, logs and swears in taxpayers, records board rulings and decisions and submits to unit supervisor.

            Reviews daily time records for accuracy and completeness; contacts employees or supervisors regarding leave discrepancies; monitors, logs and submits employee call-outs; reviews field slips and field logs for completion and forwards to supervisor for review and approval.

            Attends training sessions and staff meetings; performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

· real estate terminology

· the sources of real property information

· assessment record maintenance procedures

· operating procedures and policies of the work unit

· departmental rules, regulations, procedures, and functions

· proper English usage, spelling, grammar, and punctuation

· basic mathematics

· office practices, methods, and computer equipment

· clerical procedures and systems such as word processing, managing files and records.

· methods and procedures analysis as applied to clerical procedures and practices

SKILL IN:

· the use of personal computers

ABILITY TO:

· maintain current and accurate records

· follow oral and written directions

· communicate clearly and concisely, both orally and in writing

· obtain property information from recorded documents, blueprints, plans and maps

· obtain information through interviews and observations and to record details accurately

· perform photographic work of limited complexity

· learn the laws and regulations relating to real property assessment

· learn real property related mathematical computations

· learn various real estate information

· establish and maintain effective working relationships with associates, supervisors, other City employees, outside agencies, property owners and the public

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 9/18.)

EDUCATION:

            Education equivalent to completion of the twelfth school grade.

GENERAL EXPERIENCE:

            One year of clerical experience.

AND

SPECIFIC EXPERIENCE:

            Two years of experience performing specialized clerical work maintaining the accuracy, completeness and integrity of computerized master data files and records in the Office of Property Assessment.

OR

            Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources.

City of Philadelphia classes which typically meet the specific experience:

Data Services Support Clerk (1D41)

PHYSICAL AND MEDICAL REQUIREMENTS

            Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

LICENSES, REGISTRATIONS AND/OR CERTIFICATES

            Possession of a valid proper class motor vehicle's operator's license issued by the Commonwealth of Pennsylvania prior to and during tenure of employment as an Assessment Aide, if required by work assignment.

Class Established:

                                                                                                                                        CSC - 1/10

                                                                                                                               Ad. Board - 2/10

Last Spec. Revision

CSC – 8/18

Ad. Board – 9/18

JJ