POSITION DESCRIPTION 1. POSITION DETAILS Position Title: Division: Unit: Management Level: Rates Team Leader Chief Finance Office Rates Team Leader/Supervisor 2. ORGANISATIONAL RELATIONSHIPS Position Title of Supervisor: Rates and Receivables Manager Titles of Positions which report to Rates Team Leader are: Rates Officer x 2 Revenue Officer x 3 Contractors for which this position is responsible: Nil 3. PRIMARY PURPOSE OF POSITION To be a leader in the team, assisting the Rates and Receivables Manager, ensuring that property and rating information is accurate and up to date and that rates and charges are levied in line with legislation, maximising income through effective, efficient and knowledgeable practice. The position holder should facilitate employee development, create a positive and enthusiastic environment that promotes innovation, high performance and productivity. The position holder will also assist with the timely budgeting and levying of rates through the administration of data and the development, implementation and monitoring of appropriate processes, procedures and the work of the team. 4. POSITION OBJECTIVES The major objectives to be achieved by the Rates Team Leader are: Understand and interpret relevant legislation, and ensure correct application to optimise the City s rates income, and an equitable distribution of the levy. Title: Rates Team Leader Date: 5 October 2017 Page 1
Make informed determinations in relation to rating category, rate exemptions, property aggregations, eligibility for rebates and other concessions, property transfers and appropriate rates transactions. Ensure the timely and accurate recording of all rating, property and financial information to maintain the City s property database for the levying of rates and charges, and to facilitate sound budget decisions by management. Provide each team member with guidance, development opportunities and feedback that drives high performance and reinforces our values. Establish smart goals for the team and individuals. Clarify responsibilities and build ownership by regularly monitoring team and individual progress. Set high standards for operating ethically and efficiently and take early corrective action when required. Define team and individual outcomes by understanding business and customer needs with a digital mindset. Facilitate a proactive, positive individual and team approach to customer service in line with the City s Customer Service Charter. Communicate clearly to all customers, internal and external, (in person, phone, writing or email/online) ensuring concise, informative and appropriate language for the audience. Promote process improvements and assist in preparing and updating Standard Operating Procedures for all relevant activities. Work to deadlines within time constraints to meet the business unit and legislative requirements. To be held accountable for working conditions under the control of the position and for detecting any unsafe or unhealthy conditions or behaviour and to take immediate steps to investigate and rectify any risks to health, safety and welfare arising from any activity. 5. POSITION ACCOUNTABILITIES Lead, support, coach and mentor staff in order to motivate them to improve their performance and adopt new improved work procedures. Identify skill gaps and ensure people are equipped with the tools and skills required to deliver results. Implement effective reporting mechanisms across the team. Title: Rates Team Leader Date: 5 October 2017 Page 2
Regularly consult with staff in relation to developing training plans performance management and skill development to ensure optimal performance levels are obtained. Investigate innovations in work processes and recommend options based on research and cost benefit analysis. Contribute to the review of Business Planning documents and make appropriate recommendations. Interpret and apply local government rating legislation on a daily basis. Evaluate applications for change in rating category or exemption from rates. All valuation and income changes are accounted for in a register, balanced regularly to Supplementary Lists and in a manner that accurately displays the City s notional and permissible income estimates. Ensure supplementary changes including valuation updates, domestic waste and stormwater charges, the creation of new assessments, supplementary levies and notice runs, are completed accurately within legislated time frames. Perform regular reconciliations of the subsidiary ledger to the general ledger and action any reconciling items. Monitor the accuracy and timeliness of all rates related changes including but not limited to: change in category and ratability; the issuing of 603 certificates; refunds; Council owned properties; pensioner rebates; notice of sale; direct debits; s600 rebates and aggregation of car and storage lots Oversee transactions on assessments for Environmental Upgrade Agreements. Ensure customer service requests and incoming correspondence are completed within the established time-frames. Ensure that the Pensioner Subsidy claim is prepared, audited and lodged on time. Assist with the preparation of the Annual Rates & Charges notices. Issue quarterly instalment notice. Send quarterly data files to Housing NSW; receipt payments and action adjustments. Monitor stock for Notices, manage Notice booking dates with supplier and liaise with supervisors about any other inserts to be mailed with the Notices Title: Rates Team Leader Date: 5 October 2017 Page 3
Prepare standard operating procedures in a readily accessible format and ensure all staff are aware and comply with all relevant Council policies and procedures. Assist with system testing and documenting within specified timeframes. Assist with Rates End of Year processes and levy preparations. Assist in continuous improvements of policies and procedures. Regularly monitor and update managers on the team s progress. Comply with and keep abreast of any relevant legislation applicable to the performance of the duties of this position. 6. LEADERSHIP AND MANAGEMENT CAPABILITIES Operates Strategically Ensures the team understands the strategy and in collaboration with team members sets performance objectives that show how each staff member contributes to the strategy. Develops People and Culture Provides each staff member with guidance, development opportunities and feedback that drives high performance and reinforces our values. Drives Results Establishes SMART goals for the team and individuals. Clarifies responsibilities and builds ownership by regularly monitoring team and individual progress. Sets high standards for operating ethically and efficiently and takes early corrective action when required. Displays Awareness of Self and Others Keeps control of own emotions and seeks to understand others before responding. Demonstrates genuine empathy. Adapts well to change and stays calm under pressure. Cultivates Productive Relationships Earns trust by being authentic. Demonstrates respect for each colleague, partner and or stakeholder by recognising the benefits of diverse ideas and approaches. Manages Effectively Finance and Resource Management; Procurement and Contract Management; Risk Management and Compliance; Technology and Information Management; Project Management. 7. WORK, HEALTH & SAFETY RESPONSIBILITIES Supervisors/Team Leaders are responsible for the health and safety of all persons under their direction. As such they are responsible for assisting their managers in implementing the WHS Policy and Safety Management System (SMS) by: Inducting all new and transferred workers Title: Rates Team Leader Date: 5 October 2017 Page 4
Implementing risk management activities Stopping work in circumstances that are deemed an immediate risk to health and safety until a satisfactory solution is agreed/implemented Actively promoting consultation, WHS training and access to information to ensure safe work procedures are understood and followed Managing, implementing and advising workers when changes have been made in the workplace (i.e. systems of work, risk assessments) Reporting hazards and any work-related injuries/illness as soon as practicable; taking reasonable care; and taking immediate steps to investigate and rectify any risk to health, safety and welfare. A full list of WHS responsibilities and accountabilities are available within the City s SMS document; Responsibility, Authority and Accountability (RAA) Matrix. 8. AUTHORITY TO ACT The incumbent will refer to the Delegations Register to identify the level of delegated authority and must not act outside of the delegated authority when carrying out duties. The incumbent has the authority to take any reasonable steps to ensure that the smooth flow of operations is maintained providing the actions are consistent with the responsibilities of the position and subject to any limitations, corporate policies, procedures or safe work method statements. All personnel have the power to stop work in circumstances that are deemed an immediate risk to health and safety until a satisfactory resolution is agreed / implemented. Such circumstances may include life threatening situations or those that could result in loss of limb or other significant lost time injury. 9. SELECTION CRITERIA Essential Criteria Extensive experience in a similar position within Local Government. Demonstrated detailed knowledge of rating provisions in Local Government and related relevant Acts. Title: Rates Team Leader Date: 5 October 2017 Page 5
Experience processing and reconciling supplementary valuations, accounting for changes according to legislated provisions to ensure compliance with permissible income requirements. Experience determining categorisation of land for rating purpose and applications for rate exemptions. Demonstrated ability to effectively manage and analyse large volumes of data to make recommendations on complex rating issues. Proven people management with leadership capabilities to nurture a team s development and cohesiveness. High level interpersonal and communication skills demonstrating influence and adaptability to differing environments and audiences. Proven skills in defining and communicating work targets, priorities and ensuring that work is in accordance with performance standards and measures. Demonstrate a commitment to Equal Employment Opportunity, Work, Health and Safety and Cultural Diversity principles. Desirable Criteria Experience using Infor Pathway rating system. Completion of NSW Revenue Professionals Rating Modules. Tertiary qualifications in finance, accounting or related field. Experience using Finance One general ledger. Completed or willing to complete Certificate IV in Frontline Management or equivalent (only for team leaders/supervisors). Title: Rates Team Leader Date: 5 October 2017 Page 6