HomeMy WebLinkAboutMINUTES - 09191995 - D7 D.7
THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA
Adopted this Order on September 19, 1995, by the following vote:
AYES: Supervisors Rogers, Smith, DeSaulnier, Torlakson, Bishop
NOES: None
ABSENT: None
ABSTAIN: None
SUBJECT: Downgrading of Supervising Appaiser's Position in the
Office of the Assessor.
On September 12, 1995, the Board of Supervisors
requested a report from County Counsel and the Director of Human
Resources on an inquiry by Supervisor DeSaulnier about the
Assessor's Office.
Leslie Knight, Human Resources Director, presented the staff
report.
The Board discussed the matter and issues including process,
changing of position adjustment forms, and micro managing.
IT IS BY THE BOARD ORDERED that the report from the Human
Resources Director and County Counsel on an inquiry by Supervisor
DeSaulnier about the Assessor's Office is ACCEPTED; and the Human
Resources Director and the County Administrator are DIRECTED, to '
investigate the possibility of revision of the personnel change
form and the provision of more information to the Board of
Supervisors relative to personnel items,
I HEREBY CERTIFY THAT THIS IS A TRUE AND
CORRECT COPY OF AN ACTION TAKEN AND
ENTERED ON THE MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN .
ATTESTED: Ills—
Phil
q`l s-
Phil Batc Ior,Clerk of the Board of
uperv' s and Cou Administrator
0
By Deputy
cc: Human Resources
County Counsel
Assessor
esConz
Human Res
ourc
tra DepartmentCosta Third Floor,Administration Bldg.COUmLy
651 Pine Street
Martinez,California 94553-1292
^ couK"f`
(510)646-4064
Leslie T.Knight
-Director-of Human Resources
DATE: September 14, 1995
TO: Board of Supervisors
FROM: Leslie T. Knight, Directo man Resources
Vic Westman, County Counsel `44N
SUBJECT: Request For Information Concerning Administrative Aide Position In The
The Assessor's Department
The purpose of this report is to provide information that was requested by the Board on
September 12, 1995.
BACKGROUND
On May 15, 1995 a Position Adjustment Request (P300) was submitted to the County
Administrator's Office by the Assessor's Department to downgrade a Supervising Appraiser
position to Administrative Aide - Project. The explanation for the adjustment provided on the
P300 (Attachment#1), was "To reduce cost of middle management and to expand public service
for resolving outstanding residential assessment appeals and to relieve the appellate burden from
a more expensive appraisal staff."
On May 22, 1995 a meeting was held with the Assessor and Assistant Assessor to obtain
additional information regarding the request to downgrade the position. The following
information was obtained:
• The Assessor cited several reasons for requesting the Administrative Aide position: (1) the
Department could provide better and more effective public service at a lower cost in the
area of assessment appeals through the use of an Administrative Aide position; (2) the
position could work with residential appellants and potentially reduce the number of
appeals; and (3) the position would also help citizens review their appeals and advise them
of appropriate steps in the appeal process. This work was currently being done by much
higher paid appraisal staff.
• The Assessor's Department also indicated that the position would spend 50% of it's time
analyzing, researching and reporting on pending legislation. The Department felt that this
could be done at a lower cost and more effectively by one person rather than being divided
up among the appraisal staff.
• The Assessor's Department estimated that funding for the position would come from cities
and school districts to assist the Assessor in protecting their tax base.
• The Assessor requested a project position because the position was for a limited period of
time and funding for the position was to come from outside sources. The Assessor
anticipated that it would take two (2) years to determine if the position was cost effective.
In addition to the information obtained in the May 22, 1995 meeting with the Assessor and
Assistant Assessor, staff received a written description concerning the purpose of the position and
the funding sources (Attachment#2).
DISCUSSION
After reviewing the duties to be performed as outlined by the Assessor, the position was classified
as an Administrative Aide - Project (Attachment #3).
Staff was informed that the position in the Assessor's Department was to be filled for a period not
to exceed two (2) years. Since the class was designed to be funded by outside sources for a
limited period of time, it was designated as a project position. If the position was to be continued
beyond the two (2) year period, it was understood that a permanent Merit System position would
be filled through the Merit System examination process.
The Administrative Aide - Project class is exempt from the Merit System. Although policy
provides for competitive examinations to fill project positions, an examination for this position
was not given for the following reasons:
• The project position was to be a single position for a limited period and the significant staff
time that would be necessary to formulate and administer a competitive examination was
not considered justifiable under the circumstances by the Director of Human Resources.
• In many instances examinations have not been conducted for project positions.
CONCLUSION
The Human Resources Department decided not to conduct an examination for the project position
in the Assessor's Department for the reasons cited above. The decision not to conduct an
examination is one that has been made a number of times in the past with respect to project
positions. However, if the trial period for the position in the Assessor's Department is successful
and a Merit System position is created, it will be filled by a competitive examination process.
The Board could appropriately take action to limit the term of the Administrative Aide - Project
position to two (2) years.
WGR
Attachments
cc: County Administrator
County Assessor
POSITION ADJUSTHENT REQUEST No_
Date:
Dept_ No. / COPERS
department Assessor Budget Unit No. 0016 Org_ No_ 1610 Agency No. 16
Action Requested: Downgrade position 16-00010 from Supervising Appraiser to Administrative
Aide (project).
Proposed Effective Date: 6/1/95
Explain why adjustment is needed: To reduce cost of middle management and to expand public
service for resolving outstanding residential assessment appeals and to relieve t e
appellate burden from a more expensive-appraisal-..staff.
Classification Questionnaire attached: Yes No X
Cost is within department's budget: Yes X No _
Total One-Time Costs (non-salary) associated with this request: $ -0-
Estimated Total cost of adjustment (salary/benefits/one-time):
ch
Total Annual Cost $_(24,780) Net County Cost $
Total This FY $ -0- N.C.C. This. FY
Source of Funding to Offset Adjustment: Savings j
Department must initiate necessary appropriation adjustment
and submit to CAO. Use additional sheets for further
explanations or comments. (for) DepartmentHead
Reviewed by CAO and Released To Personnel Department
Deputy Coun y Administrator Date
Personnel Department Recommendation Date: 5/25/95
Cancel Supervising Appraiser position #16-00010 at salary level C5-2227 ($4210-51170)
and add one Administrative Aide-Project position at salary level CA-1466 ($1968-3052).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: ®day following Board action. c
Date V(:Co�j D'r for f Personnel
17-
----------- — --
:ounty Administrator Recommendation Dat
Approve Recommendation of Director of Personnel
Disapprove Recommendation of Director of Personnel c_
Other: z z
sW 22 .
(for) County AdminXstratvr
3oard of Supervisors Action �. q 4 ! Phil Ba or, Clerk of th oar-d�f
adjustment APPROVED JUN N 27 Supe ri s and Co un A inistratZSr
)ate: JUN 2 1 MR
l
ATTACHMENT 2
Administrative Aide (Project)
Funding
This position will assist professional---- appraisal staff:* in
researching and settling property assessment appeals and develop
additional funding sources to augment the technical training of our
appraisal staff. The funding for this position is planned to come
from agencies who are dependent upon property tax revenues to fund
their operations. Having met with both school and city
representatives, it is estimated that next fiscal year we will
receive $25,000 - $30,000 from schools and an additional $15,000 -
$20,000 from cities as an investment to assist in maintaining their
current property tax bases. The revenue from schools and cities
should be adequate to fund the position, however, property tax
administration funds (outside revenue) would be available to
supplement the funding.
ATTACHMENT 3
Contra Costa County April 1989
ADMINISTRATIVE AIDE - PROJECT
SCOPE AND DEFINITION:
This extended range classification is designed for the employment
in a learning capacity and under supervision of persons to assist in the
performance of analytical work in a County department; to perform research
on a wide variety of special projects and to do related work as required.
Appointment to a salary level will be dependent upon the qualification of
the person hired and the nature and complexity of the work to be performed.
This class constitutes the para-professional level in technical
administrative and personnel work and is intended to offer experience in
these areas by providing direct assistance to Administrative and Personnel
Analysts, Administrative Services Officers and Deputy County
Administrators. Incumbents are under close supervision in all phases of
assigned work. Instructions are given on the priority of projects, on the
nature and purpose of studies and on the work methods and techniques to be
followed in completing assignments. Study findings and recommendations are
carefully reviewed.
DISTINGUISHING CHARACTERISTICS:
Administrative Aide - Project is distinguished from higher level
project classes in the Administrative and Personnel series by receiving
assignments in specific limited areas of technical administrative or
personnel work whereas the latter professional classes work in all aspects
of administrative or personnel .staff assignments.
Incumbents of this class are exempt from the classified service.
TYPICAL TASKS:
Participates in staff conferences, budget studies and various
administrative assignments to gain experience in applying the principles
and methods of business and public administration; completes long-term
administrative projects which may require statistical research, budget
analysis, salary surveys, organizational studies, legislative analysis and
oral/written reports; learns the structure and operation of County
government; assists in gathering, tabulating and analyzing factual data.;
drafts examination bulletins and brochures; screens employment application
forms for conformance with job qualifications; prepares publicity
publications, charts and displays in training and safety work; answers
correspondence and survey questionnaires; and assists in affirmative action
monitoring and outreach activity.
MINIMUM QUALIFICATIONS:
Education: Successful completion of at least 60 semester or 90
quarter units from an accredited college or university which included at
least one three semester unit or four and a half quarter unit course in
each of the following areas: (1) English composition; (2) Business or
Public Administration, Political Science or Government; (3) Mathematics or
Statistics; and (4) Psychology or Behavioral Sciences.
Substitution of Experience for Education: Full-time or its
equivalent experience in an administrative or staff capacity performing
administrative, personnel or budgetary analysis which included the
research, analysis and preparation of written reports and recommendations
may be substituted for the required education on a year-for-year basis up
to a maximum of two years.
KNOWLEDGE, SKILLS AND ABILITIES:
General background knowledge of administrative techniques
including the principles of organization, budget and personnel
administration; ability to gather and analyze data; ability to organize and
write reports; ability to speak clearly and effectively; and ability to
work harmoniously with others.
Class Code: AP73
To: BOARD OF SUPERVISORS
Contra
FRO": �." .Ja
Mark DeSaulnier
County
DATE: September 12, 1995 •
iUSJECT: Reconsider Action Taken Regarding Downgrading a Supervising Appraiser
Position within the Assessor's Department
='ECIFIC REOUEBT(8)OR RECOMMENDATION(9)i BACKGROUND AND JUSTIFICATION
$ECQMMii'NDATIaN
RECONSIDER action taken on June 27, 1995, to downgrade a Supervising Appraiser ,
position to an Administrative Aide (Project) position in the Assessor's Office and to
REQUEST report from the County Assessor clarifying actions regarding this position,
along with recommendations on this matter from the County Administrator.
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