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POSITION ADJUSTMENT REQUEST No. /3 047
tt Date: 8/25/R3
TAX COLLECTOR- Dept. No./ r�� L #� � Copers
Department TREASURER Budget Unit No. 0015 Or��g: N Agency No.
Action Requested: Reclassify three Clerks - Exp��ce4l k1hWhos . JWXB 15-00017 ,
-00018 , & -00019 to Account Clerk I ' s . OIVIL 9EEtyick �T
Proposed Effective Date: ASAP
Explain why adjustment is needed: Duties assigned to these positions require
Account Clerk knowledge and meet specifications established for the Account
Clerk series .
Classification Questionnaire attached: Yes ® No
Estimated cost of adjustment: $ 175 . 00 0
Cost is within department's budget: Yes ® No 6 mos .
No change 1st 6 mos . = 5% Increase 2nd 6 mos .
If not within budget, use reverse side to explain how costs are to be funded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
for k0artment Head
Personnel Department Recommendation
Date: November 7, 1983
Reallocate persons and positions of Clerk-Experienced Level , positions 15-017,
15-018 and 15-019, to Account Clerk I. both at salary level H1 887 (1103-1341).
Amend Resolution 71/17 establishing/positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: ,`Qf day following Board action.
Date r Direc of ersonnel
County Administrator Recommendation
Date: 11
13[ Approve Recommendation of Director of Personnel
D Disapprove Recommendation of Director of Personnel
E3 Other:
PAII JA CT 4N raOl—
r ounty Admiribtrator
Board of Supervisors Action NOV 151983
Adjustment APPROVED/D4SAPPR4VH on J.R. O1 so County Clerk
Date: NOV 151983 By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
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• CONTRA, COSTA "COUNTY
• C L A S S I F I C A T I O N 0 U E S T 1 0 N N A i R E
B A3.3A'iA LOUISE, .vA dDE_tSTAR TAX COLLECTOR
NAME DEPARTMENT DIVISION
ROO2•i 100
FINA dC ; BUILDING
8to5
frE vC�D CLERK
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Time Required Description of Work:
50p COR-ECTIO:;S: Process 200 to 1800 tax bills per week.
A. Screening; the bills for correct computation from the auditors
office.
1. Checking values, correct amounts, correct assessee.
B. 1aintaining ledgers:
1. Thirty day expire ledgers.
2. Date paid, amounts, installment.
3. Tax data change report to auditors.
C. Bank Deposits:
1. Detail sheets - breakdown of each check.
2. Deposit slips
3. Balancing
4. Recording
D. Accept payments and write receipts:
1. Record and deposit payments.
E. Compute delinquent charges :
1. Assist public with their correct penalty amounts.
F. Typing of Warrants :
1. Compute tax amounts.
2. Record warrants.
G. Typing of Board Orders:
1. Parcel numbers with penalty cancellation to the
Board of Supervisors.
11. Cross Referencing:
1. Pull master bills from file on each correction.
2. Record resolution numbers on these bills and keep
a pending correction file o£ any deposits I have made
or changes that have taken place on the bill until it
has gone thru the system.
3. This file is accessible to everyone in the tax office
and must be accurate for .follow-up information as well
as public information.
I. Transferring accounts to the redemption department at the end
of the year.
J. TeleUhone:
1. Assist public with clarifying and computing tax amounts.
This is continual.
K. Assist in the preparation of accounting statistical reports.
1. Redemption department.
L. Opening of mail:
1. Screening of tax bills for the correct amount.
50X SEG_REGATIOiS:
A. Provide the assessors drafting department with the correct
parcel numbers, property values, and recording information
for their computation of the property split, which is used
by the auditors office. This requires contact with the Title
companies as well as the public. Cross referencing and keepinZ
AK 75 a log of where the application is in the system at all times.
Seeing that the new tax bills are computed accurately and sent
to the proper owner.
1�.i
List Machines or Equipment Operated as Part of Job: check protestor, viewer
Keypunch IBr1-29, typewriter, micro-fisch, addinS machine, data base computer, validator, telephone
De nignate the home and title of the person who supervises position
Nancy Webster Supervisin- Account Clerk
List the names of employees supervised. If a whole uni is supervised simply name the unit and state t e number of employees,
This desk works in conjunction with Bonnie Sincich, and Pat Ortega (Senior Clerks)
Temporary employees 3 to 4 Marion Ferrera, Laura Wilkinson, Linda Homan, etc.
If public contacts are required either in person or by phone, state with whom,and in general, for what purposes
Tax payers, Title companies, Auditors Office, Assessors Office
Property tax payments and tax corrections.
What decisions must be made in performing the work:
What is priority. Time limits.
:dhen. deposits should be made:
What parts of the job require the greatest skill, knowledge,and involve the greatest responsibility
1. Depos its with cross referencing
2. Detailed cross referencing and reports
3. Assist tax payers with property splits, computed tax amounts.
The above statements accurately describe this job as it_319s been for the post 2 and 3
`% /Jq
(Signatu -) ( Date)
COMMENTS OF IMMEDIATE SUPERVISOR
In what way are the above statements incomplete, inaccurate or misleading:
None
What is the basic purpose or function of this position ?
Independent maintenance of correction and segregation records to establish
a positive liaison with taxpayers with accuracy in corrections and proper
penalty application , mandated by law.
What changes have occurred in the work of this position ?
None
What parts of this job do you check or review closely and why ?
Minimum supervision , verbal status uDdate to verify deadlines are met and an
even workflow is maintained .
If the position requires typing or shorthand, are they incidental or essential ?
Typing: Essential Time Required: I n t e r m l t t a n t
Shorthand: Time Required:
Not required
State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education: Equivalent to high school graduate .
Required experience
One year of recording fiscal & statistical data
Required license ar ertificate: j n relation to tax c o l l e c t i on D r o c e d u r e s .
(Signature) (Date) /9�5,/Q
J COMMENTS OF DEPARTMENT HEAD
Cnnimenl on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and
responsibilities.
(Signature) �`'-�1..�,f�f (Date)
152
• CONTRA COSTA COUNTY
CLASSIFICATION QUESTIONNAIRE
Barbara J Brown Treas-Tax Collector Clerical
NAME DEPARTMENT DIVISION
Tax Clerk Experienced Lvl Tax Collector 8-5
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Time Required Description of Work:
40% Opening mail , computation of tax bills, addingeand balancing
of the bills. Key punching with the IBM 29. My job at the
front desk requires the ability to deal effectively with the
taxpayer; that is assess the problem and assist the taxpayer
in a solution. I also answer all phone calls from the taxpayer
with a variety of questions about their bills. I use the viewer
to look up checks for the auditors department.
20% Redemption Department: I work in their department to answer
tax sale information. I work the Data Base Computer for payoff
amounts , penalty and costs figures , also installment plans
to the homeowner or title companies etc.
20% Collection of Peddlers & Solicitors ;License: My job at the
front desk also requires handing the Peddlers & Solicitors
license permits . After checking their application from the
sheriffs department I quote them a figure to pay for their
permit, collect the money and issue a receipt. Keep all
recgrds up to date.
20% Unsecured department: Opening mail , computation of the tax
bills , add and balance the bills. Validate and fill in
exchange sheet for the cash up, list warrants and all rebates.
AK 75
153
List Morhines or Equipment Operated as Part of Job:
Viewer,
Data Base Compte Ar3r91ng��jlria T F,Iy,r-h T,Rr.4 �Q�TyiP=+TM1t+Pry iCnr3alr PYnnn r_
Designate the name and title of the para on who auDervises position
. aphy.
Nancy Webster
List the names of employees supervised. 11 a whole ung is supervised Simply name the unit and state t e number at employees.
It public contacts are required either in person or by phone, slate with whom,and in general, for what purposes:
Publiq General information about Tax bills etc , Handing the Peddlers & Solicitor
ors permits and collecting the money, issuB receipts. By phone general
information and tax complaints . Redemption Department payoff amounts to tax-
What decisions must be made in performing the work: payer.
Being accurate in computation of tax bills, collecting the correct money
from the tax payer and calculations and verifications of all money and
receipts.
What harts of v".iftb4rqguire the greatest skill, knowledge,and involve the greatest responsibility
The ability to deal effectively with the taxpayer; that is , assess the
problem and assist the taxpayer in a solution.
The above statements accurately describe this job as it has been for the post -r and
ears Plant s �/-
(Signature)� E�' ?�� !�A�.(�'t i ( Date) </ a� h
COMMENTS OF IMMEDIATE SUPERVISOR
In what way are the above statements incomplete, inaccurate or misleading:
Barbara performs a variety of duties in connection with recording of financial
data , including balancing payments for processing for all 3 divisions of our
department , secured tax , unsecured tax & redemption in addition to her assigned
duties .
What is the basic purpose or function of this position 7
Maintenance of records Peddlers & Solicitators '
Licenses , etc . & Senior Citizens Postponement - & Assistance programs , and a
variety of functions in preparation of accounting reporting .
What changes have occurred in the work of this position ?
A general shift of additional responsibilities due to the reduction of our staff
What parts of this job do you check or review closely and why ?
Work is reviewed to insure meeting of deadlines and an even workflow. Barbara
is expected to perform independently on a routine basis with my supervision when
a problem arises or when work procedures are being evaluated .
II the position requires typing or shorthand, are they incidental or essential ?
Typing: Essential Time Required: Moderate
Shorthand: Time Required
State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education: Equivalent to high school graduate .
Required experience
Minimal experience in record keeping work .
Required license i c ficate: /�,-,, .
(Signature) �� �'C/; cri"'�"' (Date) - 8/25 /83
COMMENTS OF DEPARTMENT HEAD
Comment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in dories a'd
responsibilities.
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(Signature) ✓ /11-/�-<'%L'� (Date) LL'u />C• �/0�..7
CONTRA COSTA COUNTY
CLASSIFICATION QUESTIONNAIRE
Lee Ann Ellingson Tax Collector
NAME DEPARTMENT DIVISION
Rm. 100, Finance Bldg
Exp. Clerk same Martinez 8 a.m.- 5p.m.
OFFICIAL JOB CLASSf FICATtON _ WORKING JOB TITLE Place of Work and Assigned Hours
Time Required Description of Work:
Cashier:
40% As Cashier I accept direct Payments (cash or checks) for three departments.
a. issue receipts
b. 100% accuracy required
c. responsible for own cash drawer
d. record detail of each payment received
e. deposit monies - prepare deposit receipts & balance all receipts daily.
Warrants:
5% I type and prepare warrants to return overages received in mail payments,
after determining reason for error and amount to be returned. Then list
warrants on coding slip for posting by auditor.
Duplicate payments:
30% I institute duplicate claims by lookup of payor and type claims to be mailed
to individual that created duplicate. When claims come in, I pull control
card and match to executed claim, after balancing amounts claimed with
control cards. I post total to be closed in the control record (we maintain
a continuous balance of opened and closed duplicate payments to balance
fund 8315 with auditor records) I then forward the information to the auditor
for issuing of the checks. When report from auditors is received I date,
post warrant number on cards and file.
Rejects:
10% I assist an Account III desk with rejects by reviewing reports from EDP
for items rejected from cash-up and help determine
a. reason for rejects
b. amount rejected and what it should be and why - compute difference
c. prepare ledgers documenting each item
d. type letters to taxpayor asking for additional funds when needed
Warrant register:
5% I help keep track of all warrants issued and record all completed warrants
in a ledger in accordance with proper funds debited. This record is used
by all departments for balancing their respective funds and balancing fund
8314.
Answer questions on the phone and at the counter on taxes. Compute penalties
10% and give amounts.
AK 75
_ _ 155
•List Machines or Equipment Operated as Part of Job:
Typewriter, microfiche, Recordak 700—microfilmer, Starmatic viewer, 029 card—punch,
Rolltec automatic card adder, check protector, xerox copier, telephone
De::igonte the name and title of the person who supervises position
J.L. Martinez — Operating manager
Nancy Webster — Supervisor
List the names o1 employees supervised. it a whole unr is supervised simply name the unit and state t e number of employees.
none
If public contacts are required either in person or by phone, state with whom,and in eneral, for what purposes:
In person — receiving payments and answering �ax questions, making copies of tax records
for taxpayors. Telephone, 30 to 50 calls a day looking up tax amounts, answering questions,
computing penalties and giving amounts. Letters — seeking additional funds.
What decisions must be made in performing the work:
What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility
Accuracy in accepting payments Recording into different funds
Depositing money
Computing tax amounts
The above statements accurately describe this job as it has en for the as l and 5
ears onths
(Signature) ( Date) 8-23-83
COMMENTS OF IMMEDIATE SUPERVISOR
In what way are the above statements incomplete, inaccurate or misleading:
Lee ' s work is very closely reviewed ,; due to the short period of time
cashiering ( less than 3 months ) , she is not completely familiar with
the responsibilities of this position .
What is the basic purpose or function of this position ?
Alternate cashier during slow periods .and full - time cashier during busy
collection periods . Maintenance of duplicate Dayment records to insure
accuracy and proper application .
What changes have occurred in the work of this position ?
None
What ports of this job do you check or review closely and why ? With the exception. of cashiering
the work consists of repetitive tasks that are well
established and clearly defined .
If the position requires typing or shorthand, are they incidental or essential ?
Typing: Essential Time Required: Moderate
Shorthand: Time Required:
State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education: Equivalent to high school qraduate .
Required experience: Minimal experience in record keeDinq work .
Required license,or c ificate:
(SignatureDate) 8/25/,93
117
COMMENTS OF DEPARTMENT HEAD
Cnmment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and
responsibilities.
el
1 Signature) o ^ (Date 1
- � 1��