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HumanResourcesAgenda2024May24 County of Frederick Michael J. Marciano Director of Human Resources (540) 665-5668 Fax:(540) 665-5669 Michael.Marciano@fcva.us TO:Human Resources Committee and Board of Supervisors FROM:Michael J. Marciano DATE:May 16, 2024 SUBJECT:HR Committee Agenda The HR Committee will meet in the First Floor Executive Conference Roomat 107 North Kent Street on Friday, May 24, 2024,at9:00a.m. The agenda for the meeting is as follows: Request for Adding aPersonal Property Division SpecialistRole for the Commissioner of Revenue’s Office& Transfer of an Employee Into that Role– Presentation byDepartmentRepresentative 107 North Kent Street, Winchester, VA 22601 Frederick County, Virginia OFFICE OF COMMISSIONER OF THE REVENUE 107 North Kent Street P.O. Box 552 Winchester VA 22601Winchester VA 22604-0552 tonya.sibert@fcva.us www.fcva.us/cor Tonya C. Sibert Phone: 540-665-5681 COMMISSIONER Fax: 540-667-6487 I am seeking approval to reassignone of the Sr.Account Clerk positionsto that ofaPersonal Property Division Specialist. The Personal Property Division Specialist is a role that I would like added to the Salary Administration Program (SAP), and will more accurately capture the role that this employee performs for the COR. We currently have a Sr. Account Clerk that would be transferred to this new position. As the population of Frederick County continues to grow (96,359as of July 2023according to Weldon Cooper’sCenter for Public Service), demands of our staff haveincreasedaccordingly.The growth has similarly driven an increase in assessments, business licensing, business equipment, personal property accounts, and overall encounters with our office to uphold compliancewith the Code of Frederick County and Code of Virginia.These factors have substantially increased the workload and duties for COR staff. Reclassifying thisposition will not only help us meet the increasing challenges of our duties but assist in retainingvalued, highly qualifiedand trained staff. Comparing the Essential Functions of the Commissioner of Revenue,wefind that the workload and functions mirrorthat of the Treasurer’s Office Account Analystposition. It is appropriateto request salary amounts that would alignCOR’s staff salarywithsimilar responsibilities totheir counterparts in the Treasurer’s Office. Per the County’s Salary Administration program, the following reflects the current title and salary ranges (as of March 1, 2024) for these positions: COMMISSIONEROFTHEREVENUETREASURER SeniorAccountClerk(209)$42,469-$69,997SeniorAccountAnalyst(215)$56,912-$93,802 As illustrated above, the disparity between the salary ranges in the two offices is challenging. The discouragingpay inequities hinderour ability to retain valued staff who are not compensated when compared toa neighboringFrederick Countyoffice whose transactional worth equalsthat of the COR.The COR office participated in the County job survey in 2021/2022. Our office is one of the last two to be completed and reviewed. Attached is a side-by-side comparison of the Senior Account Analyst from the Treasurer’s Office and the Senior Account Clerk from the Commissioner of the Revenue. (See Exhibit A). COMMISSIONER OF THE REVENUE (Proposed)TREASURER Personal Property Division Specialist (215)$56,912- $93,802 Senior Account Analyst (215) $56,912 - $93,802 Thank you for your consideration. EXHIBIT A COUNTY OF FREDERICK Position: -Personal PropertyDivision Specialist ESSENTIAL FUNCTIONS TreasurerCommissioner of the Revenue Senior Account AnalystJob DescriptionSenior Account ClerkJob Description Responds to property owner, taxpayer, employee, and Provides timely and courteous customer service by phone, email, management questions and requests for assistance (via walk-in, via web, and in-person inquiries. Responds to Taxpayers with inquiries and questions about e-mail, or phone). Explains complex tax code and regulations in a customer-friendly manner.Works with minimal supervision.Personal Propertyrequirements and processes.Works with minimal supervision.Supervises others when directed. Processes all local tax payments and miscellaneous payments to Uses Computer and Internet Technology to assist with taxpayer the County. Ensuresall payments are accounted for and posted inquiries and filing Personal Property Additions and Deletions, properly in a timely manner.Military/Veteran requirements,and processes. Oversees refunds over $10,000 that require Board of Supervisors approval. Completes scanning, filing, and permanent record retention as Manages monetary guaranty performance module. Creates new required. bond accounts in module, reviews for accuracy, and notifies impacted parties. Scans all bond paperwork into account. Assist Works and/or helps createqueries and reports to assist the County Attorney in bond collection process and performbond department Headand analysis as requested. release process. Maintains related records and files related reports in accordance Understands and can apply all basic regulations regarding with the same standards as the Virginia Department of Taxation Personal Propertytaxation andcan find the applicable sections of and the Auditor of Public Accounts (APA). Assist with annual the Codes of Virgina and Frederick County as they apply to APA audit records as needed. taxpayer’s questions. Assist other commissioners and Personal Property divisions who need technical assistance relating to system requirements for Personal Property Division issues. Compiles with all rules, regulations, policies, and procedures of Assist with appeals that taxpayers have regardingPersonal the Frederick County Treasurer’s Office and Virginia Law.Property Assessments or changes. Maintains accounts toreflect reductions, interest allocation, and Assist the County Attorney with any FOIA inquiries gathering FOIA request. information and data for court proceedings. Handlesdaily dataentries with accuracy. Maintains the daily reporting of delinquent collection systems, Conducts desks audits as necessary or as requested. Reports non- including payment plans, DMV-stop removal, and non-compliance with addresses, documents, and reports. Works closely with the Auditor and Department head on other compliance follow-up. Assists collection department with delinquent collections.Audits whenneeded. Completes training and educational requirements as necessary Keeps up to date on legislative and code changes as they relate through the Treasurer’s Association of Virginia.to Personal Propertytaxation and collaborateswith the Division Maintains and updates cashier policy manual.Heador Commissioner on changes, and how to implement them. Obtains training to research the Department of Taxation(IRMS) andDepartment of Motor Vehicles (DMV)guidelines. Attends Continuing Education Meetings and Classes. Ensures protection of highly confidential taxpayer information in Processesand enters dailyfilings into the database forAll accordance with the Virginia Secrecy Act and administrative Personal Property,or other filingsthat come in by mail. regulations of Virginia Department of Motor Vehicles (DMV) Completes All Abatements with No errors in timely manner to and Virginia Department of Taxation.allow the Treasurer to balance daily. Processes credit/abatements made by Commissioner of the Understands and completesalladjustments to Accountsfor the Revenue’s Office-issuing refunds as needed. Personal Property Department. Assists with the assessment of business license,personal Helps with online filing/navigationfor Personal Property and property, real estate, and other local tax/fee bills,changes reporting includingadditions and deletions. utilizing quality control procedures to ensure accuracy. County of Frederick Job Title:Personal Property Division Specialist DATE: 4/22/2024 PREPARED BY:Commissionerof the Revenue HR APPROVAL:Click or tap here to enter text.HR APPROVAL DATE:Click drop down to enter date. SALARY RANGE:215 DEPARTMENT:Commissioner of the Revenue REPORTS TO: Commissionerof the Revenue JOB PURPOSE SUMMARY: Helps s upervise personal property staff through all phases of the complex assessment of taxable personal property from downloading accounts and updating records through closing books prior to billing. ESSENTIAL FUNCTIONS ESSENTIAL DUTIES AND RESPONSIBILITIES: The requirements for this position include, but are not limited to, those outlined below. All job functions, education and experience, general knowledge and abilities, and physical requirements are subject to possible modification to reasonably accommodateindividuals with disabilities to enable them to perform the essential functions of the job. This document does not create an employment contract, implied or otherwise. It is the employer’s discretion to add or changethe duties or requirements of this position at any time. Provides timely and courteous service to phone, email, web, and in-person inquiries. Responds to taxpayers’ inquiries and questions about personal property requirements and processes. Assists taxpayers with reporting of vehicles purchased and disposed of, or no longer owned. May assist with other types of personal property such as boats, mobile homes, airplanes, etc. Works directly with the Department Head and the Commissioner of the Revenue with projects, reports, and the balancing and preparation of the Personal Property Book and Supplemental Billings. Performs scanning, filing, and permanent record retention as required. Assists with bi-annual APA Audit Records as needed. Understands and can apply all basic regulations regarding personal property taxation. Can find the applicable sections of the Codes of Virginia and Frederick County as they apply to taxpayers’ questions. Obtains training to research the Department of Taxation and DMV Rules. Uses computer and internet technology to assist with taxpayers’ inquiries and filings. Handles daily entry with accuracy. Completes accurate daily data entry to update and adjusts accounts including access to information from DMV Records. Assistswith online filing of vehicle registration or removal, high mileage, military status, vehicle use, etc. All other duties as assigned–e.g., handling abatements, processing FOIA requests, etc. JOB REQUIREMENTS EDUCATION:Minimum of high school or equivalent with additional experienceor education in mathematics and governmental assessment.Knowledge of taxation is preferred or at least five years of work experience working in the department. EXPERIENCE: At least 5 years prior experience in a personal property office of a Commissioner of the Revenue or other similar tax assessor preferred. Good knowledge of assessment practices for personal property valuation and billing. OTHER KNOWLEDGE, SKILLS AND ABILITIES:Able to communicate both orally and in writing and demonstrates good listening skills. Has a thorough knowledge of the Codes of Virginia and Frederick County regarding personal property taxation. Assists taxpayers with reporting vehicles and other personal property purchased, disposed of, or no longer owned –which may include business use, personal use, military status, veteran exemption,etc. with minimal supervision. Possesses thorough knowledge of ownership rules on taxable personal property. Understands and can apply specific regulations to determine current fair market value and calculate assessment of personal property. Has thorough knowledge of the Codes of Virginia Frederick County regarding personal property taxation. Understands Department of Motor Vehicle Rules and JD Power pricing guides, and other sources of valuation. Maintains up-to-date knowledge of legislative and code changes as they relate to personal property taxation and asks for assistance as needed to implement changes. Works with minimal supervision or assistance in doing their daily tasks. CERTIFICATES, LICENSES AND/OR REGISTRATIONS:Must possess or be willing to complete certification training through Weldon Cooper Center of the University of Virginia for Master Deputy Commissioner of the Revenue designation within twelve (12) months after hire date. PHYSICAL AND ENVIRONMENTAL CONDITIONS PHYSICAL CONDITIONS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Requires moderate physical effort working almost exclusively with lightweight materials (up to 20 pounds) including but not limited to walking, talking, stooping, sitting (for extended periods), kneeling, bending, reaching, gripping, and typing. Vocal communication is required to perceive information at a normal spoken word level, and visual acuity is required for preparing and analyzing written computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Office work has no exposure to environmental conditions, and work is generally in a moderately noisy location (e.g., business office, light traffic). ENVIRONMENTAL CONDITIONS: Heated and air-conditioned office. The employee may be required to conduct site visits. ACKNOWLEDGMENT OF JOB DESCRIPTION I understand that it is my responsibility to comply with allthe policies and procedures of the County and that such may be changed by the County at any time. I recognize that this job description is not intended to be all-inclusive, and I may be asked to perform other reasonably-related job responsibilities as assigned and required by management. I also realize that this job description, or other oral or written statements, do not constitute an expressed or implied employment contract, and such are not intended to bind the County of Frederick contractually.All employees are employed “at will” and either the employee or the County may terminate employment at any time, for any or no reason, with or without notice. I have read the classification specification above, fully understand the requirements set forth therein, and will perform these duties to the best of my ability. ____________________________________________________________ Employee SignatureDate __________________________________ Print Employee Name Secretary Assessor I Assessor IAssessor I Former GIS) ( Reassessment mson Assessor III Chief Administrator Real Estate and Assessor III Will Tho Dining Room Leader Assistant Assessor IAssessor I Assessor II Administrative Host Business Division Chief Administrator Alessandro Volta Business Division Specialist Senior Account Clerk Senior Account Clerk of the of the Revenue Secretary Revenue Commissioner Deputy Commissioner Supervisor Account Clerk Account Clerk Account Clerk Senior Account Clerk Personal Property Division Personal Property Division Specialist Auditor