Pac Agenda August 12, 2013 @ 6:00 P.M

PAC AGENDA AUGUST 12, 2013 @ 6:00 P.M. Rescheduled from August 6, 2013 Council Conference Room -3rd Floor Monroe County Courthouse 100 W. Kirkwood Avenue Bloomington, IN 47404

PAC Members: Ryan J. Langley, Chair Shelli Yoder Geoff McKim

Please read: Meeting Packet I Numbered Agenda Item I & Organization Topic and Information Pages I

Item One Call to Order I

Item Two A. Request to Fill Vacancy B. Request to Split Financial Manager Position into I Treasurer Two Positions

Item Three Review of Payroll Representative Job Classification 26-45 Auditor

Item Four 2014 Budget and the State Reimbursement Program 46-52 Public Defender

Item Five A. Request to Reclassify Case Management 53-55 Technology Specialist from Pat II to Pat III I Prosecutor B. Request to Reinstate In Grade Supervisor Pay of I Prosecutor's Office Executive Director ! Item Six Request to Fill Full Time Deputy Position

Assessor

Item Seven Adjournment I I

Y:\2013 PAC\2013-08-12 PAC Meeting rescheduled\2013-08-12 PAC Agenda.doc I I ' PERSONNEL ADMINISTRATION COMMITTEE (PAC)

REQUESTED AGENDA INFORMATION FOR PAC MEETINGS

TITLE OF ITEM THAT APPEARS ON THE PAC AGENDA: Request To Fill Vacancy In The Treasurer's Office & To Split The Financial Mgr Position Into Two Positions

DATE ITEM WILL APPEAR ON THE PAC AGENDA: 8-12-2013

CONTACT PERSON: Catherine Smith PHONE NUMBER: -3492531

Presenter at PAC Meeting if other than Contact Person:

OFFICE/DEPARTMENT: Treasurer

EXECUTIVE SUMMARY: (Please attach supporting documentation for your request) This request is to split the Financial Director Position into two positions for the purpose of segregating the cashbook and fund balancing/reporting function from the bank reconciliation function for the purpose of GASB appropriate accounting and implementing fiscally responsible internal controls.

Printed name Cathy Smith Date6/21120 13

Signature

I TREASURER Cathy Smith

Judgment Deputy Mortgage Deputy II 1. :1Eif/

-Processes all court -Coordinates with all -Manage all aspects judgments and Mortgage Companies • 'i~~~~ii&~~.alli.ca,s'n of Banking and all Demand Notices -Creates Lender Files ••i:J\~I'(~~~~~n8i[IW~e accounts -Processes all and interfaces them ··••• •.p.<:l)?g~i!,ti.<:!ts .. ,';' "'"-'"""'","'"''"' '''"''' -Verifies cash governments with our taxations .::mr0~ili~.• ~.&~~.~~~:s~*b~go~,·.·. holdings with employee lists for software ••!':p~op~~~~::fa,x'.ccS'IIecligm.s,···• Cashbook Manager governments entities ····.; -Processes all a~~;,tl.Q.ditorFCJnd··.·· Daily and garnishments overpayments, Waits on Customers misapplied payments, and takes payments correction of errors, etc.

~ .2. POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

POSITION: Deputy!Aeeeunting Financial Manager/Banking Bookkeeper DEPARTMENT: Treasurer WORK SCHEDULE: As Assigned JOB CATEGORY: PAT II (Professional, Administrative, Technological)

DATE WRITTEN: May, 2007 STATUS: Full-time Proposed Revision July 2013 FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Monroe provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Depttty/AeeeHnting Financial Manager/Banking Bookkeeper for the Monroe County Treasurer's Office, responsible for maintaining and reconciling all banking transactions, records, reports and making banking receipting and disbursement corrections as needed.

DUTIES:

Verifies eash totals with recei]'lts issued, j'lests ana tetals daily cemj'luter cash beek ana financial reeerEis, j'lrej'lares necessary ferms fer Elej'lesit efmeney, balances, reeeneiles, ana settles all CeHnty aceeBnts ana finaneial statements.

Sllj'lervises ana Elireets daily aetivities ef Cellectiens Deputy, inelttEiing ]'lreviEiing J'lFe]'ler instruetien ana assming J'lfBJ'ler eem]'lletien ef assignee duties as EletermineEI by Treasmer ana ChiefDepttty.

Assists Treasurer ana Chief Deputy with supervision of managing the office workload, including assuring proper maintenance of all records and files and making recommendations for the improvement of overall office operations.

Enters deposit receipts from daily collections in secure, proprietary computer-based banking software at appropriate financial institutions, in an accurate and timely fashion. Correctly accounts for the type of money received and disbursed (direct deposits, Ach, EFT, Certified Funds, wires, currency, coins and checks) in order to maintain accurate monthly totals at all financial institutions used by the Monroe County Treasurer's Office. Transfers funds between banks or between bank accounts as needed.

Maintains a highly accurate accounting of all accounts and transactions with official documentation as required by the State Board of Accounts and in the County's Banking Module of the Financial Software provided by the County Commissioners.

Treasurer- Deputy-Accounting, Pg. 1 Receives property tax deposit reports made through the multiple credit card/lock box systems and balances with daily postings to the banking records. Transfers this information into the Financial Sotware and verifies amounts deposited daily with report of deposit. Receives and balances the credit card deposits made through the bank with the individual property tax amounts due on taxpayer accounts.

Verifies total deposits, type and breakdown of the reports received of in-house taxation collections from the Cashbook Financial Manager to what posted in the various banks daily. Matches to the bank's daily reconciling reports, verifies and provides this information to the Cashbook Financial Manager for daily posting to the County's Official Cashbook

Verifies deposits, type and breakdown of the reports received of collections from the Bureau of Motor Vehicles for various types of excise tax collections (Auto, Air, Rental Car, Lottery, etc.). Matches to the bank's daily reconciling and provides this information to the Cashbook Financial Manager for daily posting to the County's Official Cashbook.

Prepares a monthly interest report for the County Treasurer and County Commissioners. Distributes interest to various funds, balances monthly bank statements, and prepares month-end financial reports for the State. Prepares fiscal reports for the State Board of Accounts for year end audit purposes.

Performs various clerical functions such as pulling/copying canceled checks as requested, verifying checks and direct deposits as prepared by the Auditor to reports provided from them for accuracy. Stamps the Treasurer's name on checks as directed by the Chief Deputy Treasurer after check verification.

Maintains computer bank accounts, tokens for bank function/operations, password and computer banking security protocol. Perfonning daily computer backups.

Receives monies and prepares posting receipts from the County departments for their cash intake. Periodically places stop payment orders and/or copies checks as appropriate.

Keeps an accurate accounting of all funds inside safe, including appropriate opening and closing levels of each cash drawer and the safe's residual cash for the purpose of making change. Returns the safe to the appropriate level of cash resources for starting drawers the following mommg.

Keeps an up-to-date listing of outstanding checks and their liability to date and with respect to fund and line.

Keeps an up-to-date listing of investments and makes changes as needed, reflecting investment buys, interest earned and renewal date, etc. in the Investment module of the County's Financial Software.

Treasurer- Deputy-Accounting, Pg. 2 Types/issues mobile home tax clearance permits for transfers of title and/or moving, and provides receipts. Verifies taxes are current for Alcoholic Beverage Commission, mobile home permits, and gross income and inheritance forms.

Prepares a complete accounting of all bank accounts and every transaction as a permanent record for the State Board of Accounts, including a total transparent audit trail.

Performs month-end functions such as balancing each bank account total with the Chief Deputy or Treasurer.

Prints and files reports as needed with various offices across the county pertaining to their banking and/or their investments (such as Monroe County Highway Department, Assessors' Office, the Health Department, etc.)

Collects each days deposit receipts from persmmel taking funds to bank, organize and store for use during monthly balancing.

Post monthly service fees after verifying all bounced checks, deposits, and transfers.

Reconciles Cemrty Bank accounts BY Balancing County figures against Bank statements and corrects errors in aeeoURts, including eharge Backs to departmoots and pests menfuly service eharges.

\Vorks directly with financial institutions in correcting Bankffig errors in posting, overpaymORt, electronic funds and credit card transactions. Initiates stop paymeflts and autHorizes fue issuance of replacement cheeks. Performs wires and/or traasfors money to pay Bills aud payroll.

Compiles data in order to prepare financial statements for the State Board of Accounts on a monthly basis (reports and balancing) and daily (daily folder of transactions) basis.

Prepares semi-annual tax settlement funds transfers in conjunction with Cashbook Financial Manager and the Auditor's office.

Balances each bank account daily, verifying financial transactions to ensure accuracy in cash accounting.

Receives each day's tax reception totals and verifies all totals to assure complete accuracy.

Manages all County ordinance violation payments and payment agreements including the creation and maintenance of County ordinance violation database. Works with Animal Control Officers and the Sheriffs Office to ensure accuracy of collection and reports all payments to those involved, such as the Monroe County Legal Department and the issuing department.

'Nerks directly ·.vith the Treasurer to ensure accuracy in recording of county investment funds.

Treasurer- Deputy-Accounting, Pg. 3 Compiles and completes the June and December settlement forms for the Auditor's office for disbursement of tax and excise monies to various county entities.

Assists and gives direction and guidance to other deputies and part-time positions in the absence of the Treasurer and Chief Deputy in the performance of their duties as needed. Coordinates and pP.rovides orientation for new subordinates in the department.

Occasioually answers telephone aud greets office visitors, auswering questious regardiug tal( lial3ilities and departmental J3Focedures, furnishing tal( recerd informatien, and/er routing callers te EIJ3J3FOJ3riale persou, department, er ageucy.

'Norks closely with financial and accouutiug software venders E!fld Auditor's office, to evaluate and solve software J3regrarn J3reblerHs, and J3FOvides suggestieus to seftware vender relatiug to J3Fogram enl1EiflCerHents for future software releases, resulting in il11j3roved overall office opemtious.

Aceomj3anies Treasurer to various meetiugs as required aud presents iuformation as requested by the Treasurer.

Aids Coordinates with State Board of Accounts with all audits of Monroe County banking and ensures Treasurer's Office is in compliance with their banking regulations and requirements.

Performs additional assigned and related duties in the absence of the Treasurer and Chief Deputy.

Performs any other related duties as assigned.

I. JOB REQUIREMENTS:

Baccalaureate degree in business, accounting, or related field, or equivalent combination of education, training, and experience or a Certified Public Accountant (CPA) certification.

Ability to manage public funds up to $100,000,000 with no risk to the County.

Ability to apply a J3raetical technical working knowledge of all the principles and standards of bookkeeping, public funds accounting and the ability to apply such knowledge !&-the on a 4aHy maintooance of department ledgers and related documents. basis.

Ability to perfonn the statutory duties as preseribed for of the County Treasurer's Office as authorized by the Treasurer.

Workiug Advanced knowledge and application of mathematics and algebra. Working knowledge of standard English grammar, spelling, and punctuation, and ability to write and edit financial and non financial reports.

Treasurer- Deputy-Accounting, Pg. 4 Ability to supervise and direct the work of subordinate personnel to maintain efficient operations of the depatiment in the absence ofTreasurer or Chief Deputy.

Advanced knowledge and application of computer operations, software, and electronic financial packages patiicularly those with token rings. Ability to obtain knowledge of ana Ojlerate all COffijlUter software jlFOgrarns used by Treasurer's Office.

Working knowledge of standard office policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.

Ability to apply knowledge of standard office procedures and the ability to use standard office equipment, including computer, typewriter, line printer, printer, validator, bill printer, scanner, fax machine, and calculator.

Ability to provide public access to or maintain confidentiality of depatiment information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to effectively communicate orally and in writing with departmental supervisor, co-workers, other County departments, banks, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ability to understand, memorize, retain, and carry out written or oral instructions.

Ability to maintain complete and accurate accounting records and compile accurate financial reports. Ability to copy data from one document to another.

Ability to accurately complete duties atnidst frequent distractions and interruption while under pressure from formal schedules and deadlines.

Ability to solve problems relating to new or unusual circumstances.

Ability to occasionally work extended hours, evenings, and travel out of town, sometimes overnight.

II. DIFFICULTY OF WORK:

Incumbent's duties are moderately financially complex in nature involving many variables and considerations. Incumbent ensures JlFOJler maintenance of records for all full compliance with

Treasurer- Deputy-Accounting, Pg. 5 7 GASB (Governmental Accounting Standards) and Indiana State Board of Accounts (SBOA) regulations. county funds received and disbursed on a daily basis. Judgment is necessary in interpreting rules and regulations and adapting standard methods or procedures to fit specific cases and conditions.

III. RESPONSIBILITY:

Incumbent serves as an assistant to the Treasurer and is responsible for the daily financial operations management of the Treasurer's Office~, and serves as supervisor and delegate in the absence of the Treasurer and Chief Deputy. Incumbent performs standard, recurring duties according to department and legal guidelines, with priorities detennined by Work priorities are determined by seasonal deadlines and service needs of the public. In concert with Treasurer and Chief Deputy establishes office policies, procedures and practices that ensure the accurate and timely completion of tax collection duties. Incumbent performs varied duties requiring the application of sound judgment based upon experience, training and State Board of Accounts guidelines. Periodically, decisions are made in the absence of specific policies and/or guidance from supervisor. Work is reviewed primarily for soundness of judgment and compliance with legal requirements.

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with departmental supervisor, co-workers, other County Departments, banks, and the pubic primarily for requesting and providing funds financial accounting information. Incumbent maintains continual communication with other financial institution employees in the exchange of-furul financial accounting information.

Incumbent reports directly to County Treasurer.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent perfonns duties in a standard office environment, involving sitting and walking at will, keyboarding, close vision, speaking clearly, hearing sounds/communication, and handling/grasping objects. Incumbent is occasionally required to work extended hours, evenings, and travel out of town, sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position ofDeput)\0\ccounting Financial Manager/Bookkeeper for the Monroe County Treasurer's Office describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Treasurer- Deputy-Accounting, Pg. 6 Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes No

Applicant/Employee Signature Date

Type or Print Name

Treasurer- Deputy-Accounting, Pg. 7 POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

POSITION: County Cashbook Financial Manager Property Tax/Investment Bookkeeper (Cash Side) DEPARTMENT: Treasurer WORK SCHEDULE: As Assigned JOB CATEGORY: PAT II (Professional, Administrative, Technological)

DATE WRITTEN: May, 2007 STATUS: Full-time Proposed Revision July 2013 FLSA STATUS: Non-exempt

Incumbent serves as an AeemmtiHg Deputy Property Tax/Investment Bookkeeper for the Monroe County Treasurer's Office and is the keeper of the Official Monroe County Cashbook. This Accounting Deputy is responsible for maintaining accurate records of all County funds received and disbursed on a daily basis.

DUTIES: Performs all cash management for Monroe County public funds, including all appropriated and non-appropriated statutory funds, property taxes collected outside of statutory funds, as well as excises taxes and all other various types of taxes collected and distributed by the Monroe County Treasurer's Office.

Manages all aspects of depository banking, cash and investment reconciliation and the management of Official Monroe County Cashbook.

Prepares all cash and investment financial statements, including Treasurer's Monthly Report to Commissioners and all Indiana State Treasurer and State Board of Accounts required reporting statements in a timely and accurate marmer.

Prepares and processes all cash wires, ACH payments, and all electronic public funds credits and debits to and from the State Auditor's Office and State Treasurer's Office.

Maintains daily cashbook by compiling and reconciling all transactions handled in the office on a daily basis.

Receives and accounts for all quietused (depository) cash, checks and credit cards and the corresponding quietus paperwork from the Auditor's General Ledger/fund accounting software on a daily basis. Enters this work appropriately into the Treasurer's Module of the county's accounting software.

Treasurer- Deputy-Accounting, Pg. I j() Receives daily receipt and expenditure reports from the Auditor, including checks written and other sources of out going funds such as direct deposits. Balances these reports daily and enters this information appropriately into the Treasurer's Module of the county's accounting software.

Using Treasurer's internal Taxation Software reports and Auditor's Financial Software reports compiles net totals of real estate and personal property taxes, fund totals, and total investments on a daily basis. Also, balances end of month cashbook totals with end of month fund totals provided by the Monroe County Auditor's Office.

In cooperation with the Chief Deputy Auditor, balances all discrepancies and adjustments daily for taxation and provides feedback to the Auditor's Office for Correction of Errors (COEs), Auditor Adjushnents (AAs) and overpayments.

In cooperation with Auditor's Financial Director balances all appropriated and non-appropriated fund discrepancies and adjustments daily and provides feedback to the Auditor's Office for fund correction, quietus correction and for the correction of any and all payments, such as checks that were voided, rewritten, corrected, ACHs, etc.

Prepares all daily bank deposits by balaning cash receipt draws for tax payments with taxation software reports and verifying totals with cashier responsible for each cash drawer. Counts down drawers with cashiers and sets up next day's opening cash drawers with respect to office protocol. Filling out deposit slips and prepares bank deposit for transport. Verifies that totals on the all daily deposit slips exactly match each day's report of collection produced by the county's taxation software.

Voids or misapplies payments as necessary with cashier responsible for error. Appropriately documents these transactions for State Board of Accounts audits.

Balances credit card/lock box payments daily, including entering total amount received by taxing district in the cashbook in the proper category. Balances all credit card/bank posted property tax payments to the report of collections on a daily basis.

(Until the program completely goes away) Maintains daily inheritance records, balances inheritance tax fund totals, and prepares quarterly inheritance reports for state and local distribution.

Prepares and processes all property tax advance draw amounts for requesting governmental entities. Verifies and gives totals to the Auditor for distribution.

Maintains and updates the office website, including adding information such as tax rate, due dates, when the 5% and I 0% late fees are added, personal property tax demand and judgment information and methods of calculating taxes. Removes and edits infonnation as necessary.

Acquires and charts on a weekly basis, the various interest rates available from the local lending institutions for potential investment purposes.

Treasurer- Deputy-Accounting, Pg. 2 /( Prepares the overall Report of Collections and files the report with the Auditor's Office in a timely manner to begin taxation settlement. Balances semi-annual tax settlement with Auditor's office prior to cash settlement with taxing units. Prepares required and statutory semi-annual settlement reports including balancing the property tax amounts posted in the taxation system software to the totals kept on the Official County Cashbook by taxing district and tax type. Balance Automotive!V ehicle, Airplane and Rental Car excise tax for settlement purposes.

Assists in calculating, preparing, and sending billing statements to affected taxpayers for taxation and Stormwater Fees.

Verifies cash totals with receipts issued, posts and totals daily computer cash book and financial records, prepares necessary forms for deposit of money, balances, reconciles, and settles all County accounts and financial statements.

Supervises and directs daily activities of Collections Deputy, including providing proper instruction and assuring proper completion of assigned duties as determined by Treasurer and Chief Deputy.

Assists Treasurer and Chief Deputy with managing the supervision of office workload, including assuring proper maintenance of all records and files and making recommendations for the improvement of overall office operations.

Produces taxation software daily reports and verifies each day's tax reception totals and up-to date totals to assure complete accuracy in the cashbook at any time. Affirms that taxation software totals in each taxing unit matches cashbook totals for same taxing units at all times.

'Narks directly v:ith Financial institutions in correcting banking errors in posting, overpayment, electronic funds and credit card transactions. Initiates stop payments and authorizes the issuance ofreplaeement cheeks. \'/ires and/or transfers money to pay bills and payroll.

Works in constant unison with Auditor's First Financial Representative and Auditor Personnel Coordinator to reconcile balances of County's monies and funds and prepare financial statements such as the annual report and Gateway submissions, as required.

Works diree.tJy with the Treasurer to ensure accuracy in recording of county investment funds.

Reconciles, calculates, compiles, and completes the Collections Certification process of the Compiles and completes the June and December settlement collections and submits the Treasurer's portion of settlement forms for the Auditor's office for disbursement of tax and excise monies to various county entities.

Assists and gives direction and guidance to other deputies and part-time positions in the absence of the Treasurer and Chief Deputy in the perfonnance of their duties as needed. Coordinates and pProvides orientation for new subordinates in the department.

Treasurer- Deputy-Accounting, Pg. 3 /;L PLEASE PUT THESE BACK L'V: Oeeasionally answers telephone and greets offlee Yisitors, answering questions regarding tax liabilities and departmentalproeedures, .furnishing tax reeord information, and/or routing eallcrs to appropriate person, department, or ageney.

Wm·ks elosely witltfinaneial and aeeounting software wmdors andAmlitor's offiee, to el'Uluate and soh-e software program problems, andprorides suggestions to software WHidor relating to program enhaneements.for .future software releases, resulting in impro~'ed ow:rall ojjiee nperations.

Accempanies Treasurer te varieus meetings as requires ana presents infurmatien as requestea by the TreasHrer. Meets and conducts business with taxpayers, State Board of Accounts, public funds banking officials, officers, and cash management specialists.

AiEis Coordinates with State Board of Accounts for audits of Monroe County cash, funds and taxation process and ensures Treasurer's Office is in compliance with their regulations and requirements.

Performs various clerical functions such as pulling/copying canceled checks as requested, operating check burster/signer, organizing and administering automatic debit of taxpayer's bank accounts, working with mortgage companies and tax services for payments by tape, processing credit card payments, performing daily computer backups, and receiving monies and posting reeipts from other County departments. Periodically places stop payment orders and/or copies checks as appropriate.

Perfonns additional assigned and related duties in the absence of the Treasurer and Chief Deputy.

Performs any other related duties as assigned.

I. JOB REQUIREMENTS: Baccalaureate degree in business, accounting, or related field, or equivalent combination of education, training, and experience or a Certified Public Accountant (CPA) certification.

Ability to manage public funds up to $100,000,000 with no risk to the County.

Ability to apply a practical technical working knowledge of all the principles and standards of beekkeeping, public funds accounting and the ability to apply such knowledge t&4e on a Eiaily maintenance efaepartment leagers ana relates EiecHffients. basis.

Ability to perfonn the statutory duties as prescribes fur of the County Treasurer's Office as authorized by the Treasurer.

\Verking Advanced knowledge and application of mathematics and algebra. Working knowledge of standard English grammar, spelling, and punctuation, and ability to write and edit financial and nonfinancial reports.

Treasurer- Deputy-Accounting, Pg. 4 13 Ability to supervise and direct the work of subordinate personnel to maintain efficient operations of the department in the absence ofTreasurer or Chief Deputy.

Advanced knowledge and application of computer operations, software, and electronic financial packages particularly those with token rings. ABility to oMaiR lmowledge of aRd operate all eomputer softviare programs used by Treasurer's Offiee.

Working knowledge of standard office policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not I limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ability to understand, memorize, retain, and can·y out written or oral instructions.

Ability to maintain complete and accurate accounting records and compile accurate financial reports. Ability to copy data from one document to another.

Ability to accurately complete duties amidst frequent distractions and interruption while under pressure from formal schedules and deadlines.

Ability to solve problems relating to new or unusual circumstances.

Ability to occasionally work extended hours, evenings, and travel out of town, sometimes ovemight.

II. DIFFICULTYOFWORK:

Treasurer- Deputy-Accounting, Pg. 5 If Incumbent's duties are moderately financially complex in nature involving many variables and considerations. Incumbent ensures proper maiuteuauee of records fur all full compliance with GASB (Governmental A counting Standards) and Indiana State Board of Accounts (SBOA) regulations. couuty fuuds received aud disbursed ou a daily basis. Judgmeut is uecessary iu iuteffiretiug rules aud regulatious aud adaptiug staudard methods or procedures to fit specific cases aud couditious.

III. RESPONSIBILITY:

Incumbent serves as an assistant to the Treasurer and is responsible for the daily financial operations management ofthe Treasurer's Office~, and serves as supervisor and delegate in the absence of the Treasurer and Chief Deputy. Incumbent performs standard, recurring duties according to department and legal guidelines, with priorities determined by Werle priorities are determiued by seasonal deadlines and service needs of the public. In concert with Treasurer and Chief Deputy establishes office policies, procedures and practices that ensure the accurate and timely completion of tax collection duties. Incumbent performs varied duties requiring the application of sound judgment based upon expe1ience, training and State Board of Accounts guidelines. Periodically, decisions are made in the absence of specific policies and/or guidance from supervisor. Work is reviewed primarily for soundness of judgment and compliance with legal requirements.

IV. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with departmental supervisor, co-workers, other County Departments, banks, and the pubic primarily for requesting and providing fuuds financial accounting information. Incumbent maintains continual communication with other financial institution employees in the exchange of-fuud financial accounting infonnation.

Incumbent repmis directly to County Treasurer.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office enviromnent, involving sitting and walking at will, keyboarding, close vision, speaking clearly, hearing sounds/communication, and handling/grasping objects. Incumbent is occasionally required to work extended hours, evenings, and travel out of town, sometimes ovemight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of County Cashbook Financial Manager Prope1iy Tax/Investment Bookkeeper for the Monroe County Treasurer's Office describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment I am responsible for reading this job description and complying with all job duties, requirements and responsibilities

Treasurer- Deputy-Accounting, Pg. 6 /~ contained herein, and any subsequent revision. Is there anything that would keep you from meeting the job duties and requirements as outlined? Yes No

Applicant/Employee Signature Date

Type or Print Name

Treasurer- Deputy-Accounting, Pg. 7 POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

Bookkeeper (Bank)

Department: Monroe County Treasurer

Reports To: Treasure

Compute, classify, and record numerical data to keep financial records complete. Petfonn any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records. May also check the accuracy of figures, calculations, and postings pettaining to business transactions recorded by other workers.

• Operate computers programmed with accounting software to record, store, and analyze infonnation. • Operate 10-key calculators, typewriters, and copy machines to pettOnn calculations and produce documents. • Perfonn general office duties such as filing, answeting telephones, and handling routine conespondence. • Check figures, postings, and documents for conect entty, mathematical accuracy, and proper codes. • Code documents according to company procedures. • Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting sofiware. • Comply with federal, state, and company policies, procedures, and regulations. • ClassifY, record, and summarize numCJical and financial data to compile and keep financial records, usingjoumals and ledgers or computers. • Monitor status ofloans and accounts to ensure that payments are up to date. • Compile statistical, financial, accounting or auditing repotis and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and proftts and losses.

• Active Listening-Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as approptiate, and not intenupting at inappropiiate times. • Reading Comprehension-Understanding written sentences and paragraphs in work related documents. • Critical Thinking-Using logic and reasoning to identify the strengths and weaknesses of altemative solutions, oo'"cluS>ions approaches to problems. • Speaking-Talking to others to convey infonnation effectively. • Writing-Communicating effectively in wtiting as appropriate tOr the needs of the audience. • Mathematics-Using mathematics to solve problems. • Monitoring-Monitoring/Assessing perfonnance of yourself, other individuals, or organizations to make lm]p>-c>vemblem-sc>lv>mg making. • Social Pcrccpi:iveness-Being aware of others' reactions and understanding why they react as they do.

• Oral Comprehension-The ability to listen to and understand infonnation and ideas presented through spoken sentences. • Written Comprehension-The ability to read and understand infonnation and ideas presented in wtiting. • Written Expression-TI1e ability to communicate infommtion and ideas in wtiting so others will understand. • Mathematical Reasoning-The ability to choose the 1ight mathematical methods or fonnulas to solve a problem. • Near Vision-TI1e ability to see details at close range (within a few feet of the observer). • Oral Expression-The ability to communicate infonnation and ideas in speaking so others will understand. • Problem Sensitivity-The ability to tell when something is wrong or is likely to go wrong. It docs not involve solving the problem, only recognizing there is a problem. • Number Facility-The ability to add, subtract, multiply, or divide quickly and eotTectly. • Information Ordering-The ability to ammge things or actions in a cettain on:ler or pattem according to a specific mle or set of mles (e.g., pattcms of numbers, letters, words, pictures, mathematical operations).

Speech Recognition-The ability to identify and understand the speech of another person. 17 Comply with all safety policies, practices and procedures. Repmi all unsafe activities to supervisor and/or Resources.

Participate in proactive team efforts to achieve departmental and company goals.

Provide leadership to others through example and sharing of knowledge/skill.

Using the Level Descriptions on Page 2, indicate the level needed Licenses/certificatcslregish·ations required to to successfully accomplish the essential duties of this job. pctfonn the essential duties of this job: Education/Experience Language Skill Level: Level: ___ Mathematical Skill Reasoning Ability Level: ___ Level: ___ Computer Skill Level:

Minimal: Up to 10% by land or air Prioritize tasks Moderate: Up to 25% by land or air Handle multiple tasks simultaneously Heavy Up to 50% by land or air Handle multiple projects simultaneously Excessive: Over 50% by land and/or air- Amt. Prioritize, organize, and delegate tasks

__% Standing __%Using Hands to Finger, Handle, Feel __%Lifting: Up to 10 Pounds __%Walking __% Reaching with Hands and Arms __% Lifting: Up to 25 Pounds __%Sitting __% Climbing or Balancing __% Lifting: Up to 50 Pounds __% Stooping, Kneeling, Crouching, or __% Lifting: Over 50 Pounds- Amt. %Talkin Crawling __%Other: % __% Tasting or Smelling

Lighting Vehicle/Enclosed Space Odors

Outdoors: Exposed to CJ~}Oftice/Retail Ventilation Weather

Conditioned

" itwarehouse/Manufacturing E xtremes

personal computer skills.

'::,;?o'Jmtennerl;e~tepersonal computer skills, including electronic mail, routine database activity. word processing, spreadsheet, graphics, etc.

Prctlic;ent computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet,

11 D<,monsl

complex computer operations (intennediate programming in r 1 and 4 111 generation languages, relational databases, and .. ~>cnll;<~g; _sys.te

Supervisor: Date

Next Level: Date:

Human Resources:

Level Descriptions

1: No plior expe1ience or training.

2: Less than high school education; or up to one month related experience or training; or equivalent combination.

3: High school diploma or GED; or 1-3 months related expe1ience and/or training; or equivalent combination.

6 months related experience and/or training; or equivalent

5: Associate's degree (AA) or equivalent from 2-year technical school; or 6-12 months related experience amLior training; or equivalent combination.

1-2 years related experience and/or training; or equivalent

7: Fifth year university program cc1tificate; or 2-4 years related experience and/or training; or equivalent combination.

8: Master's degree (MA) or equivalent; or four to ten years related experience and/or training; or equivalent combination.

1: Ability to read a limited number of two- and three-syllable words and to recognize similmities and differences between words and between sc1ies of numbers. Ability to print and speak simple sentences.

2: Ability to read and comprehend simple instmctions, shmt conespondence, and memos. Ability to write simple coJrespondcnce. Ability to effectively present infonnation in one-on-one and small group situations to customers, clients, and other employees of the organization.

~'""''"Lev>e< 3: Ability to read and interpret documents such as safety mles, operating and maintenance instmctions, and procedure manuals. Ability to write routine repmts and conespondence. Ability to speak effectively befOre groups of customers or employees of organization.

4: Ability to read, analyze, and interpret general business periodicals, professional joumals, technical procedures, or govemmental regulations. Ability to write rcpmts, business cmrespondence, and procedure manuals. Ability to effectively present infonnation and respond to questions from groups of managers, clients, customers, and the general public. 11 5: Ability to read, analyze, and interpret common scientific and technical joumals, financial repmts, and legal documents. Ability to respond to common inqui1ies or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and mticlcs for publication that confonns to presc1ibed style and fonnat. Ability to effectively present infonnation to top management, public groups, and/or boards of directors.

6: Ability to read, analyze, and inteq)rct the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to wiite speeches and mticles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

I: Ability to add and subtract two digit numbers and to multiply and divide with IO's and lOO's. Ability to peliOrm these operations using units of Ame1ican money and weight measurement, volume, and distance.

2: Ability to add, subtract, multiply, and divide in at! units of measure, using whole numbers, common fractions, and Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

3: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts ofbasie algebra and geometry.

4: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometty and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

5: Ability to apply advanced concepts such as exponents, logarithms, quadratic equations, and permutations. Ability to apply mathematical operations to such tasks as frequency disttibution, determination of test reliability and validity, analysis of vmiance, corTelation techniques, sampling theory, and factor analysis.

6: Ability to comprehend and apply plinciples of advanced calculus, modem algebra, and advanced statistical theory. Ability to work with concepts such as limits, rings, quadratic and differential equations, and proofs of theorems. . l}:J;~~?J~&~~~m::~-:-~,~~~~~,J~:~~i~~f-r~~s-on!:n·g skills··~~d_:a_bii~t!Cs::d~.~qed't~::s~:~-f:f:!~~~~---~~~:~tr~~~i-~~--i-~-~:~·:~~~-::_- 1

I: Ability to apply common sense understanding to cany out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.

2: Ability to apply common sense understanding to cany out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

3: Ability to apply common sense understanding to cany out instructions fumished in w1itten, oral, or diagram fmm. Ability to deal with problems involving several concrete vmiables in standardized situations.

4: Ability to solve practical problems and deal with a vmiety of concrete vmiables in situations where only limited standardization exists. Ability to intctpret a variety of instructions fumished in written, oral, diagram, or schedule form.

5: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

6: Ability to apply principles of logical or scientiiic thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, musical notes, etc.,) in its most difiicult phases. Ability to deal with a vmicty of abstract and concrete variables. POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

Bookkeeper (Cash) Date: 8/2/2013

Classification: Non- (COMOT I min $22,48' (COMOT I mid $23,66;

Operate computers programmed with accounting software to record, store, and analyze inforination. Operate 10-key calculators, typewriters, and copy machines to perfonn calculations and produce documents. • Pe1fonn general office duties such as filing, answe1ing telephones, and handling routine correspondence. • Check figures, postings, and documents for correct entl)', mathematical accuracy, and proper codes. • Code documents according to company procedures. • Debit, credit, and total accounts on computer spreadsheets mill databases, using specialized accounting software. • Comply with federal, state, and company policies, procedures, and regulations. • Classify, record, and summarize numelical and financial data to compile and keep financial records, usingjoumals and or computers. • Monitor status of loans and accounts to ensure that payments are up to date. • Compile statistical, financial, accounting or auditing repmis and tables pe1taining to such matters as cash receipts, expe

Active Listening-Giving full attention to what other people are saying, taking time to understand the points being made, questions as approp1iate, and not intenupting at inapprop1iate times. Reading Comprehension-Understanding written sentences and paragraphs in work related documents. Critical Thinking-Using logic and reasoning to identity the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Speaking-Talking to others to convey infonnation effectively. Writing-Communicating effectively in w1iting as approp1iate tOr the needs of the audience. • Mathematics-Using mathematics to solve problems. • Monitoring-Monitming/Assessing pe1fonnance of yourself, other individuals, or organizations to make improvements or take con-ective action. • Time Management-Managing one's own time and the time of others. • Active Learning-Understanding the implications of new intOnnation tOr both cuncnt and future problem-solving and decision making. • Social Perceptiveness-Being aware of others' reactions and understanding why they react as they do.

• Oral Comprehension-The ability to listen to and understand infonnation and ideas presented through spoken words sentences. • Written Comprehension-The ability to read and understand infommtion and ideas presented in w1iting. • Written Expression-The ability to communicate information and ideas in writing so others will understand. • Mathematical Reasoning-The ability to choose the right mathematical methods or tOnnulas to solve a problem. • Near Vision-The ability to see details at close range (within a few feet of the observer). • Oral Expression-The ability to communicate information and ideas in speaking so others will understand. • Problem Sensitivity-The ability to tell when something is wrong or is likely to go wrong. It docs not involve solving the problem, only recognizing there is a problem. • Number Facility-The ability to add, subtract, multiply, or divide quickly and conectly. • Information Ordering-The ability to an-ange things or actions in a cc11ain order or pattcm according to a specific mle or set of mles (e.g., pattems of numbers, letters, words, pictures, mathematical operations).

ability to identity and understand the speech of another person. !2/ all

Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Resources.

Participate in proactive team efforts to achieve departmental and company goals.

Provide leadership to others through example and sharing of knowledge/skill.

Using the Level Descriptions on Page 2, indicate the !eve\ needed Licenscs/cettificates/registrations required to to successfully accomplish the essential duties of this job. perform the essential duties of this job: Education/Experience Language Skill Level: Level: ___ Mathematical Skill Reasoning Ability Level: ___ Level: ___ Computer Skill Level:

Prioritize tasks

Handle multiple tasks simultaneously

Handle multiple projects simultaneously Excessive: Over 50% by land and/or air- Amt. Prioritize, organize, and delegate tasks

% Standmg __%Using Hands to Finger, Handle, Feel __%Lifting: Up to I 0 Pounds __%Walking __% Reaching with Hands and Arms __% Lifting: Up to 25 Pounds % SJttmg __% Climbing or Balancing __% Lifting: Up to 50 Pounds __% Stooping, Kneeling, Crouching, or __% Lifting: Over 50 Pounds - Amt. %Talkin Crawling % __%Other: __%Tasting or Smelling Hearing/Listening

Lighting Vehicle/Enclosed Space Odors

Outdoors: Exposed to Ventilation Weather

Worksl10p,'Service Bay Conditioned

and/or Dirt

personal computer skills.

personal computer skills including electronic mail, word processing, spreadsheet, graphics, etc.

including electnmic mail, record keeping, routine database activity, word processing, spreadsheet, 1 1 D

Supervisor:

Next Level:

Human Resources:

Level Descriptions

I: No ptior experience or training.

2: Less than high school education; or up to one month related expetience or training; or equivalent combination.

3: High school diploma or GED; or 1-3 months related expe1ience and/or training; or equivalent combination.

4: One year ceiiificate from college or technical school; or 3-6 months related expetience and/or training; or equivalent combination.

5: Associate's degree (AA) or equivalent from 2-year technical school; or 6-12 months related expe1ience and/or training; or equivalent combination.

1-2 years related experience and/or training; or equivalent

7: Fifth year university program ce1tificate; or 2-4 years related experience and/or training; or equivalent combination.

8: Maste1's degree (MA) or equivalent; or four to ten years related experience and/or tmining; or equivalent

c0'2d2'1"''''' I: Ability to read a limited number of two- and three-syllable words and to recognize similarities and differences between words and between series of numbers. Ability to print and speak simple sentences.

'"'''"'"'''"''"' 2: Ability to read and comprehend simple instmctions, sh01t con·cspondence, and memos. Ability to write simple cotTespondence. Ability to etlectively present infonnation in one-on-one and small group situations to customers, clients, and other employees of the organization.

3: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine repmts and COJl"CSpondence. Ability to speak effectively befOre groups of customers or employees of organization.

""''"'"'"''"' 4: Ability to read, analyze, and interpret geneml business periodicals, professional journals, technical procedures, or govemmental regulations. Ability to wtite reports, business conespondence, and procedure manuals. Ability to ellectively present information and respond to questions ti·mn groups of managers, clients, customers, and the general public. 5: Ability to read, analyze, and interpret common scientific and technical joumals, financial repoz1s, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatozy agencies, or members of the business community. Ability to wtite speeches and m1icles for publication that confonns to prcsctibed style and fonnat. Ability to effectively present infmmation to top management, public groups, and/or boards of directors.

6: Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquities or complaints. Ability to wtite speeches and atticles using otiginal or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

ac::sc::Levcil: Ability to add and subtmct two digit numbers and to multiply and divide with tO's and I OO's. Ability to petiOnn these operations using units of American money and weight measurement, volume, and distance.

2: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

3: Ability to calculate figures and amounts such as discounts, interest, commissions, prop011ions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometty.

4: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometty and ttigonometry. Ability to apply concepts such as fractions, percentages, ratios, and propottions to practical

::::::Lev 5: Ability to apply advanced concepts such as exponents, logarithms, quadratic equations, and pennutations. Ability to apply mathematical operations to such tasks as frequency distribution, detennination of test reliability and validity, analysis of variance, con·e]ation techniques, sampling theory, and factor analysis.

1: Ability to apply common sense understanding to carry out simple one- or two-step instmctions. Ability to deal with standardized situations with only occasional or no vmiables.

2: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete vatiables in standardized situations.

3: Ability to apply common sense understanding to cany out instmctions fumished in wtitten, oral, or diagram fonn. Ability to deal with problems involving several concrete variables in standardized situations.

4: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to intetpret a vmicty of instmctions fumished in written, oral, diagram, or schedule tOnn.

5: Ability to define problems, collect data, establish facts, and dmw valid conclusions. Ability to intetpret an extensive vatiety oftcclmical instmctions in mathematical or diagram fonn and deal with several abstract and concrete variables.

6: Ability to apply ptinciples of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (tOnnulas, scientific equations, graphs, musical notes, etc.,) in its most ditlicult phases. Ability to deal with a vmiety of abstract and concrete vmiables. Comparison of Treasurer's Office with other comparable (like) counties by demographics Includes comparisons of other county offices for information only.

County Information Staff Size County Population Number of Parcels Treasurer Auditor Assessor Recorder Clerk County Total Monroe (IU) 170,000 65,200 4hA 10 13' 5 39 63 Delaware (Ball State)+ 118,000 58,000 8" 14 11' 3 24 60 Vanderburgh (SIU, U of E\+ 172,000 78,000 10" 23 34** 7 52 130 Vigo (ISU)+ 102,000 60,000 7" 12 6' 5 30 60 Tippecanoe (Purdue)+ 172,780 67,000 4" 8 14*"' 5 22 53 Avera11e 146,956 65,640 7 13 16 5 33 73 Monroe's Comparison to Average 115.68% 99.33% 57.14% 74.63% 81.25% 100.00% 116.77% 86.07%

•uses Contract Tax Collection & Printing AAdoes not use Contract Tax Collection & Printin +Denotes counties with 2 bookkeepers (Cashbook & Banking) 'uses Contract Assessing '*does not use Contract Assessin

1.5 ·-·"------··--··--.------·-·----.-·------...... --~-- --·------PERSONNEL ADMINISTRATION COMMITTEE (PAC)

REQUESTED AGENDA INFORMATION FOR PAC MEETINGS

TITLE OF ITEM THAT APPEARS ON THE PAC AGENDA: • P~co II K\f#· .Job CJq.SS.t £ca.,-±, ~o '].-e.v'tew DAT~ MWILLAJ>PEARONTHEPACAGENDA: A:Y:t IP l w l ~ CONTACT PERSON: 5\e.V' ( 5-u.t.l -kr PHONE NUMBER: ;\f-9 _ :;).. £ J Q Pn:senter at PAC Meeting if other than Contact Person: OFFICE/DEPARTMENT: A:u.ci~-+t:x-

EXECUTIVE SUMMARY: (Please attaeh supporting documentation for your request)

Date Management Consulting Services Since 1979

Waggoner • Irwin • Scheele & Associates INc

MEMO

TO: Monroe County Personnel Administration Committee

FROM: Kent Irwin!Addie Rooker Waggoner, Irwin, Scheele & Associates, INC.

DATE: September 2, 2011

RE: Auditor's Office - Classification Review

As requested, Waggoner, Irwin, Scheele, and Associates, reviewed the following positions for the Auditor's Office. The Personnel Administration Committee requested all positions in the Auditor's Office be reviewed for accuracy. The HR Director conducted a desk audit on every position in the Auditor's Office and all job descriptions were revised.

1. Claims Financial Representative

This position is currently classified as CO MOT IV. The Claims Financial Representative is responsible for maintaining the County's general ledger and financial records, and processing accounts payable claims.

There were no added job duties. Deleted job duties include: monitoring fund balances for individual departments and communicating with departments regarding their appropriations, budgets and fund status; assisting with distribution of fund status reports and responding to inquiries concerning funds; and assisting department personnel with annual budget hearing . process. Incumbent reports to Chief Deputy Auditor.

Recommendation: It is recommended that the revised job description be approved and the position remain classified as CO MOT IV.

2. Administrative Assistant A

This position is currently classified as CO MOT IV. The Administrative Assistant A is responsible for providing administrative assistance and clerical support to department staff, County Commissioners, County Council, and assisting the public.

.27 I Added job duties include: recording County Council and Council Committee proceedings as requested; preparing written documents including agendas, legal advertisements, budget I information, resolutions, and ordinances; scanning and preparing documents to be placed on website; developing and maintaining website; maintaining communication between County Council and personnel from various County departments, other government departments and agencies, and the public; scheduling Council meetings; performing various administrative support and clerical duties for Council subcommittees; performing moderate research as directed; and assisting Council and Commissioners' attorneys as directed. Incumbent reports to Chief Deputy Auditor.

Recommendation: It is recommended that the revised job description be approved and the position remain classified as CO MOT N.

3. Second Financial Representative

This position is currently classified as CO MOT IV. The Second Financial Representative position is responsible for overseeing operations of general and accounts payable and receivable ledgers; preparing financial statements and reports; monitoring County grants; and assisting Departments with financial related inquiries.

Added job duties include: coordinating with Treasurer's office for investment of County funds and monthly reconciliations of cash; assisting in receipting taxes into County general ledger and other various ledgers; and assisting in preparation of proper notification regarding expenditures, budgets, and other related financial information. Incumbent reports to Chief Deputy Auditor.

Recommendation: It is recommended that the revised job description be approved and the position remain classified as CO MOT N.

4. Property Customer Service Coordinator

This position is currently classified as CO MOT IV. The Property Customer Service Coordinator is responsible for overseeing Property Division personnel, maintaining County property records; processing various property related documents and applications; and assisting the public.

Added job duties include: overseeing property transactions and processes; supervising tax increment funding and personal property abatements; creating and balancing reports for abstract and settlement updating tax rates and creating new taxing units; balancing worksheets; completing and maintaining Auditor adjustments and correction of errors for assessed values; providing technical advice for taxation and taxation processes; corresponding with public regarding changes in Homestead; and assisting with County tax sale and tax sale redemption. Incumbent reports directly to the Chief Deputy Auditor.

Recommendation: It is recommended that the revised job description be approved and the position remain classified as CO MOT N.

5. Property Customer Service Representative I

2 This position is currently classified as CO MOT III. The Property Customer Service Representative I position is responsible for transfer of real estate property and maintenance of appropriate documentation, tax sale coordination, correction of taxing errors and subsequent refunds, and assisting the public.

Added job duties include: preparing abstract and settlement to balance values; creating and balancing reports for abstract and settlement; assisting in assessing values; balancing worksheets; completing and maintaining Auditor adjustments and correction of errors for assessed values of parcels; assisting with property transactions and processes; receiving and processing overpayments and refund claims; assisting with tax increment funding and personal property abatements; processing and entering personal property book information and assessments; and entering and verifying information into computer. Incumbent reports directly to Chief Deputy Auditor.

Recommendation: It is recommended that the revised job description be approved and the position remain classified as CO MOT III.

6. Property Customer Service Representative II

This position is currently classified as CO MOT III. The Property Customer Service Representative II position is responsible for the transfer of real estate property and maintenance of appropriate documentation, tax sale coordination, correction of taxing errors and subsequent refunds, and assisting the public.

Added job duties include: maintaining inventory of office supplies; and directing the County tax sale and tax sale redemption. Incumbent reports to Chief Deputy Auditor. Recommendation: It is recommended that the revised job description be approved and the I' position remain classified at COMOT III. I 7. ChiefDeputy I I This position is currently classified as SO. The Chief Deputy position is responsible for overseeing department operations and personnel; and formulating, coordinating, and I implementing new and current procedures in response to new legislation and guidelines.

Added job duties include: assisting in preparation of proper notification and advertisement of information regarding expenditures, budgets, and other related financial information; assisting with preparation of abstracts and settlements; and attending and participating in County Council work sessions and meetings. Incumbent reports to the County Auditor.

Recommendation: It is recommended that the revised job description be approved and the position remain classified at SO.

8. Payroll Representative

3 This position is currently classified as PAT III and is titled Payroll Financial Representative. The Payroll Representative position will be responsible for administering the County payroll, preparing specialized taxes, and coordinating tax reporting.

Added job duties include: working with other departments' staff to resolve payroll issues and make payroll adjustments; updating payroll ledger with new direct deposit banks and new funds; updating employee records with changes to W-4's, status changes, and direct deposit; downloading vendor bills to balance billing invoices with employee deductions and reconcile with general ledger funds; and updating payroll database with new tax information, fringe changes, and retirement amounts.

The following job duties were deleted from the Payroll Representative position: assrstmg in conducting new employee orientations; serving as County's lead tax distributor; processing annual abstracts and semi-annual settlements; discussing purchases with Auditor; monitoring fund valances for individual departments; providing training and instruction for County personnel in claims process policies and procedures; assisting with annual budget hearing process; and assisting in preparation of proper notification and advertisement of State and County mandated information regarding expenditures, budgets, and other related financial information.

We have assessed this position respective of other positions in both the PAT and CO MOT job categories and factored the position using the Factor Evaluation System (FES) job classification point-factor guide charts for PAT and COMOTpositions.

Recommendation: It is recommended that the revised job description and title change be approved and the position be reclassified to COMOT IV.

9. GIS Customer Service Representative

This position is currently classified as PAT III. The GIS Customer Service Representative position will be responsible for Geographical Information System (GIS) gathering data and drawings for the Auditor's Office; analyzing and disseminating information needed for maintenance; transferring of real estate property; processing metes and bounds deeds; and maintaining and editing base parcel layer and subdivision layer in GIS system.

Added job duties include: maintaining and editing the base parcel layer and subdivision layer in the GIS system for all county users; receiving and responding to questions from the public regarding GIS data; processing geographic information queries and outputs; completing and preparing various reports; processing forms for vacation ordinances and corporate annexations; and overseeing the update and maintenance of County plat books and GIS system.

We have assessed this position respective of other positions in the PAT job category andre-

4 factored the position using the Factor Evaluation System (FES) job classification point-factor guide charts for PAT positions.

Recommendation: It is recommended that the revised job description be approved and the position be reclassified to PAT II.

10. Comptroller

This position is currently classified as PAT IV and is titled First Financial Representative. The Comptroller position is responsible for the formulation, implementation and administration of the County's general and subsidiary ledgers.

Added job duties include: preparing monthly financial statements, including troubleshooting and processing journal corrections; serving as County's lead tax distributor; auditing County pay claims; assisting Department personnel with annual budget hearing process; assisting in processing and dispersing documents and overseeing distribution of tax monies; coordinating with Treasurer's Office in maintaining and processing license excise tax distribution ledgers; preparing and submitting additional County Council appropriations to D LGS and posting into general ledger; and preparing notification and advertisement of State and County mandated information regarding expenditures, budgets and other related financial information.

The Comptroller position requires a Baccalaureate Degree in Accounting, Business, or Mathematics.

We have assessed this position respective of other positions in the PAT job category andre factored the position using the Factor Evaluation System (FES) job classification point-factor guide charts for PAT positions.

Recommendation: While the total factor points increased from 405 points to 485 points, it is not enough to upgrade the position. Therefore, it is recommended that the revised job description and title change be approved and the position remain classified at PAT IV.

5 .J/ 2013 COMPENSATION POLICY with HOURLY RATES

I (35 Hours) $22,483.21 (Hourly Rate) $12.35 $12.98 $13.61 $14.85 $12.35 $12.98 $13.61 $14.85 II (35 Hours) $24,275.09 $25,510.35 $26,745.60 $29,225.86 $27,742.96 $29,154.68 $30,566.40 $33,400.98 (Hourly Rate) $13.34 $14.02 $14.70 $16.06 · S13.34 $14.02 $14.70 $16.06 $26,085.44 $27,426.97 $28,768.50 $31,424.14 $29,811.93 $31,345.11 $32,878.28 $35,913.31 (Hourly Rate) $14.33 $15.07 $15.81 $17.27 $14.33 $15.07 $15.81 $17.27 IV (35 Hours) $28,246.79 $29,710.42 $31,174.05 $34,084.26 $32,282.04 $33,954.76 $35,627.48 $38,953.43 (Hourly Rate) $15.52 $16.32 $17.13 $18.73 $15.52 $16.32 $17.13 $18.73.

$13.47 $14.16 $14.84 $16.21 $13.47 $14.16 $14.84 $16.21 .TC II (40 hour) $26,214.76 $27,557.16 $28,899.56 $31,590.40 $29,959.72 $31,493.90 $33,028.07 $36,103.31 (Hourly Rate) $14.40 $15.14 $15.88 $17.36 $14.40 $15.14 $15.88 $17.36 TC Ill (40 hour) $28,043.58 $29,485.37 $30,927.15 $33,825.63 $32,049.81 $33,697.56 $35,345.31 $38,657.87 (Hourly Rate) $15.41 $16.20 $16.99 $18.59 $15.41 $16.20 $16.99 $18.59 TC IV (40 hour) $29,872.41 $31,414.02 $32,955.63 $36,060.87 $34,139.90 $35,901.74 $37,663.57 $41,212.42 $16.41 $17.26 $18.11 $19.81 $16.41 $17.26 $18.11 $19.81 $33,118.60 $34,757.63 $38,019.00 $35,976.64 $37,849.83 $39,723.01 $43,450.29

Jz (Hourly Rate) $13.26 $13.94 $14.61 $15.96 $13.26 $13.94 $14.61 $15.96 Clv POLE II (40)- 2132 hrs $25,305.50 $26,599.40 $27,693.31 $30,461.13 $26,920.57 $30,399.32 $31,676.07 $34,635.56 (Hourly Rate) $13.90 $14.62 $15.33 $16.75 $13.90 $14.62 $15.33 $16.75 Ctv POLE Ill (40) - 2132 hr $26,610.77 $27,977.24 $29,343.71 $32,076.47 $30,412.31 $31,973.99 $33,535.67 $36,656.62 (Hourly Rate) $14.62 $15.37 $16.12 $17.62 $14.62 $15.37 $16.12 $17.62 Clv POLE IV (40)- 2132 hr $26,350,00 $29,613.54 $31,277.07 ·$34,203.26 $32,400.00 $32,930.11 $35,745.22 $39,069.44 (Hourly Rate) $15.56 $16.36 $17.19 $16.79 $15.56 $15.63 $17.19 $16.79 Clv POLE V (40) - 2132 hrs $32,547.27 $34,243.50 $35,939.73 $39,332.19 $37,196.66 $39,135.42 $41,073.97 $44,951.07 (Hourly Rate) $17.66 $16.62 $19.75 $21.61 $17.88 $18.82 $19.75 $21.61 Clv POLE VI (40)- 2132 hr $34,990.76 $36,622.74 $38,654.72 $42,318.66 $39,989.45 $42,083.14 $44,176.63 $48,364.21 (Hourly Rate) $19.23 $20.23 $21.24 $23.25 $19.23 $20.23 $21.24 $23.25 Clv POLE VII (40)- 2132 hr $38,120.07 $40,125.90 $42,131.73 $46,143.39 $43,565.80 $45,858.18 $48,150.55 $52,735.31 Hourlv Rate) $20.95 $22.05 $23.15 $25.35 $20.95 $22.05 $23.15 $25.35

Merit POLE I (40)

(Hourly Rate) .:JliO,O.j :j>"l {.:.:S!:l $18.25 $19.96 $16.53 $16.64 $16.25 Merit POLE II (40) $32,547.27 $34,243.50 $35,939.73 $39,332.19 $37,196.88 $39,135.42 $41,073.97 $44,951.07 (Hourly Rale) $17.88 $16.62 $19.75 $21.61 $17.66 $18.27 $19.75 $21.61 Merit POLE Ill (40) $34,990.76 $36,622.74 $36,654.72 $42,316.68 $39,989.45 $42,063,14 $44,176.63 $46,364.21 (Hourly Rate) $19.23 $20.23 $21.24 $23.25 $19.23 $19.66 $21.24 Merit POLE IV (40) $36,367.96 $38,297.56 $40,207.17 $44,026.37 $41,586.24 $43,768.65 $45,951.05 $22.09 $24.19

PAT I (35 Hours) $29,622.93 $31,156.69 $32,690.46 (Hourly Rate) $16.26 $17.12 $17.96 $19.65 $16.26 $17.12 $17.96 $19.65 PAT II (35 Hours) $31,537.62 $33,177.76 $34,817.90 I $38,098.17 li I $36,042.99 I $37,917.44 I $39,791.89 I $43,540.77

.33 (Hourly Rate) $17.33 $18.23 $19.13 $20.93 $17.33 $18.23 $19.13 $20.93 PAT Ill (35 Hours) $33,496.17 $35,245.11 $36,994.06 $40,491.95 $38,281.33 $40,280.13 $42,278.92 $46,276.52 (Hourly Rate) $18.40 $19.37 $20.33 $22.25 $18.40 $19.37 $20.33 $22.25 PAT IV (35 Hours) $35,471.15 $37,329.82 $39,188.49 $42,905.82 $40,538.46 $42,662.65 $44,786.84 $49,035.23 $19.49 $20.51 $21.53 $23.57 $19.49 $20.51 $21.53 $23.57 $38,734.18 $40,774.12 $42,814.07 $46,893.96 $44,267.63 $46,599.00

NOTE: for Longevity purposes years of service must be continuous. For salary compensation, midpoint Is reached when the employee has a total of three (3) years ot service with Monroe County. This does NOT have to be contlnous but does have to be full time service with Monroe County Government. All salaries that do not end In .00 dollars will be rounded up to the next .00 dollar, except for hi-outliers.

~¢ Auditor Steve Saulter

Chief Deputy Therese Chambers '1-

Admin Assistant 2nd Financial Payroll Deputy Claims Rep GIS Coord Property Deputy Property Deputy Property Deputy 1st Financial Marilyn VACANT Linda Lentz Melissa Patterson Susie Johnson Kyle Sturgeon Amy Lette!!eir Rebecca Borden Stonescipher Mike Horsley

as- Au~i!or Sieve Saulter

Spring Settlement. Fall Settlement. Abstract. Calculate Taxes. Interface Avs, tax rates. Certify NAV's; Corre·cttons. Oversee. and manage property Chiei Dep

Tax Sale CocrtJinalor Property Depu,ly 2nd Financial P;;yrllll Oepuly Clalmo Rep Admin Assiotant GISCocrtl Kyle·SMgaon PropMy Oepuly Mike Hor~tey lsi Financial VACANT Linda L•n\~ Nlelissa·Pal\erscn Ma

-Generalletlger & Verify all county Receive claims from Attend all Council and GIS data creation, jAll parts of. tax Deed transfers. File property tax Receipts ledger dept. payroll departments. Comm'r mtng. edit, & maint sale. Customer service al deductions. maintenance. vouchers. Audit claims to verify Prepa(e mtg Geo·mi>.pping.& sub Excise/BMV tax counter and on Property transfers. InCluding In-house Maintain ·all original receipts/ agendas, packets & division creation, disbursemnt. phone. Investigates hOme transfer, creation employee changes invoices attached. mins including Process property Enter &·track non Updates property stead fraud, remove of lines and 'funds, in operating system. Verify totals on uploading to county transfer docs. tax· entity deductions per fraudulent claims, & ensure accuracy of Maintaih/file bi-wkly, invoice match web calendar Records property deductions. county death record. calculate \axes owed. all po~tings. monttlty, quqrterly & voucher. Maintenance of all transfers, Transieht Process weed & Balance a!! work in annual county taxes. Verify correct Funds Count contracts, Process tax exempt Merchant records sewer liens & flies Auditor's office Verify emploYee are Peing charged. resotu ions and & deduct apps. mJint releases of liens. daily including deducton for Verify/request ordinances. Process metes· & Balance cash Enter Enterprize zone payroll, claiins and benefits. current we. Update and maintain boundS deeds. drawer daily. & ERA abatements & receipts. Input employee Enter all Wss and in- Audltorweb. Process Classified Customer Servic m<:~intain recotds. Excise and COlT deduction. house transfers. County salary ord Forest changes. at counter and on Serves as second for dibursements. Process/distribute all Run checks. malntnc. Receive pmts for Phone. Chief Deputy Auditor. Wheel, surtax, claims for insurance BMV/Excise receipt property transfers attend trainings and education plates, benefits. and cashbook main· Maintain TIF provide backup. and innkeepers AudiVmaintain Prepare and maint:;~in Districts. Customer serviCi'l at disbursements to payroll funds. legal ads. Updates property counter. and on State. Process direct Ml:!inta:in record of records cards. phone. Settlement deposits. Sheriffs meal Assists with. Tax checks. Process checks. expenses. Sale. Assist county Maintain/verify all Attend & record bid Plat book & GIS employees having PERF billing, openings and·keep tab ma·rnt. problems with Track employee sheets. Vacation ordinances reports or security days off. All secretarial & corp. ;;:~nnexations. issues with Harris. Maintain office functions of office. CuStomer Service at calendar. counter and on phon·e.

.$&> McKim-yes Thomas-yes

Motion passes.

(Thomas) Thank you.

Kelson moves for approval of fund 0101-002 auditor with totals in the lOs $544,806.69; 20s $0; 30s $0 for a bottom line of $544,806.69. Simultaneously move for approval of fund 0220 auditor's ineligible deductions with totals in lOs $5,382.50, 20s $10,000; 30s $22,800 for a total of $38,182.50. Simultaneously move for approval of plat book update fund 9912 with totals in lOs $10,765; 20s $2,000; 30s $8,000 for a bottom line of $20,765.

McKim seconds the motion.

(Gerstman) Good evening council. I have reduced my general fund budget by approximately 16% from last year. I have done that through attrition and also moving my 20s and 30s into another fund. We have lost two positions to attrition and have two positions that have been reclassified. I will petition the council to allow those salaries to remain at the 2011 level so that those people do not take a pay cut.

(Thomas) That's it?

(Gerstman) Rhonda (Foster) could elaborate if you have questions about those reclassifications.

(Thomas) Let's see if there are questions. This is on all three funds.

(McKim) Okay so on the positions that you have eliminated, one of those is currently paying out the person who is serving as a solid waste district manager, is that right?

(Gerstman) Yes sir.

(McKim) So that position will disappear from your budget at the end of this year but we will need to create that position in the new.

(Gerstman) It's actually not even in this budget; we are simply paying it through hourly at this time.

(McKim) Okay

(Thomas) So it's out of0101?

(Gerstman) Yes I (Thomas) Okay

County Council September 21, 2011 Budget Session Page22 of75 I (McKim) Okay but that position will need to be created in the new solid waste district reverting I fund? I (Gerstman) Yes sir but with the hourly additional for HR.

(McKim) Right now we get to where I want to make sure there isn't an issue with paying this person come January 1st. Is that going to be an issue? HR she has other hourly that she can spend do her work but in this case we don't want this person.

(Gerstman) I think we will handle this pretty quickly, won't we Steve (Saulter)?

(Saulter) Yes

(Gerstman) I don't anticipate a problem paying her, no.

(McKim) Okay

(Gerstman) The appropriation is not there. As long as we get this into place in January I think we will be fine.

(McKim) Okay so what you are saying is that we just have to make sure that is on our agenda for the every first meeting in January.

(Gerstman) Absolutely.

(McKim) Okay I just want to express that concern. When you moved your 20s and 30s to ...

(Gerstman) The auditor's ineligible deduction fund.

(McKim) What's the balance on that fund?

(Gerstman) The balance as of September 2"d is $36,651. We will be aggressively pursuing other counties. This only reflects revenue that we have received within Monroe County. Over the coming months we will be aggressively pursuing other counties. I have heard fabulous reports from Portage County. I think they had some magical number of $600,000.

(McKim) So people who are double dipping essentially?

(Gerstman) Yes absolutely. So we have been pursuing those duplicate homesteads in Monroe County now we are going to pursue them outside Monroe in other counties.

(McKim) Good work.

(Gerstman) Thanks.

(Allison) I suppose I sound like a broken record when I say this but with the fed talking about reducing rates again it points out that we have these global forces in the mortgage market that can

County Council September 21, 2011 Budget Session Page 23 of75 swing the volume widely one way or another. This could be who knows maybe our next stimulus package might mean a wholesale refinancing made available to all people with a mortgage which could really drive up volume at the same time the banks and their little tricks.

(Gerstman) Sam (Allison) we won't see that. We only receive revenue when a property is transferred so when someone refinances that is money or revenue that the recorder will see.

(Allison) I'm talking about in terms of volume of work and everything else. It impacts across the board in all the property record offices. So I just thought I would point that out.

(Gerstman) Sure, thank you sir.

(Langley) I just want to make sure that I am straight on this. We had reclassifications of several positions. Only one position that I can see on here is going to have a salary decrease.

(Foster) There would have been two.

(Langley) There would have been two. I'm trying to find the other one.

(Thomas) We are going to correct that in a moment. Is that what you are talking about?

(Foster) No that is not what I am talking about. It would have been line 10.0011 and 10.0004 would have been the two.

(Thomas) So do those need to be adjusted?

(Kelson) Can I jump in?

(Thomas) Yes

(Kelson) Let me try to explain. What happened on 10.0003 I do believe Mr. Langley is that reflects the fact that there was a shuffling in the department and the person who has been moved into that department has less seniority and has reached the three year mark. So that reflects the bump, no?

(Foster) No if you remember when the classifications came back it was a PAT 5. It would have been an increase and then the education requirement was not what we thought it was so we had to back that back down.

(Kelson) So we wrote the budget with a PAT 5 and now this is a PAT 4?

(Foster) Still a PAT 4, that's correct.

(Kelson) That explains it, okay.

(Foster) No that is not my issue either.

County Council September 21, 2011 Budget Session Page 24 of75 ..:19 (Thomas) Okay we will get to that, I promise.

(Kelson) The other two were the ones that were reclassified down where the auditor has asked us to grandfather the salaries and has written them in under that manner.

(Gerstman) That's lO.OOll and 10.0004.

(Foster) Correct

(Thomas) And those are correct because they are listed.

(Langley) What about 10.0005 the appropriated in 2011 was $27,769 proposed is $25,085?

(Gerstman) Yes in filling that position since the person vacated it, the salary dropped slightly.

(Foster) That is the salary issue too. That person is going to hit their one year mark next year.

(Thomas) Okay so let's go ahead and address that now.

(Foster) So it would need to be $26,427 because they will hit the one year in 2012.

(Allison) Is that prorated through the year or is that?

(Foster) No we decided not to prorate those so.

(Thomas) That's I 0.0005?

(Foster) Correct

Kelson asks unanimous consent to amend line to $26,427.

(Thomas) Any objection? Okay thank you.

(Foster) There is one more.

(Thomas) Okay well let's finish this first.

(Foster) Okay

(Langley) That's it for right now but I may want another round if that's okay.

(Kelson) I appreciate the efforts that the auditor has done to reduce the size of the budget and the plans for restructuring the department. I am supportive of those efforts. I am always afraid of seeing things where 20s and 30s go to zero. I appreciate that you are taking it from another fund but I think we need to double check next year to look at the sustainability on that fund. That seems to me to be in danger of being maybe one time money or certainly less than.

County Council September 21, 2011 Budget Session Page 25 of75

I (Gerstman) Yes it is an unstable fund.

(Kelson) It's an unstable fund so I think we all need to be aware of the fact that this department has significant 20s and 30s that we should be aware of. The other question is how much money are we spending out of unappropriated funds?

(Gerstman) Well tax sale definitely but those all come back to us. Then we have the auditor's conferences and the treasurer's conferences and the assessor's conferences and I'm not quite sure ...

(Kelson) How many dollars?

(Gerstman) What would you say Steve?

(Saulter) Somewhere between $50,000-$100,000 on average. That does not include the refund issue so you are talking strictly about expenses that the auditor mentioned.

(Kelson) Thank you.

(Gerstman) You're welcome.

(Hawk) I am concerned about the flow of money. When it's time to write the first paycheck

(Gerstman) Regarding the solid waste?

(Hawk) Right. From what line are you going to pay that?

(Gerstman) Steve do you think we could

(Saulter) It's the intent that once upon the creation of said fund that the first paycheck will pertain to 2012 so therefore you would write it on an appropriation inside that new fund.

(Hawk) But you won't have an appropriation that would be approved by the state in time to write for the first check. Do you see what I am saying? I am just concerned; nobody wants to miss a paycheck.

(Gerstman) Of course not. We won't let that happen. We could quickly move money around and then restore it once the solid waste.

(Thomas) We could move it from another salary line.

(Hawk) As long as you think you have got it covered. I just don't want somebody sitting there without a paycheck because we didn't think about what line it was going to come from, whether the appropriation was. We will all get into trouble, well the auditor's office will, if you pay something without an appropriation.

(Gerstman) Right, thank you.

County Council September 21, 2011 Budget Session Page26 of75 1-! (Kelson) The thing is they are going to have to move money around in the lines to pay for it for the time being. They have plenty in their I Os to do it; it's just keeping the books straight.

(Hawk) Right but what line are they going to pay it out of.

(Kelson) Right

(McKim) But January 1st they will have lots of money and lots of lines in the lOs.

(Kelson) Right, they could pay it from the full time health, dental, and life if they wanted to until it's replenished.

(Thomas) They could pay from anybody's salary because it will be a new year. I don't have anything to add except to say that I appreciate your hard work and working on this. I do hope that these other funds will remain viable in the future but at least for now, even if it's just for a year we can take a break off of county general. That's a great thing and we can definitely keep an eye on it and keep us posted if we need to change things back next year.

(Hawk) I think DLGF is going to frown on it but whatever.

(Gerstman) Absolutely, okay.

(Thomas) I appreciate your efforts to really streamline the way the department runs and make some changes that have saved a lot of money.

(Allison) Yes absolutely.

(Thomas) Any other comments or questions?

(McKim) Yes I· (Langley) I have one.

(Thomas) Go ahead Geoff.

(McKim) I'm not sure I want to raise this but what kind of can of worms are we opening by grandfathering salaries?

(Gerstman) I think HR might shed light on that.

(Kelson) Historically we did have some downward reclassifications. I believe they were last year; they may have been the year before. There was one in corrections, one in the sheriffs office, and one in the health department. The one in the health department was grandfathered at the existing salary level after a very aggressive petition from the commissioner's. The other two were allowed to go down.

County Council September 21, 2011 Budget Session Page 27 of75 (Foster) We had two that decreased this year in the clerk's office also.

(Kelson) Right and did they go down?

(Foster) Yes

(Kelson) They went down. I don't like the fact that we have done this on kind of an ad hoc one at a time kind of a basis but we have not established a policy at this point.

(Thomas) So maybe PAC can do that for the future.

(Kelson) We could make a recommendation for the future on it I suspect. That maybe something to talk over with department heads. I think in the case here, I think your mileage may vary about whether you want to do it on this one or not.

(McKim) I have to say I am not a fan of cutting existing employees pay. This action if we pass this budget tonight, these comments will definitely come up if and when we re-visit the in grade supervisor discussion at a future date. I guess I will just say that so I support the budget as is. I also appreciate your efforts to try to voluntarily reduce expenses and to reduce personnel through attrition.

(Gerstman) Thank you.

(Thomas) Other council comments or questions? Councilor Langley?

(Langley) No that was addressed, that was my concern. I had the same concern and I'll support the budget as is as well.

(Thomas) Okay, anyone else?

(Allison) Looks great, thank you Amy.

(Kelson) I think lacking a policy we should follow our hearts on this one. I don't think that this reflects on any other vote past or present. My other concern is regarding the thing that councilor Hawk just brought up. It came up in the previous budget as well with the solid waste money. That fund does not exist, there is no history with that fund and there have never been appropriations in that fund. I am inclined to leave the money in here or to put the money in here for that position, or put the money in the HR department's budget and then repay it to general next year as opposed to pretending there is going to be an appropriation that is going to come on the calendar we want it to come. We can do that in 2013 when that is an exstamp fund that has a history but when you don't have a history and you don't have an advertisement for a 2012 fund what we are doing is basically creating a situation where in this case the auditor is going to have to shuffle money from one line into another line to pay a salary for several months and then come back and restore the money. It just seems like extra bookkeeping when we could do it all by just paying a check after the appropriation is approved. I am willing to go with it the way it sits now but

(Thomas) Tomorrow we can revisit.

County Council September 21, 2011 Budget Session Page 28 of75 (Kelson) I just think we might want to revisit that tomorrow and let councilors think about it over night.

(Hawk) I think you should revisit it right now because I think we are going to get written up doing it some other way.

(Kelson) Well we can get an opinion on that.

(Thomas) This will be before we have a final hearing. This will be for tomorrow; we will talk about it tomorrow.

(Hawk) No, I don't think I'm going to be here tomorrow is the reason I am saying.

(Thomas) Oh, I didn't know that.

(Hawk) I said from the beginning when you scheduled these things that I was not.

(Kelson) I'll accept it the way it is right now but I would like to think about that and perhaps see if we can get an opinion from the state board of accounts. Yes, I know they never give us opinions but until after.

(Thomas) But we can look at the legal ramifications of that. You had another thing Mrs. Foster.

(Foster) I did, it's one of those $1 ones but I'm trying to be consistent here with all the salaries. I 0.0008 should be $28,711.

Kelson asks unanimous consent to change line 10.0008 to $28,711.

(Thomas) Any objection? Alright, okay. Anything else?

(Hawk) May I ask a question?

(Thomas) Sure

(Hawk) Just to clarify this. Are you stating that at this time there is no plan to reduce the salary line of the long term dedicated county employee that's in there?

(Kelson) I haven't seen a motion. Have you?

(Hawk) No but I heard conversation back and forth well PAC is going to do this or whatever.

(Kelson) Well that could do anything to it.

(McKim) That's about making a policy recommendation for future actions.

(Kelson) A future policy recommendation.

County Council September 21, 20 II Budget Session Page 29 of75 (Hawk) Okay

(Thomas) Okay? I'd be happy to entertain a motion on each fund separately.

Kelson calls the question on the amended bottom line of 0101-002 of $546,718.68.

Stonecipher calls roll.

Hawk-yes

(Hawk) I am very concerned about moving over to a budget that is not sustainable. That just buys you time but not much.

Allison-yes Henegar-yes McKim-yes Thomas-yes Kelson-yes

(Kelson) I share Marty's concerns.

Langley-yes

Motion passed.

Kelson calls the question on fund 0220 auditor's ineligible deductions with bottom liue of $38,182.50.

Stonecipher calls roll.

Allison-yes Henegar-yes McKim-yes Thomas-yes Kelson-yes Langley-yes Hawk-yes

Motion passes.

Kelson calls the question on 9912 plat book update with a bottom liue of $20,765.

Stonecipher calls roll.

Henegar-yes McKim-yes

County Council September21, 2011 Budget Session Page 30 of75 PERSONNEL ADMINISTRATION COMMITTEE (PAC)

REQUESTED AGENDA INFORMATION FOR PAC MEETINGS

TITLE OF ITEM THAT APPEARS ON THE PAC AGENDA: 2014 Budget And The State Reimbursement Program

DATE ITEM WILL APPEAR ON THE PAC AGENDA: 6AUG13

CONTACT PERSON: Michael E. Hunt PHONE NUMBER: 349-2590

Presenter at PAC Meeting if other than Contact Person: SAME

OFFICE/DEPARTMENT: Public Defender

EXECUTIVE SUMMARY: (Please attach supporting documentation for your request) Letter to the County Council is attached

Printed name Michael E. Hunt

Signature MONROE COUNTY PUBLIC DEFENDER Chief Public Defender 304 N. Morton Street Deputy Public Defenders Michael Hunt Stuart Baggerly Bloomington, IN 47404 David Collins Leneigha Downs Kara Hancuff Chief Deputy Public Defender PH: 812-349-2590 FAX: 812-349-7306 Tonja Kinder Michael Spencer Kara Krothe Derrick Mason Jason Meredith First Deputy Public Defender Jeremy Noel Phyllis Emerick Amy Payne Noah Williams

DATE: July 25, 2013 TO: Monroe County Council FROM: Michael E. Hunt, Chief RE: 2014 Budget Request

In preparation for the 2014 budget hearings I have attached the Notice of Changes to Standards G and E from the Indiana Public Defender Commission. I believe in order to comply with the Standards, the following salaries should be implemented effective January 1, 2014:

Position Year County General Supplemental Annual Salary Additional Funding Chief 1000-271-10.0001 1200-000-10.0001 Public 2013 $51,346 $69,355 $120,7011 Defender 2014 $69,757 $69,355 $139,1122 $18,411

Chief 1000-271-10.0003 1200-000-10.0008 Annual Salary Deputy 2013 $54,487 $36,039 $90,5263 PDefender 2014 $69,545 $36,039 $105,5844 $15,058

First Deputy 1000-271-10.0007 1200-000-10.0016 Annual Salary Public 2013 $54,778 $7,915 $62,6935 Defender 2014 $55,996 $7,915 $63, 9116 $1,218

Deputy 1000-271-10.0004 NA Annual Salary Public 1000-271-10.0006 NA 1000-271-10.0008 NA Defenders 100Q-271-10.0009 NA 1000-271-10.0010 NA 2013 $54, 778 $54,778 2014 $63,911 $63,9117 $45,665 TOTAL ADDITIONAL FUNDING $80,352

1 Chief Public Defender Annual Salary= $120,701 reflects a 3.1% increase effective 1 July 13 2 Chief Public Defender Annual Salary~ $139,112 per State Reimbursement Program effective I JAN 14 3 Chief Deputy Public Defender Annual Salary =$90,526 reflects a 3.1% increase effective 1 July 13 4 Chief Deputy Public Defender Annual Salary~ $105,584 per State Reimbursement Program effective I JAN 14 5 First Deputy Public Defender Annual Salary~ $62,693 reflects Supervisor effective I JAN 13 6 First Deputy Public Defender Annual Salary= $63,911 per State Reimbursement Program effective I JAN 14 7 Five Deputy Public Defender Annual Salary@ $63,911 each per State Reimbursement Program effective I JAN 14 Additionally, we respectfully request the following new positions to ensure the adequate staffing requirement of the State Reimbursement Program is maintained:

Position Fund Source 2014 Salary Investigator County Generai1000-271-10.XX $35,940 Legal Secretary County Generai1000-271-10.XX $31,175

Given the council's direction to maintain status quo for departmental budgets in 2014, our request is not submitted lightly, or without considerable thought.

The income and expenditures in the Supplemental Fund are now approximately equal. As such, I respectfully request our additional funding source be allocated from County General.

Respectfully, !Lot- Michael E. Hunt Chief Public Defender

MEH/dlo STATE OF INDIANA lfi~~~~).~ Ia'~~ '~J======:;;;;;;;;;======;::;::;;;:;; \ '. "" i:...J Mark w. Rutherford, Chairman '('~'·· .....••.•.J;/ PUBLIC DEFENDER COMMISSION Indianapolis ""---...!..~

Larry Landis Senator Brent Steele Indianapolis Bedford

Representative Greg Steuerwald Hon. Diane Ross Boswell 30 South Meridian Street, Suite 500 Danville Crown Point Indianapolis, Indiana 46204-3568 Hon. James R. Abler Senator Gregory Taylor (317) 232-2542 Rensselaer Indianapolis Fax (317) 233-6586 Representative Vernon Smith Andrew S. Roesener Gary Indianapolis Website: www.courts.in.gov/pdc Hon. Mary Ellen Diekhoff David J. Hensel E-mail: [email protected] Bloomington Indianapolis

TO: County Council Members County Public Defender Board Members Chief Public Defender Circuit Courts of Benton, Martin, Union and Warren Counties Preparer of Quarterly Request for Reimbursement

DATE: June 27, 2013

FROM: Deborah Neal, Staff Counsel Indiana Public Defender Commission

NOTICE OF CHANGES TO STANDARDS G AND E I -··--~----···--·--··-----·····------At the June 19, 2013 quarterly meeting of the Indiana Public Defender Commission, amendments were adopted to the Standards for Indigent Defense Services in Non-Capital Cases, specifically I Standards G and E. I

The amendment to Standard G states that in counties with established public defender offices, the salaries and compensation provided to the chief public defender and deputy chief public defender shall be the same as provided to the elected prosecutor and the chief deputy prosecutor in the county under IC 33-39-6-5; and that full-time public defense counsel's salary and compensation shall be the I same as the salaries and compensation provided to deputy prosecutors in similar positions with similar experience in the office of the Prosecuting Attorney, effective January 1, 2014. This equal pay includes any supplemental salary paid to Prosecuting Attorney by the county.

In the Commission Guidelines Related to Non-Capital Cases, the Commission eliminated the 6/08/95 guideline which stated "As it pertains to the ChiefPublic Defender's salary, the Commission

1-9 June 27,2013 Page 2 of2 defines 'substantially comparable' as not less than 90% of the Prosecutor's compensation." (See attached).

The amendment to Standard E now includes the qualifications necessary for public defense counsel to accept Children in Need of Services ("CHINS") and Termination of Parental Rights ("TPR") cases and for these cases to be eligible for reimbursement from the Public Defense Fund. Counties receiving reimbursement from the Public Defense Fund are allowed to submit requests for reimbursement on CHINSffPR cases assigned to qualified counsel with the third quarter request. Eligible cases are those assigned beginning July 1, 2013. (See attached).

For Preparers of Quarterly Requests for Reimbursement:

Salaries of Full-Time Public Defenders

Before January 1, 2014, please provide a copy of the County Salary Ordinance which contains salaries of prosecutors and public defenders. IdentifY the prosecutor and public defense salaries that are affected by the 6119/13 amendment to Standard G.

Reimbursement of CHINSffPR Cases

As counties prepare to request reimbursement for CHINS/TPR cases, it is necessary that you provide a Standards E & F Qualification Form for each attorney performing CHINS/TPR cases showing he/she has completed the 6 hours of continuing legal education. The certification may be submitted with the quarterly request for reimbursement. The form is available on the Indiana Public Defender Commission's website at http://www.in.gov/judiciary/pdc/2369.htm.

For the required 6 hours of continuing legal education in CHINS/TPR cases, the Commission has approved a CLE program prepared by the Marion County Public Defender Agency. To request a copy of the training DVD, contact Elana Salzman, staff counsel, [email protected] or Larry Landis at the Indiana Public Defender Council, [email protected].

xc: Members, Indiana Public Defender Commission County Auditors

Lilia G. Judson, Executive Director David Remondini, Deputy Executive Director I Indiana Supreme Court ,. Division of State Court Administration STANDARDS FOR INDIGENT DEFENSE SERVICES IN NON-CAPITAL CASES

STANDARD G. COMPENSATION OF SALARIED OR CONTRACTUAL PUBLIC DEFENDERS.

The comprehensive plan shall provide that the salaries and compensation offull-time salaried aaa eeftlraetual public defenders shall be s..Ss!antially eempara!Jie te the same as the salaries and compensation provided to deputv prosecutors in similar positions with similar experience in the office of the Prosecuting Attorney. The compensation of contractual public defenders shall be substantially comparable to the compensation provided to deputv prosecutors in similar positions with similar experience in the office of the Prosecuting Attorney. Cem~eru;a!ieR shall ffielaae, bHt is Ra! limitea to, reim1mrsement fer reasenable effiee eJ[j3enses aaa ether reasena!Jie, ineidental el'J3enses, e.g., ~heteeel'ying, !eng distenee tel9!'hene ealls, l'estage, aad travel. In counties that have established a countv public defender office. the salaries and compensation provided to the chief public defender and deputy chief public defender shall be the same as provided to the elected prosecutor and the chief deputy prosecutor in the county under IC 33-39- 6-5. Effective 111/14.

COMMISSION GUIDELINES RELATED TO NON CAPITAL CASES

06/08/95 /,sit l'ertains to the ChiefJ>ublie Defender's salary, the Cemmissien defines "sHbs!antially eeml'ara!Jie" as net less thaa 90% sf the Preseooter's eompoosatien. STANDARDS FOR INDIGENT DEFENSE SERVICES IN NON-CAPITAL CASES

STANDARDE

APPOINTMENT OF COUNSEL. The comprehensive plan shall provide for the appointment of trial counsel meeting the following qualifications.

5. To be eligible to serve as appointed counsel in CHINS/TPR cases, counsel shall possess the following qualifications:

a. An attorney shall have completed prior to appointment at least six (6) hours of training in CHINS/TPR practice in a course approved by the Indiana Public Defender Commission.

b. Any attorney with less than one (I) year experience in TPR Litigation or has not litigated at least one (I) TPR to completion must have co counsel in any TPR matter proceeding to trial. Co counsel shall have the required mtmmum experience and training. PERSONNEL ADMINISTRATION COMMITTEE (PAC)

REQUESTED AGENDA INFORMATION FOR PAC MEETINGS

TITLE OF ITEM THAT APPEARS ON THE PAC AGENDA: Request To Reclassify Case Managementffechnology Specialist From Pat Ii To Pat Iii

DATE ITEM WILL APPEAR ON THE PAC AGENDA: August 12, 2013

CONTACT PERSON: Beth Hamlin PHONE NUMBER: -3492064

Presenter at PAC Meeting if other than Contact Person:

OFFICE/DEPARTMENT: Prosecutor

EXECUTIVE SUMMARY: (Please attach supporting documentation for your request) Based on the increased demands placed on this position a desk audit was requested and classification review performed. The revised job description was fmwarded to WIS. WIS recommended the position move fi-om a PAT II to a PAT III. This is a request that Council reclassify the Case Management/Technology Specialist fi·om PAT II to PAT III

I Printed nameChris Gaal I Date6/11/2009

Signature Management Consulting Services Since 1979

Waggoner • Irwin • Scheele & Associates INC

MEMO

TO: Monroe County Personnel Administration Committee

FROM: Kent Irwin and Addie Rooker

DATE: August 1, 2013

RE: Classification Request- Case Management and Technology Specialist (Prosecutor's Office)

As requested, Waggoner, Irwin, Scheele, and Associates, reviewed the following classification request for the Prosecutor's Office.

Case Management and Technology Specialist

This is a reclassification request. This position was originally classified at COMOT IV. In August 2006, the position was reclassified from CO MOT IV to PAT II. The Case Management and Technology Specialist position is responsible for analyzing, evaluating, and reporting a variety of information; designing and maintaining department websites and specialized software programs; and providing training and support to department personnel.

Added job duties include: training department on technological needs; assisting TSD in identifying and resolving technical issues; maintaining configuration on copy/fax/printer/scam1er; maintaining paperless child support system; procuring, organizing, and presenting statistics for criminal prosecution; obtaining and screening recorded jail calls for inmates and providing information to attorneys; facilitating technology operations between Momoe County Sheriff, Bloomington Police Department, and Indiana University Policy Department; performing field work for obtaining audio/visual evidence such as scene photos and DVR systems; providing recommendations regarding replacement and new technology; and assisting attorneys with audio/visual presentations in trials, including performing interpretation and translation of forensic extractions from cellular and GPS tracking devices.

Added job requirements include: Baccalaureate degree in Computer Science with degree in Criminal Justice preferred; knowledge of reporting software, programming languages, and database software; and knowledge of audio engineering and video editing.

We have assessed this position respective of other positions in the PAT job category and re-factored the position using the Factor Evaluation System (FES) job classification point-factor guide charts for PAT positions. Recommendation: We factored the position at 345 factor points. Therefore, it is recommended that the position be reclassified from PAT II to PAT III.

,.i

I I I I

2 5.5 PERSONNEL ADMINISTRATION COMMITTEE (PAC)

REQUESTED AGENDA INFORMATION FOR PAC MEETINGS

TITLE OF ITEM THAT APPEARS ON THE PAC AGENDA: Request To Reinstate In Grade Supervisor Pay Of Prosecutor's Office Executive Director

DATE ITEM WILL APPEAR ON THE PAC AGENDA: August 12, 2013

CONTACT PERSON: Beth Hamlin PHONE NUMBER: -3492064

Presenter at PAC Meeting if other than Contact Person: Bob Miller

OFFICE/DEPARTMENT: Prosecutor

EXECUTIVE SUMMARY: (Please attach supporting documentation for your request) There remain several (-II) positions within the county that are paid at in grade supervisor level. This is a request that the Executive Director postion with the Prosecutor's office be reinstated at in grade supervisor pay given that this postion was the only postion within the county to be reduced from in grade supervisor pay to mid point during the 2013 budget process. The request is that this reinstatement occur effective 10/1113 (the date that this position is slated to be reduced from IGS level to mid point).

I Printed nameChris Gaal I DateS/2/20 13

Signature PERSONNEL ADMINISTRATION COMMITTEE (PAC)

REQUESTED AGENDA INFORMATION FOR PAC MEETINGS

TITLE OF ITEM THAT APPEARS ON THE .PAC AG_E;]"l_D_A_: _ ( Deleted: COUNCIL Request to Fill Vacant Full Time Deputy Position,.

DATE ITEM WILL APPEAR ON THE PAC AGENDA: 8112/2013

CONTACT PERSON: Judy Sharp PI-lONE NUMBER: 349-2703 ------Presenter at PAC Meeting if other than Contact Person:

OFFICE/DEPARTMENT: County Assessor -~~------

EXECUTIVE SUMMARY: (Please attach supporting documentation for )'Our request) I am requesting to fill a full time deputy position in my office that has been vacant since January 2013. The position was not requested to be filled immediately as I wanted to evaluate the work flow in my office. With cyclical reassessment, new construction and appeals beginning I feel at this time it is necessary for me to make this request. This is a COMOT IIJ position with an annual salary of $28,769 plus benefits.

817/2013 Signed Date

.57 POSITION DESCRIPTION COUNTY OF MONROE, INDIANA

POSITION: Deputy/Administrative Assistant to the PTABOA DEPARTMENT: Assessor WORK SCHEDULE: As Assigned CATEGORY: CO MOT III (Computer, Office Machine Operation, Technician)

DATE WRITTEN: January, 2007 STATUS: Full-time FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Monroe County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Deputy/Administrative Assistant to the PTABOA for the Monroe County Assessor's Office, responsible for coordinating the property tax assessment appeal process and assisting the public.

DUTIES:

Coordinates Property Tax Assessment Board of Appeals (PTABOA) functions, including receiving property tax appeals, maintaining accurate records and files, scheduling places and times of hearings, tracking progress of appeals to ensure adherence to state law for time limits of hearings and decisions and obtaining information necessary to defend assessments, such as neighborhood delineation maps, letters, and related information regarding tax bills.

Reviews appeal petitions to determine accuracy and accordance with state law and administrative requirements. Returns defective appeal petitions to taxpayer or taxpayer representatives with appropriate evaluation. Monitors deadlines for resubmitting petitions and sends notices of dismissal as appropriate. Attends various meetings and attends training sessions as required or needed.

Processes applications for non-taxable exemptions, including reviewing, investigating, and determining validity.

Notifies parties ofPTABOA hearings, including taxpayers, taxpayer representatives, attorneys, and witnesses. Mails notices, ensuring appropriate addresses.

Answers telephone, determines nature of call, answers questions or directs to appropriate individual or agency. Assists citizens at the counter by answering questions, making copies of documents or directing to appropriate individual or office.

Assessor- Third Deputy/Administrative Assistant to the PT ABOA, Pg. I Performs duties of other office staff as required. Assists other department personnel in entering residential and commercial data on computer, and making corrections to property sketches.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED. Associates degree and/or related previous experience preferred.

Possession of and ability to maintain possession of Level II Assessor/ Appraiser certification.

Working knowledge of state property tax code, appeals process, and assessing principles and techniques and ability to apply such knowledge to a variety of interrelated process and tasks.

Working knowledge of English grammar, spelling, and punctuation, and ability to use standard office equipment, including but not limited to computer, keyboard, copier, fax machine, telephone, and calculator.

Ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, taxpayer representatives, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to perform the statutory duties as prescribed for the County Assessor's Office as authorized by the Assessor.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written fonn.

Ability to occasionally work extended hours and travel out of town for training, sometimes overnight.

Possession of a valid Indiana driver's license and demonstrated safe driving record.

Assessor- Third Dcput.v/Administrativc Assistant to the PTABOA, Pg. 2 II. RESPONSIBILITY:

Incumbent performs duties according to a flexible, customary routine with priorities determined by seasonal deadlines and service needs of the public. Errors in incumbent's work are prevented through legally defined procedures and detected by supervisory review and//or notification from other departments and/or agencies. Undetected errors may result in loss of money and/or loss of time for correction.

III. PERSONAL WORK RELATIONSHIPS:

Incwnbent maintains frequent contact with other co-workers, other County departments, attorneys, taxpayer representatives, and the public for a variety of purposes including receiving daily assignments, ·explaining and interpreting departmental procedures and assuring proper accomplishment of duties.

Incumbent reports directly to Chief Deputy.

IV. PHYSICAL EFFORT AND WORKING ENVIRONMENT:

Incumbent perfonns duties in a standard office environment, in a vehicle, and in the field, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing up to 50 pounds, close/far vision, speaking clearly, hearing sounds/communication, and driving. Incumbent is exposed to normal hazards associated with driving a vehicle and working in the field, including exposure to inclement weather.

Incumbent occasionally works extended hours and travels out of town for the purpose of training/conferences, occasionally overnight.

Assessor- Third Deputy/Administrative Assistant to the PT ABOA, Pg. 3