POSITION PROFILE &APPLICATION PACKET: SUPERVISOR OF ...

POSITION PROFILE & APPLICATION PACKET: SUPERVISOR OF ASSESSMENTS FOR CAROLINE COUNTY, MARYLAND

Contents 1. Introduction & Qualifications 2. State of Maryland Position Description 3. Timeline & Process 4. Instructions to Applicants 5. Required References

Prepared by: Caroline County Commissioners Office April 2016

INTRODUCTION Caroline County government invites applications for the position of Supervisor of Assessments for Caroline County. The County Commissioners will forward the names of five qualified applicants to the Director of the State Department of Assessment and Taxation, who will make the final selection. This is a managerial position within State government. The Supervisor of Assessments is responsible for the effective and efficient operation of the local assessment office, including the valuation of real property, overseeing the day-to-day operations of the office, and supervising a diverse staff of professional and clerical employees. The minimum qualifications for the position are a Bachelor’s degree from an accredited college or university and two years of experience in a responsible management position or in the valuation of real property. Additional experience in management or real property valuation may be substituted on a year-for-year basis for the required education. Residency in Caroline County required within 6 months of appointment. Salary Range: $56,743 - $91,107, with an excellent package of State employee benefits.

THE IDEAL CANDIDATE In addition to meeting the minimum qualifications, the ideal candidate will possesses the following skills, experience, and personal attributes: 

The ability to understand, apply, and explain applicable Maryland law to a variety of internal and external customers

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Experience with the development of strategic goals and the successful implementation of process improvements and organizational practices that ensure responsive, customerfriendly services

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Experience with effective staff development and leadership, including effective hiring and evaluation, delegation, coaching, and motivation

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Private sector experience or demonstrated understanding of business sector challenges

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Experience with the principles and practices of public administration, governmental accounting, budgeting, and human resource management

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Experience with a broad variety of governmental services, including real property valuation, planning and land use, and community and economic development

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Experience in working with citizen boards and hearing processes

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A personal history of civic and community engagement

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A reputation for honesty and integrity, with demonstrated history of meeting the highest standards of personal and professional conduct

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A professional style that is open and personable, and which values teamwork, shares information willingly, and encourages open and transparent government

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A person with high energy and an enthusiastic attitude

STATE OF MARYLAND DEPARTMENT OF BUDGET AND MANAGEMENT OFFICE OF PERSONNEL SERVICES AND BENEFITS 301 West Preston Street Baltimore, Maryland 21201

POSITION DESCRIPTION PART I.

IDENTIFYING POSITION INFORMATION

ITEMS 1-6 to be completed by Agency Personnel Office. 1. PIN 2. CLASS CODE/GRADE Grade 20 3. SERVICE 4. IS THIS POSITION DESIGNATED AS A SPECIAL APPOINTMENT? YES MANAGEMENT 5. OVERTIME STATUS 6. AGENCY APPROPRIATION CODE EXEMPT 24.03.00 ITEMS 7-13 to be completed by the supervisor. 7.

Current Employee's Name, if applicable

8.

Class Title

Vacant

SUPERVISOR OF ASSESSMENTS CLASS C

Working Title, if different 9.

Department or Agency Name

STATE DEPARTMENT OF ASSESSMENTS & TAXATION

Division, Unit or Section 10.

Work Location/Address

11.

Name of Immediate Supervisor Title of Immediate Supervisor

12.

REAL PROPERTY

ASSESSMENTS AREA SUPERVISOR

Work Schedule: (Check all that apply) Permanent Day Shift

Rotating Shift

Permanent Evening Shift

Full Time

Permanent Night Shift

Part Time

Other (Explain) 13.

If applicable, how long has the current employee been performing the duties listed below?

PART II. ITEMS 1-7

POSITION FUNCTIONS If additional space is required, attach a separate sheet.

MAIN PURPOSE OF THE JOB: Briefly describe the main purpose of this position and how it related to the mission of the agency. This is managerial work with full responsibility for the operation of local county assessment office. The work involves the valuation of real property and overseeing the day-to-day operations of the office. Supervision includes a staff of professional and clerical employees.

ESSENTIAL JOB FUNCTIONS AND OTHER ASSIGNED DUTIES - List duty and responsibility statements that identify the essential job functions and other assigned duties. Essential job functions are the fundamental job duties of a position that if not performed will alter the job. (Identify essential job functions by highlighting, underlining, etc.) % of Time and/or Weight of Importance 30% - 3

20% - 3

10% - 3

10% - 3

10% - 3

Job Duty Respond to inquiries from the general public that involve highly technical issues relating property valuation and various legal topics by direct communication and task allocation. Review and approve annual reassessments to ensure that the final figures adhere to established standards of uniformity by following procedures and working with other staff. Work with local government agencies to resolve mutual problems by communicating with departments such as Finance, Park and Planning, Environmental Protection, Health, Housing and Community Development. Attend various public meetings representing the Department speaking on topics that relate to the assessment process. Respond to requests for information from headquarters, news media, State Legislators, County Executive, County Council and other agencies to ensure that work is completed in a timely and accurate manner. Requests may involve statistical data relating to the assessable base, number of accounts, policies, procedures and assessment law. Ensures that the State laws and regulations governing the Department are

10% - 3

10% - 3

administered and enforced by following established procedures and performing and assigning tasks as required. Handles Human Resources issues including hiring, promotions and grievances by following established procedures and performing and assigning tasks as required. Implement and administer assessment and Human Resources legislation and state directives and procedures by conducting meetings with staff in order that the legislation, directives and procedures can be communicated and administered in a clear and uniform manner. Organize an orderly work flow to allow for the timely reassessment of properties by following guidelines and effectively managing the staff.

3. LEVEL, FREQUENCY AND PURPOSE OF WORK CONTACTS: List the contacts that this position has with individuals within the division, agency and department as well as other State agencies, other government agencies, private companies, clients, customers, vendors and the general public. These contacts may be in person, in writing or by telephone. Indicate how often the contact occurs. State the purpose of each contact, for example, to provide information, to explain procedures or decisions, to persuade or negotiate. Departmental: Director, Deputy Director, Associate Director, Attorney General’s Office, MIS Director, Human Resources Administrator, Personal Property Executive and Manager, Charter Manager, Real Property State Supervisor, Area Supervisor; to periodically obtain or provide information or to obtain direction. Local Government: County Executive and Council, or County Commissioners, and/or Mayor and City Council, and all county and/or city departmental agencies; to occasionally provide information or explain procedures. News Media: Newspaper, radio and television; to yearly supply information or explain procedures. General Public: Property owners, Attorneys or Agents; to provide daily information or explain procedures or decisions. State Legislators: Senators and Delegates along with their staff; on occasion explain procedures and provide information. Other State Agencies: Property Tax Appeal Board, MD Tax Court, Circuit Court, or any other state agency; to testify or supply information on occasion.

4. DECISIONS AND RECOMMENDATIONS: List the decisions and recommendations that this position makes which are necessary to carry out essential job functions. State to whom recommendations are made.

a. Establishes or authorizes work schedule for office clerical and assessor staff. b. Recommends and sets local office policy that adheres to departmental objectives and concerns. c. Reviews all recommended changes by the assessor staff for appeals at supervisor appeal level. d. Reviews all Md Tax Court and PTAAB decisions for further appeal. e. Finalizes all MVI selection and land rates for general review, assuring uniform and consistent value estimates. f. Appoints, evaluates, hires, promotes all local office personnel and hears all local grievances.

5. EQUIPMENT USED - List equipment, machinery and tools used to complete this job, e.g. personal computer, calculator, typewriter, hand tools, measuring devices and lab equipment. Personal computer, fax machine, copy machine, automobile, various computer software and calculator.

1. NATURE OF SUPERVISION RECEIVED - Check the type of supervision that is given to this position. See instructions Part II, Item 6 for definition of terms. Close Supervision Moderate Supervision General Supervision Managerial Supervision 7. WORKING CONDITIONS: (Check all that apply) Work involves exposure to uncomfortable or unpleasant surroundings. (Explain) Exposure to weather, animals, construction sites, possible hazardous materials and hostile people. Work involves exposure to hazardous conditions which may result in injury. (Explain) Construction sites, uneven terrain, traffic conditions, unrestrained animals. Work involves special physical demands such as lifting 50 pounds or more, climbing ladders, etc. (Explain) Work requires use of protective equipment such as goggles, gloves, mask, etc. (Explain) Visit to construction sites may require the use of hard hat, sturdy footwear and/or safety goggles to protect against falling (fallen) material.

PART III

RESPONSIBILITIES FOR THE WORK OF OTHERS

This section should be completed if this position is responsible for the work of others. This includes full and part-time permanent employees, contractual or emergency employees, volunteers, reimbursable or loaned employees. If additional space is required, attach a separate sheet. NATURE AND LEVEL OF RESPONSIBILITY FOR WORK OF OTHERS: A supervisor assigns and reviews the work of other, trains employees, recommends the selection, promotion and termination of employees, approves leave and signs time cards, signs annual performance evaluations, determines and resolves procedural problems within the unit, serves as spokesperson for subordinates, explains policies and directives from management and issues formal disciplinary reminders, warnings and reprimands. A lead worker assigns and reviews the work of others, instructs and motivates worker, is available for immediate assistance or review and performs the work of the classification. a) Does this position supervise employees? b) Does this position lead employees?

Yes Yes

No No

If yes, to a or b, list the names and classifications of the employees that this position supervises or leads.

c) Check the ways that this position supervises or leads these employees. (check all that apply). X Assigns and reviews work X Approve leave, sign time card X Sign annual performance ratings X Interview & select new employees X Train employees X Discipline employees (counsel, recommend suspension & termination) Do any of the employees supervised have supervisory responsibility? If so, list them and the names and classifications of those they supervise or attach an approved organization chart. See attached organizational chart.

PART IV

PERFORMANCE STANDARDS

PERFORMANCE STANDARDS - For each essential job function described in Part II, list the standard(s) necessary for satisfactory performance. If additional space is required, attach a separate sheet. 1. Communicates with the public and staff in a courteous professional manner, exhibiting a non-discriminatory and lawful relationship per the Code of Ethics, the Maryland Assessment Manual and the Annotated Code of Maryland.

2. By April 1, Supervisors should have completed 60% of fieldwork as well as changes. All reassessment work should be valued and uploaded by October 1 of each year. Our goal is to improve statewide uniformity by achieving a current year sales ratio in the 95% to 98% range. The Supervisor should monitor current sales throughout the work year to assure that no assessment is excessive and that high degree of uniformity exists. 3. Operates the Assessment Administrator & Valuation System (AAVS) to create, merge, upload and download files, and execute programs (TDT’s) to cost, analyze, edit and report information reflecting accurate data and correct values. 4. New property work and appeal hearings must be efficiently scheduled and monitored. Supervisors should adopt production standards and monitor work progress accordingly. Appeal hearings should begin no later that the first week in February and assessors should finalize accounts within one week of the hearing, when possible. Supervisory personnel should monitor the hearings, as well as the results. The recommendations of the assessors must be reviewed by the Supervisor. (See Procedure 255/030/010). 5. Supervisors are required to adopt procedures that result in reasonable and correct values. Supervisors are also responsible to assure that all appropriate adjustments are made, but that no inappropriate adjustments are allowed. Appeal must analyze the reasons for reductions. The integrity of the sales file is of utmost importance. Office personnel must be trained on the proper coding of sales at the time of transfer. Supervisors should establish review procedures to improve the accuracy of this initial coding. 6. Performs supervisory observation in accordance with local office guidelines, departmental procedures and regulations. Manages the assessor staff to ensure completion of inspections and annual workload during the evaluation period.

PROCESS & TIMELINE April 8

Position Vacancy Posted & Advertising Begins

May 10, 4 PM

Deadline for Application Packets

May 11 – 13

Applications are Screened, Preliminary Criminal Records Check

May 19 & 20

Interviews Conducted by Panel  Sara Visintainer, Chief of Staff, Caroline County Commissioners Office  Cathie Moore, Comptroller, Caroline County Tax Office  Katheleen Freeman, Director, Caroline County Department of Planning and Codes  Rachel Barry, Small Business Development Manager, Caroline Economic Development Corporation

May 23 – 27

Director of Human Resources Conducts Reference Checks for Top Five Candidates

May 31

Panel Presents Recommendations to Commissioners (Closed Session)

June 1

Commissioners Forward Slate of Candidates to Director of SDAT

Please Note: State law requires the County Commissioners to submit a list of five qualified candidates to the Director of the State Department of Assessment and Taxation. This timeline is solely for the County part of the hiring process. After June 1, the process will transition to the State Department for completion.

INSTRUCTIONS TO APPLICANTS Applicants must submit all the materials listed below in order to be considered. Applications may be mailed or submitted electronically. Applications are due by May 10, 2016 at 4:00 PM. Please submit the following: 1. Letter of Interest 2. Resume 3. Required References

Applications and questions regarding the hiring process should be referred to: Patti Barton, Director Caroline County Office of Human Resources 103 Gay Street, Suite 1 Denton, Maryland 21629 Telephone: 410.479.4105 [email protected]

REQUIRED REFERENCES The following references are required. Reference checks will be conducted after first round interviews have been completed and will only be done for the top five candidates under consideration for finalist status. By listing these references, applicants are granting Caroline County permission to contact the individuals and/or organizations listed. Reference #1 – Professional Reference Name of Reference: Title of Reference: Organization Name: Email Address: Telephone:

Reference #2 – Personal/Character Reference (may not be a family member) Name of Reference: Nature of Relationship: Email Address: Telephone:

Reference #3 – Someone who has directly supervised you Name of Reference: Title of Reference at Time of Supervision: Organization at Time of Supervision: Email Address: Telephone:

Reference #4 – Someone you have directly supervised Name of Reference: Title of Reference at Time of Supervision: Organization at Time of Supervision: Email Address: Telephone: