Assessor-County Clerk-Recorder: Administration and Support (1320P)

Program Outcome Statement

Maintain the Department's high quality technical and fiscal operations
Program Services
  • Administrative Support
  • Fiscal Support
  • Technological Support

Overview

The Administrative and Support program provides the Assessor, County Clerk-Recorder and Elections Divisions with administrative, fiscal and technological support as well as communications and legislative leadership. Administration and Support serves as the County’s filing officer for Loyalty Oaths and approximately 2,000 Conflict of Interest- Form 700s. The program processed over $18.0 million of documentary transfer tax distributions to twenty cities and the County in FY 2017-18.
The technical requirements and complexities of our four very diverse functions require significant administrative oversight. The first phase of the department’s reorganization has enabled management to better meet these challenges. We have initiated various operational improvements and increased operational efficiency in the Assessor’s Division.
The Department continues to move forward on our multi-years new Assessment Property Assessment System (APAS) and the implementation of a new state-of-the-art Geographical Information System (GIS).  Phase I of the Departments website modernization was implemented in February 2018 and many new enhancements will be rolled out during 2018.  The Department has continued expanding our use of the County’s SharePoint document management system to improve project management and the availability of policies and procedures. The Continuity of Operation Plan (COOP) is in the first phase of implementation and planning for Phase II has started.
The department’s numerous policies and procedures will be organized and updated in the next two years. In FY's 2018-19 the department will embark on facility improvements for our Elections facility at Tower Road, the County Clerk-Recorders, and the Administrative offices at 555 County Center in order to improve services and enhance design and layout.
The department will also install a new phone system at 555 County Center. It is currently out of date and falls short of meeting the Assessor's Department customer service and staff needs. 

Percent of IT Customer Service Respondents Rating Services Good or Better Improved

Amount of Property Tax Collected for Taxing Agencies Increased

Cost Per Capita Increased 

FY 2017-18 Year-End Story Behind Performance

Percent of Information Technology Customer Service Respondents Rating Services Good or Better

90% of customer service respondents rated the services as good or better. This was above our FY 2017-18 Target of 85%. We continue to work on ways to improve the internal IT customer service levels.

Amount of Documentary Transfer Tax Collected for Taxing Agencies

The amount of Documentary Transfer Tax (DTT) collected for taxing agencies increased from fiscal 2016-17 to fiscal 2017-18 (from $16.1M to $18.0M). This higher DTT amount was driven by higher property values and a higher number of transactions.

Given the substantial increase in property values that has already occurred as well as the projected gradual increase in interest rates, it is expected that the market will be relatively flat in FY 2018-2019 and we are targeting roughly the same results as experienced in FY 2017-18. We plan to continue using this performance measure in FY 2018-19.

Cost Per Capita

The FY 2017-18 cost per capita of 39.56 is below the target amount of $45.04. Cost per capita is calculated as the total ACRE department gross spending divided by the population of San Mateo County. From FY 2016-17 through fiscal 2017-18, cost per capita was up from $36.23 to $39.56. This met the FY 2017-18 target of $45.04 or lower. In FY 2017-18, the cost per capita increased to $39.56 due to up front costs associated with the replacement of our Assessor computer system (APAS), an increased headcount for positions being added in the Appraiser Division in order to meet the increased workload resulting from the large increase in commercial development throughout San Mateo County.

Future Priorities

  • New Technology: Address the replacement of our aging technology and legacy systems including new Assessment Property Assessment System (APAS), GIS, Voting System and website redesign.
Author: Jeff Bokura, Administrative Services Manager     Contact Email: jbokura@smcare.org     Date Created: 08-28-2018