Copy of Assessor-County Clerk-Recorder: Administration and Support

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 1,500 Conflict of Interest- Form 700s. The program processed over $16.2 million of documentary transfer tax distributions to twenty cities and the County in FY 2016-17.
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.
We have initiated the process to replace our outdated legacy systems, such as, a new Assessment Property Assessment System (APAS), a state-of-the-art Geographical Information System (GIS) and the modernization of the Assessor-County Clerk-Recorder's website. We have also proposed major enhancements and upgrades to our Information Technology (IT) Infrastructure and allocated funds for compliance with the County's SharePoint and Microsoft (MS) Exchange initiatives. We have developed our Continuity of Operations Planning (COOP) project blue print and are working on the implementation of key components of the blue print.
The department’s numerous policies and procedures will be organized and updated in the next two years. In FY's 2017-19 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 It is currently out of date and falls short of meeting the Assessor's Department customer service and staff needs.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 Remains Steady

Amount of Property Tax Collected for Taxing Agencies Decreased

Cost Per Capita Compared to Bay Area Counties

FY 2016-17 Year-End Story Behind Performance

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

84% of customer service respondents rated the services as good or better. This was below our FY 2016-17 Target of 90%. Part of this shortfall was due to low staffing levels particularly for FTEs. 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 decreased three percent from fiscal 2015-16 to fiscal 2016-17 (from $16.7M to $16.1M). There was an approximate one percent decrease in the number of recorded DTT transactions. Despite higher overall market property values, the amount of high value commercial properties in DTT decreased primarily as the result of the ratio of residential to commercial properties transferred.

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 2017-2018 and we are targeting roughly the same results as experienced in FY 2016-17. We plan to continue using this performance measure in FY 2017-18.

Cost Per Capita Compared to Bay Area Counties

The FY 2016-17 cost per capita of 36.23 is below the Bay Area benchmark amount of $39.32. Cost per capita is calculated as the total ACRE department gross spending divided by the population of San Mateo County. From FY 2015-16 through fiscal 2016-17, cost per capita was up from $31.82 to $36.23. This met the FY 2016-17 target of $39.37 or lower. In FY 2016-17, the cost per capita increased to $36.23 due to up front costs associated with the replacement of our Assessor computer system (ATS/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 and the 2016 Presidential General Election which occurs once every four years.

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: 09-18-2017