Board Session Agenda Review Form

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1 MARION COUNTY BOARD OF COMMISSIONERS Board Session Agenda Review Form Meeting date: Jul 12, 2018 Department: Business Services Agenda Planning Date: Jun 28, 2018 Time required: Audio/Visual aids Contact: Colleen Coons-Chaffins, Business Services Director Phone: Department Head Signature: TITLE Issue, Description & Background Recommendation to adjust pay grades upward and update specifications for classification #322 Cartographer/GIS Technician, and #323 Cartographer/GIS Technician Senior. As part of the strategy to maintain Marion County compensation and classification programs, human resources (HR) periodically reviews classification specifications and pay ranges. The classification review ensures classification specifications reflect current industry language, standards and county practices, and positions are properly classified and placed in the appropriate pay range. This also brings the classification closest to the mean (0%) of market comparables within the county's current pay structure. Internal equity may also be used in determining appropriate compensation. Financial Impacts: Impacts to Department & External Agencies Options for Consideration: Recommendation: 1. Approve recommendation; 2. Do not approve recommendation 1. In Unit 06, MCEA, adjust upward pay range of class code #322 Cartographer/GIS Technician FROM 06.C48 A.K ($19.23 / $3, $25.74 / $4,461.60) -3.67% below market comparables. TO 06.C49 A.K ($20.14 / $3, $26.99 / $4,678.27) 1.13% above market comparables. Under FLSA, positions in this classification are non-exempt from overtime. 2. In Unit 06, MCEA, adjust upward pay range of class code #323 Cartographer/GIS Technician Senior FROM 06.C50 A.K ($21.04 / $3, $28.19 / $4,886.27) -1.21% below market comparables. TO 06.C51 A.K ($22.08 / $3, $29.60 / $5,130.67) 3.61% above market comparables. Under FLSA, positions in this classification are non-exempt from overtime. 3. Approve recommendation beginning of first pay period following approval by the Board. List of attachments: Personnel Findings and Recommendation Report Presenter: Copies of completed paperwork sent to the following: (Include names and addresses.)

2 MARION COUNTY BOARD OF COMMISSIONERS Board Session Agenda Review Form Copies to: Jan Fritz, Deputy County Administrative Officer; Colleen Coons-Chaffins; Business Services Director; Jane Vetto, County Counsel; HR Processing; HR Comp & Class; ASSESSOR'S OFFICE Tom Rohlfing, Assessor; Leslie Box, Administrative Services Manager; UNIT 06 MCEA/SEIU Latricia Straw, President; Trish Stephens, Representative;

3 MARION COUNTY HUMAN RESOURCES OREGON Personnel Findings and Recommendation Report Date: Jun 22, 2018 To: From: Re: Jan Fritz, Personnel Officer Colleen Coons-Chaffins, Business Services Director Recommendation to adjust pay grades upward and update specifications for classification #322 Cartographer/GIS Technician, and #323 Cartographer/GIS Technician Senior. Background Information: Discussion: As part of the st rategy to mainta,in Marion County compensation and classification programs, human resources (HR) periodically reviews classification specifications and pay ranges. The classification review ensures classification specifications reflect current industry language, standards and county practices, and positions are properly classified and placed in the appropriate pay range. This also brings the classification closest to the mean (0%) of market com parables within t he county's current pay structure. Internal equity may also be used in determining appropriate compensat ion. Functions performed by classification: #322 Cartographer/GIS Technician GENERAL STATEMENT OF DUTIES Under genera l supervision, performs routine and semi-complex cartographic and property ownership tasks, preparing ownership maps; corrects existing maps and records, or re-maps existing areas; determines and verifies land ownership; does related work as required. SUPERVISION RECEIVED Works under the general supervision of the GIS/ Cartographic Supervisor who assigns work as necessary and reviews performance. May also receive technical and functional direction from the Sr. Cartographer/GIS Technician who may assign and review work. SU PERVISION EXERCISED May be assigned to provide technical and functional direction to co-workers, and to new or temporary employees. #323 Cartographer/GIS Technician Senior GENERAL STATEMENT OF DUTIES Independent ly performs complex mapping tasks involved in preparing a variety of ownership maps; corrects existing maps and records, or re-maps existing areas; determines and verifies land ownership; gathers, interprets and compiles complex information to create and update maps and completes final and detailed maps; develops maps using a Geogra phic Information System (GIS); contributes to the maintenance and accuracy of the Assessor's Cadastral Geographic Information System (GIS); may also support county GIS functions by performing or overseeing preparation and entering of information into the cadastral map tax lot layer; does related work as required. SUPERVISION RECEIVED Works under the general supervision of the Cartographic/ GIS Supervisor, who assigns work and reviews performance. SUPERVISION EXERCISED May exercise technical and functional direction over Cartographer/ GIS Technicians and clerical support within the Map Room section; may assist supervisor in the assignment and review of work, and provide input in performance reviews of Cartographer/ GIS Technicians of a lower grade. In determining if classifications are appropriately compensated HR conducts a market review in accordance with county personnel rules and HR practices. The review identifies which pay grade will bring the

4 MARION COUNTY HUMAN RESOURCES OREGON Personnel Findings and Recommendation Report classification closest to the mean (0%) of market com parables within the county's current pay structure; in addition to these market findings, funding and internal equity are also considered when establishing the pay grade. After review, HR found these classifications to be below market. Recommendation: 1. In Unit 06, MCEA, adjust upward pay range of class code #322 CartographeriGIS Technician FROM 06.C48 A.K ($19.23 I $3, $25.74 I $4,461.60) -3.67% below market com parables. TO 06.C49 A.K ($20.14 I $3, $26.99 I $4,678.27) 1.13% above market com parables. Under FLSA, positions in this classification are non-exempt from overtime. 2. In Unit 06, MCEA, adjust upward pay range of class code #323 CartographeriGIS Technician Senior FROM 06.C50 A.K ($21.04 I $3, $ I $4,886.27) -1.21% below market com parables. TO 06.C51 A.K ($22.08 I $3, $29.60 I $5, ) 3.61% above market comparables. Under FLSA, positions in this classification are non:_exempt from overtime. 3. Approve recommendation Copies to: Copy of completed paperwork sent to the following: (Include names and addresses.) Jan Fritz, eputy County Administrative Officer; jfritz@co.marion.or.us "-uu=.-r... oons-chaffins; ccoonschaffins@co.marion.or.us Jane Vette, County Counsel; JVetto@co.marion.or.us HRProcessing@co.marion.or.us; HRCompCiass@co.marion.or.us ASSESSOR'S OFFICE Tom Rohlfing, Assessor; TROHLFING@co.marion.or.us Leslie Box, Administrative Services Manager; LDBox@co.marion.or.us UNIT 06 MCEA/5EIU Latricia Straw, President; LStraw@co.marion.or.us Trish Stephens, Representative; stephenst@seiu503.org

5 OREGON Cartographer/GIS Technician Class Code 322 Bargaining Unit: 06 Marion County Employees Association FLSA: Non-Exempt EEOC: 03 Technicians Department: Assessor GENERAL STATEMENT OF DUTIES Under general supervision, performs routine and semi-complex cartographic and propetiy ownership tasks, preparing ownership maps; corrects existing maps and records, or re-maps existing areas; determines and verifies land ownership; does related work as required. SUPERVISION RECEIVED Works under the general supervision of the GIS/Cartographic Supervisor Chief Deputy Assesor who assigns work as necessary and reviews performance. May also receive technical and functional direction from the Sr. Crutographer/GIS Technician who may assign and review work. SUPERVISION EXERCISED May be assigned to provide technical and functional direction to co-workers, and to new or temporary employees. DISTINGUISHING CHARACTERISTICS Crutographer/GIS Technician is the journey level class in the Crutographer/GIS Technician series. Responsible for all aspects of cadastral mapping, positions in this classification are characterized by the level of supervision required while completing assignments of limited complexity. However, as experience is gained, incumbents are expected to perform the full range of duties as assigned with increasing independence. This classification is distinguished from the higher level Sr. Cartographer/GIS Technician by the technical and functional direction of all lower-level Cartographer/GIS Technicians. EXAMPLES OF DUTIES (Duties may include, but are not limited to the following) 1. Under direction of Sr. Crutographer/GIS Tech or Supervisor updates/revises cadastral maps from parcel descriptions, deeds, surveys, comt orders, aerial photographs and recorded related records; prepares segregations, combinations, subdivisions and partitions ofprope1ty from various legal documents such as right-of-way deeds, property deeds, recording easements, surveys, plats, road plans and title transfer instruments; computes new parcel acres, assigns new tax lots and property I.D. numbers, and plots updated maps; prepares, maintains and amends the Assessor's layer of the GIS data sets. 2. Performs moderate to difficult title searches to establish correct parcel ownerships and descriptions. Analyzes and researches data through the use of tax maps, reference files; indentifies and updates GIS cadastral data 3. Provides suppmi to section Deed Clerks and others on deed questions and ownership; researches complicated deed and survey conflicts related to cadastral mapping and ownership of property using all resources available.

6 CARTOGRAPHER/GIS TECHNICIAN Page 2 of Produces maps utilizing GIS software technology as directed; proofs and reviews new maps for completeness and adherence to standards; files and maintains new map copies for retrieval by other staff for their uses in production. May provide ad-hoc mapping for internal/external customers. 5. Revises maps according to changes made in taxing district boundaries; works with Sr. Cartographer/GIS Technician to update the changes. 6. Operates Windows-based Workstations/PC's using ESRI software products as editing and maintenance tools. Operates large format printers/plotters and scanners to produce hardcopy mapping products. Trains or assists same-level or lower-level staff as needed; maintains knowledge and skills on cunent ESRI products and their relationship to cadastral cartography and its use in the Assessor's office. 7. Assists the public and answers questions concerning cadastral mapping and/or property ownership questions; Assists other staff within the office/county by answering questions concerning property boundaries, acreage figures, recent map changes and locations of physical features. 8. Performs other duties as assigned. EXPERIENCE AND TRAINING 1. Associate's degree in cartography, GIS, land surveying, engineering technology or related field; or two (2) years of training (Certificate) in a college or technical school in drafting, mapping, GIS, or a closely related field; AND 2. Two (2) years cartographic or drafting experience including cadastral mapping preferably using ESRI software products or other equivalent GIS/CAD software; OR 3. Any satisfactory equivalent combination of education, training and/or experience relevant to the position. SPECIAL REQUIREMENTS Must pass a criminal history background investigation; however, conviction of a crime may not necessarily disqualify an individual for this classification. KNOWLEDGE, SKILLS AND ABILITIES Considerable knowledge of cartographic principles and practices involved in the preparation of appraisal maps; working knowledge of computer-based mapping and processes to develop maps utilizing ESRI Geographic Information Systems (GIS); ; demonstrated knowledge of using GIS software to provide limited training for other users; ability to make simple to moderate computations using arithmetic, algebra, trigonometry and geometry necessary for cmiographic activities; ability to interpret legal descriptions and survey data; ability to work from written and oral instructions and to cmty out assigned tasks under supervision working towm ds independent work; ability to provide a positive working environment to other staff and ability to cmty own workload; ability to establish and maintain effective working relationships with supervisors, other employees and the general public. REVISED MR 3/67; 5/81; 10/89; 3/99; 5/05; 01/14; 07/18 5/05; 1/14; 07/18

7 II Cartographer/GIS OREGON Technician Senior Classification #323 J Bargaining Unit: 06 Marion County Employees Association FLSA: Non-Exempt EEOC: 03 Technicians Department: Assessor GENERAL STATEMENT OF DUTIES Independently performs complex mapping tasks involved in _r:>reparing a variety of ownership maps; corrects existing maps and records, or re-maps existing areas; determines and verifies land ownership; gathers, interprets and compiles complex infmmation to create and update maps and completes final and detailed maps; develops maps using a Geographic Infmmation System (GIS); contributes to the maintenance and accuracy of the Assessor's Cadastral Geographic Information System (GIS); may also support county GIS functions by performing or overseeing preparation and entering of information into the cadastral map tax lot layer; does related work as required. SUPERVISION RECEIVED Works under the general supervision of the Cartographie/GIS Supervisor Chief Deputy Assessor, who assigns work and reviews performance. SUPERVISION EXERCISED May exercise technical and functional direction over Cartographer/GIS Technicians and clerical support within the Map Room section; may assist supervisor in the assignment and review of work, and provide input in perfmmance reviews of Cartographer! GIS Technicians of a lower grade. DISTINGUISHING CHARACTERISTICS The Sr. Cartographer/GIS Technician is the highest level in the Cartographic/GIS Technician series. This classification i s defined by level of independence completing daily work loads, cadastral mapping and ownership changes on the most complex mapping assignments; gathers, interprets and compiles complex information to create and update maps and completes final and detailed maps; develops maps using a Geographic Infmmation System (GIS); contributes to the maintenance and accuracy ofthe Assessor's Cadastral Geographic Information System (GIS); may also support county GIS functions by performing or overseeing preparation and entering information into the cadastral map tax lot layer; classification requires extensive title searches and in-depth cattographic editing knowledge, some programming/maintenance within the GIS is expected from this position; has extensive knowledge of software product and application as applied to cadastral mapping; provides training and technical support to lower level staff; acts as liaison with IT on GIS support issues to the Assessor's office. EXAMPLES OF DUTIES (Duties may include, but are not limited to the following.) 1. Prepares detailed maps of complex areas from survey notes, surveys, document descriptions, highway strip maps, court records, recorded deeds, and aerial photographs.

8 SENIOR CARTOGRAPHER/GIS TECHNICIAN Page 2 of Revises existing maps or prepares new maps to incorporate new developments, subdivisions and show accurate boundaries or boundary changes, configurations and areas of parcels; reviews and prepares maps and geographic materials for entry into cadastral GIS database; prepares, maintains and amends the tax lot layer of GIS data sets; helps provide ad-hoc mapping for intemal/extemal customers. 3. Reviews, researches and takes action on complex title, boundary and acreage problems; interprets legal descriptions from recorded documents; answers detailed map questions using all available resources both cunent and historical; works with taxing jurisdictions and Depmtment of Revenue on annexation applications for review and to help correct problems in applications; 1Q_update new boundary locations on annexations filed and approved. 4. Trains or assists in the training of other cartographic section personnel to include new deed clerks as needed; helps develop training methodologies, policies and procedures associated to cadastral mapping and GIS tools; keeps up-to-date on cunent software and provides infmmation and/or instruction to other appropriate staff. 5. Checks maps as developed by the GIS System to ensure accuracy and adherence to standards; compiles and submits ORMAP grant application; provides technical assistance on Re-map projects under ORMAP grants, assisting on boundary area, listing survey monuments to be collected by county surveyor; helps update the Re-map area and checks work and/or answers questions of lower level staff assisting on projects to maintain control and best accuracy possible of project work. 6. Operates Windows-based Workstations/PC's using ESRI software products as editing/maintenance tools; operates large format printers/plotters and scanners to produce hardcopy mapping products; mass updates certain sections or attributes of the cadastral GIS as necessary; maintains knowledge base and skill on current ESRI products and office software and their relationship to cadastral cartography and ownership, and its use in the Assessor's office. 7. Establishes and maintains effective working relationships with other agencies such as county surveyor, private surveyor's, State Agencies and other Counties cadastral/gis personnel; attends meetings and trainings from software vendors and state agencies such as the Department of Revenue 8. Answers questions and assists the public with problems of a more complex nature. Assists other staff within the office/county by answering questions concerning propetty boundm ies, acreage figures, recent map changes and locations of physical features; provides direct support to Deed Clerks on ownership and/or property determination of deeds that are of a high complex nature. 9. Provides leadership in basic programming and editing procedures related to GIS software as necessary; may create in-house applications via the GIS software. 10. Performs related duties as assigned. EXPERIENCE AND TRAINING 1. Bachelor's degree in cmtography, GIS, land surveying, engineering technology or related field; AND 2. Minimum five (5) years experience working with cadastral mapping and/or GIS mapping, preferably in the preparation of cadastral maps within an Assessor's office; extensive

9 SENIOR CARTOGRAPHER/GIS TECHNICIAN Page 3 of3 323 knowledge of property deeds and their relation to prope11y boundary changes and ownership changes; OR 3. Any satisfactory equivalent combination of education, training and/or experience relevant to the position. SPECIAL REQUIREMENTS Must pass a criminal history background investigation; however, conviction of a crime may not necessarily disqualify an individual for this classification. KNOWLEDGE, SKILLS AND ABILITIES Thorough knowledge of cartographic principles and practices involved in the preparation of appraisal maps; extensive knowledge ofesrl Geographic Information Systems (GIS) software and related tools, methods and practices used in mapping technology; considerable knowledge of photogrammetry and its adoption to planimetric mapping; in-depth knowledge of propetiy descriptions, surveying practices, arithmetic, algebra, trigonometry and geometry as applied to cadastral mapping; considerable knowledge of programming in computer-based mapping/ GIS systems; ability to make simple to complex computations necessary for cartographic work; ability to develop and update maps on a computer system; ability to work from written and oral instructions and to cany out assigned tasks independently; knowledge of principles of training, work organization, assignment and review of work; strong ability to establish and maintain positive, effective working relationships with supervisors, other employees and the general public. ADOPTED REVISED MR 10/67 05/81; 10/89; 03/99; 05/05; 01114; 07/18 02/14; 07118

Opening: GIS Specialist and Real Property Lister Department: Land Management

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