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HomeMy WebLinkAboutAuditorAUDITOR JEFFERSON COUNTY 2019 BUDGET REQUEST BUDGET/PROGRAM: The Auditor’s Office provides a principle support function in the auditing, recording and controlling of financial transactions in the County as prescribed by state law*. These include preparation and administration of the County budget and preparation of the annual financial report. The Auditing Division processes and audits all financial claims against the County and processes financial claims for fourteen Special Purpose Taxing Districts. In the performance of these duties, the Auditor serves ex officio as deputy supervisor under the direction of the State Auditor. The Payroll Division administers the County payroll and personnel benefit programs. The Auditor’s Office serves as custodian of public records. Documents recorded by the Recording Division include, but are not limited to, deeds, real estate contracts, liens and other written instruments which are required by law to be filed in the County. The Recording Division also issues marriage licenses and accepts passport applications. The Licensing Division operates as agent of the Director of the Washington State Department of Licensing. These functions include the sale of motor vehicle licenses, collection of license fees and excise tax, transfer of vehicles from one owner to another, title changes, and collection of load fees. As an agent for the Department of Revenue, the Auditor collects use taxes on transfers of vehicles and vessels. *See Chapter 36.22 and 36.40 RCW MISSION: The Auditor’s Office is an inspired team recognized for its exceptional customer service. We strive to be innovative and exceed expectations. We treat everyone with trust and respect. Our staff is key to our success, and we create opportunities for them to achieve their best. Account Number Name 2016 Actual 2017 Actual 2018 Budget 2018 Amended 2019 DEPT REQUEST ADD / (Delete) MEMO Revenues 001020000.32220.00.0000 MARRIAGE LICENSES 1,560 1,528 1,592 1,600 001020000.33600.93.0000 STATE DOL-ALLOWABLE COST REIMBURSEMENT 70,450 73,616 73,616 70,123 001020000.34121.10.0000 RECORDING LEGAL INSTRUMENTS 74,077 74,248 72,063 70,510 001020000.34121.20.0000 RECORDING COUNTY SURVEYS 3,773 3,586 4,038 3,058 001020000.34135.00.0000 OTHER STATUTORY CERTIFYING & COPY FEE 2,694 2,824 2,689 2,264 001020000.34138.00.0000 AUDITORS RECORD SEARCH 8 8 0 0 001020000.34143.00.0676 REG SVCS-ACCTG SVCS TO LIBRARY 5,000 0 0 0 001020000.34145.00.0000 ELECTION SERVICES 0 0 0 0 001020000.34148.00.0000 MOTOR VEHICLE LICENSE FEES 159,477 168,415 159,087 171,292 001020000.34181.00.0010 DUPLICATING COPIES 2,398 2,682 2,165 2,165 001020000.34181.10.0000 DUPLICATING COPIES 1,630 1,204 1,544 1,110 001020000.34199.00.0000 PASSPORT & NATURALIZATION FEES 15,225 17,700 14,542 20,020 001020000.36981.00.0000 CASHIER OVERAGE & SHORTAGE 80 114 0 0 001020000.36990.00.0000 OTHER MISC REVENUE 73 1 35 75 Total Revenues 314,304 345,926 331,371 342,217 AUDITOR JEFFERSON COUNTY 2019 BUDGET REQUEST Account Number Name 2016 Actual 2017 Actual 2018 Budget 2018 Amended 2019 DEPT REQUEST ADD / (Delete) MEMO Expenditures 001020000.51420.40.0000 FINANCIAL SVCS - BANK FEES 0 0 0 0 001020000.51423.10.0000 SALARIES AND WAGES 369,875 418,449 0 0 001020000.51423.10.0010 AUDITOR 0 0 79,518 81,109 001020000.51423.10.0020 ADMINISTRATIVE CLERK II 0 0 34,280 35,136 001020000.51423.10.0030 CHIEF DEPUTY AUDITOR 0 0 63,358 66,402 001020000.51423.10.0040 PAYROLL SERVICES MANAGER 0 0 73,709 74,862 001020000.51423.10.0050 CHIEF ACCOUNTANT 0 0 61,877 64,771 001020000.51423.10.0070 ADMINISTRATIVE CLERK II-LEAD 0 0 19,057 24,943 001020000.51423.10.0080 ADMINISTRATIVE CLERK II 0 0 36,020 30,437 001020000.51423.10.0100 FISCAL SPECIALIST COORDINATOR 0 0 53,648 55,171 001020000.51423.10.0110 Auditing Specialist – Full Time 0 0 20,000 36,770 16,770 Add Acctg FTE 001020000.51423.10.0700 LONGEVITY 800 1,600 1,400 2,200 001020000.51423.20.0000 PERSONNEL BENEFITS 0 171,872 192,917 17,740 Add Benefits 001020000.51423.20.0010 OASI (FICA) 28,056 30,966 0 0 001020000.51423.20.0020 RETIREMENT 39,239 47,683 0 0 001020000.51423.20.0030 MEDICAL INSURANCE 63,825 71,310 0 0 001020000.51423.20.0040 INDUSTRIAL INSURANCE 1,532 1,627 0 0 001020000.51423.20.0050 UNEMPLOYMENT INSURANCE 3,143 3,515 0 0 001020000.51423.20.0055 POST RETIREMENT 1,853 2,100 0 0 001020000.51423.31.0010 OFFICE SUPPLIES 16,884 6,504 6,721 6,922 001020000.51423.35.0000 OFFICE & OPERATING EQUIPMENT 3,585 1,044 363 1,050 001020000.51423.42.0010 POSTAGE 24,000 14,838 18,931 18,758 001020000.51423.43.0000 TRAVEL 2,674 2,893 2,666 2,745 001020000.51423.49.0010 DUES SUBSCRIPTIONS & MEMBERSHIPS 675 331 519 600 001020000.51423.49.0040 SCHOOLS AND SEMINARS 1,798 3,833 1,119 1,152 001020000.51423.92.0010 TELEPHONE (9 MOS.) 250 191 224 232 Total Expenditures 558,189 606,884 608,647 696,717 34,510 See ADD Form Totals -221744 -260958 -290794 -319,990 AUDITOR JEFFERSON COUNTY 2019 BUDGET REQUEST STAFFING: 2016 Actual 2017 Actual 2018 Budget 2018 Amended 2019 Request 7.13 7.76 7.88 8.38 GOALS FOR FY2019 1. Accounting Accurate presentation of all financial reports and continued support for internal & external users 2. Licensing Continuing challenge of providing services our customers have grown to expect with fewer and fewer resources 3. Recording Offer open and accessible services while maintaining security as it relates to recording of legal documents 4. Passports Continued proper execution of passport applications for the citizens of Jefferson County OBJECTIVES FOR FY2019 Accounting and Payroll: Continued training for Accounting team, improving upon the processes and controls necessary for the preparation of accurate annual reports, and implementing necessary internal controls. Licensing: The Licensing Division partners with the State of Washington to provide vehicle/vessel registration and title services to Jefferson County residents and businesses. The Division strives to maintain excellent customer service in a high volume transaction environment. Citizens are utilizing our online services more each year. The Licensing Division offers online renewals as well as links to renew vehicle registrations online and file Seller’s Report of Sale. In 2014, a record 12,758 people renewed their registrations online. 2017 transactions came in at 13,290 for a new record.. In 2015, a revenue was identified from DOL that was not being requested. Since this revenue source was identified we have turned in reimbursement paperwork from DOL twice a year as allowed bringing in an additional $259,849 since January, 2015 with an additional amount to be reimbursed for July through December, 2018 of approximately $37,000 for an approximate total of $296,849 since January 2015. In December of 2016, DOL implemented a new state vehicle/vessel licensing system (DRIVES) with DRIVES Phase II being implemented in August 2018. Recording: The number of documents received annually is affected by the local economy and interest rates. We strive to adjust revenue projections accordingly. The Recording Division continues to maintain cooperative liaison with its stakeholders, including other county departments, land surveyors, lending institutions, title companies and attorneys to further our goal of providing exceptional customer service. The Recording Division has expanded their project of indexing scanned documents for the years 1984 back to 1872, and uploading them to the Internet. To continue with this project, one half of our recording staff’s time is paid out of Auditor’s O & M. In 2009 we began accepting passport applications. Since 2009 and through July 2018, 5,169 applications have been accepted bringing in additional revenue to the County in the amount of $131,545 to the General Fund. In 2016, eRecording was brought online. This has reduced amount of paperwork being handled for recording transactions, recordings are available to lenders immediately and brings with it reduction to carbon footprint. AUDITOR JEFFERSON COUNTY 2019 BUDGET REQUEST PERFORMANCE INDICATORS: 2016 ACTUAL 2017 ACTUAL Actual W2s Issued 409 363 ACA 260 282 1099M & 1099S 109 128 Full Time Employees (avg / mth) 245 238 Part Time Employees (avg / mth) 67 72 Claims / Warrants Issued 15,573 14,928 Payroll Status Forms Processed 478 531 Number of Documents Recorded 8,735 8,960 Number of Pages 41,504 40,260 Life to Date Pages Recorded 1,380,594 1,420,854 Auto / Vessel Documents Processed 43,761 45,327 Marriage Licenses Issued 195 191 Passports 609 708 SUMMARY OF KEY FUNDING/SERVICE ISSUES: Although we operate four distinctly different departments, the Auditor’s Office is unified in its approach to providing its customers with the highest quality service from trained, professional staff. We continue to look for ways in which to streamline our processes, incorporate technology and utilize sound management practices so that our services remain top notch. The volumes of vehicle/vessel transactions keep our staff busy. Whether they are assisting customers that come into our office, processing on-line renewals, completing transactions received by mail, our staff professionally and competently provide vital services to the citizens of Jefferson County. We continue to make the best use of technology in all areas of the Auditor’s Office. Some examples of technology and web enhanced services we provide include: viewing and printing the Budget; renewing vehicle and vessel tabs online, Marriage License Applications; and other miscellaneous information for the Accounting, Licensing and Recording Divisions. Beginning August 11, 2009, the Auditor’s Office began accepting passport applications on behalf of the U.S. Department of State. For budget year 2018, we have projected the revenue for this to be $20,020. Forty-three percent of our recording staff’s time is covered by Auditor’s O & M to enable us to continue with the expanded project of indexing scanned documents for the years 1984 back to 1872.