Question 1: Assessing Department Head....Are you essential?

Thu, 9 Apr 2020 21:47:22 GMT

Are you, as the full time Assessor, listed as an essential employee within your town, thereby having the ability to work from your offices? If YES, are you at office full-time, part-time, or no time (all remote access) Feel free to answer that and include any thoughts or issues that are developing through this "work model" It is our hope to use this forum for a centralized, coordinated place for updating and discussing all events related to our industry as we react to this once in several lifetimes situation we all find ourselves in

Mon, 13 Apr 2020 22:30:40 GMT

Hi Ed,

I like to think I'm essential, but...

Mayor Mitchell in New Bedford encouraged everyone in City Hall to arrange for Work-At-Home (WAH) early on.

All of us are working from home, except for one person who goes into the office almost daily, to work on things that can't be done from home, prepare documents for people to WAH, and take in and send out mail.

I set up a system whereby the incoming office phone calls are routed to a pool of employees who answer the calls. When a call comes in, everyone's cell phone rings, and the first person to answer gets the call. It works very much like our regular phones work in the office. We can handle multiple calls at once with this system.

I also set up a special number that we use to send and receive text messages, when needed.

We then set up everyone to have access to their desktop computer from home, and assigned work to do during periods where there are no incoming calls.

We are now accepting voicemails for nights and weekends as well as when everyone is busy on the phones, which we don't normally do when we're in the office. The voicemails are transcribed into text and emailed along with a voice file for review.

Th City has d drop box in front of City Hall, and we accept documents by FAX, email, US mail, and text message. For texts, we have the customer take a clear photo with their phone. That's working well, especially for documents for vehicle abatements.

Documents from the drop box, and US Mail, all goes to a central location, and is quarantined for 48 hours before being made available to us, so that's the slowest way to handle paper, and most people are using the other methods.

We are handling excise abatements, abutters lists and other routine inquiries from home, and entering deeds and sketches remotely as well.

We have our data listers updating exterior photos, rather than interacting with taxpayers.

We are all (11 of us) very busy, and it actually seems like we're busier now than ever!

We're handling 50-65 calls per day, along with emails, text messages, and voicemails.

Oh, and did I mention... It's reval year...

Tue, 14 Apr 2020 15:21:43 GMT

Thanks for the update, Mike! Sounds like you are rolling along as best of you can.

Tue, 14 Apr 2020 20:18:18 GMT

Hi Ed,

Here in South Hadley we are currently on split schedules working in the office and from home. As there is only my assistant and myself we simply split the day.

I have full remote access to CAMA, financials and all documents however, my assistant does not.

Our services have not been held up by any of these changes other than inspectional services.

Tue, 14 Apr 2020 20:29:10 GMT

Tewksbury - We haven't stopped working yet!
Each person has a day in the office, phones are always forwarded to someone whom isn't in the office so office staff can concentrate on getting tasks done without the phone.
All software is available to everyone at home with the exception of our CAMA which only I have access to from home. Currently working on getting additional laptops...we'll see!
Staff has been fabulous about working and processing things from home and assisting in any possible way. We're holding quick Zoom meetings just to say hi and connect.
Our online excise abatement process has been great during this time period.
Field staff has done some field work but limited as we're currently validating sales with MLS first.

Wed, 15 Apr 2020 15:30:11 GMT

We are working both from home, when possible and in the office. Our Town Hall has been closed to the public since mid March. We are working reduced hours, no late night on Mondays and Fridays everyone has off. We are just required to check emails and phone messages on Fridays (we normally closed at noon on Fridays). We are encouraged to do as much work from home as possible. For myself, I find it easier coming into the office, but I am by myself. Offices with more than one employee should not be working together.

Wed, 15 Apr 2020 15:58:08 GMT

Thanks to all who have posted through 11 AM 15-Apr-2020 - Very appreciated!

Tue, 21 Apr 2020 17:28:32 GMT

Hi Ed, I am working in the office 1 day a week and then from home the remaining. I have all calls coming to my cell phone from my office phones. I scan and email work to Liz for data entry or MV abatements, etc. The only thing hurting is inspections. Building and Assessing are still working. Recert year here too.

Wed, 29 Apr 2020 14:52:29 GMT

Hi Ed- Revenue stream is important and we create it. I am in reval and at the end of conversion and feel I have never worked harder! The DOR hasn't slowed down and I am working at home to keep on deadlines. So essential? Yes.