HomeMy WebLinkAboutMINUTES - 07311984 - 1.16 POSITION ADJUSTMENT .REQUEST No. /3,.4Z 6
1'gRS.QXk �Q�PF� Date: 3/30/84
Dept. No J4PR � �l Afrti Copers
Department Auditor-Controller $udget Unit .Nb. N0 0 erg. No... 1010 Agency No.
Action Requested: Conduct study of Account Clerk II Position #10-36. _
Proposed :Effective Date: 4/11/84
Explain why adjustment is needed: To determine proper classification of duties being
per orme .
Classification Questionnaire attached: Yes ® No []
Estimated cost of adjustment $ 450
Cost is within department's budget: Yes ® No [�
If not within budget, use reverse side to explain how costs are to be d.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
If part Head
Personnel Department Recommendation
Date: July 24, 1984
Reclassify person and position of Account Clerk II position #10-036, salary level
H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: 0 day following Board action. �n
_ 7/31184 �Q
Date 4forirector of Wersonnel
County Administrator Recommendation
Date.:
�( Approve Recommendation of .Director of Personnel
Disapprove Recommendation of Director of Personnel
[3 Other:
AA
for County Adm trator
Board of Supervisors Action
Adjustment APPROVED/ on JUL 31 '1984Ad
J J.R. Olsson, County blor �6�
Date: JUL 31 W4
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. .
M347 6/82
Contra Personnel Department
Costa}n Administration Bldg.
651 Pine Street
County
OInt , Martinez, California 94553-1292
DATE: July 24, 1984 -
TO: Classification File
FROM: Randall C. Slusher
P300 No. 13266 - Request for Reclassification of Account Clerk II
SUBJECT: to Account 'Clerk III . (T. Kaufman - position 10-036)
BACKGROUND:
P300 No. 13266 was submitted to the Personnel Department by the Auditor-Controller's
Office in April 1984 as the second of a group of three Account Clerk II' s in the
Central Collections Division selected for upgrade to Account Clerk III.
Staff met individually with the supervisor of subject position (Supervising
Accountant II) and the incumbent to discuss the duties and responsibilities as
outlined on the classification questionnaire.
The incumbent is currently- #2 on the continuous Account Clerk III eligible list.
FINDINGS:
Subject position is assigned to the Domestic Relations Unit of the Central Collect-
ions Section of the General Accounting Division of the Auditor-Controller's Office
as depicted in the organization chart below:
GENERAL ACCOUNTING
Supervising Accountant II
CENTRAL COLLECTIONS SECTION
Supervising Accountant I (vac. )
Medical/Medi-Cal Domestic Relations A/R
Account Clerk III
Account Clerk II (*subject)
Account Clerk II 20/40
000264
The immediate supervisor of subject position is the Supervising Accountant II.
Until 1983 the Supervising Accountant I position depicted in the organization
chart provided supervision to all Account Clerks in the section. In 1983, how-
ever, the position was defunded due to budgetary reasons. The Supervising Account-
ant II is functioning in a new assignment as the Assistant Accounting Manager for
Central Collections after having been transferred in December 1983 from the Health
Services Department in the class of Health Services Accounting Manager.
Subject position has been performing these duties for two and one-half years.
As depicted in the organization chart there are three Account Clerks assigned
to the Domestic Relations Unit (1 Account Clerk III, subject position and 1
20/40 Account Clerk II). The unit is responsible for the collection, control
and distribution of court ordered family support payments. The Account Clerk
III and subject position perform essentially the same duties and responsibilities
and rotate the specific tasks to be performed. These tasks include receipting
payments received, posting, balancing the payments and reconciling the related
input and output documents utilized in the computer accounting system.
Subject position is responsible for the input of all defendant account transactions
into the computer system. This accounts for approximatley 20% of subject position' s
duties and responsibilities. The basic defendant input information is gathered
by the Family Support Division of the District Attorney's Office. The information
is received by subject position on a Family Support Multipurpose Document (FSMD)
and contains the- defendant's name, address, payee's name and address, payment
amount and distribution of payments. The distribution of payments can be
made into one or more of the following categories: restitution, fines, fees and
costs, and regular payments. Because the financial information may be changed,
(payment amount and/or different category), subject position daily inputs changes
to defendant accounts.
Subject position runs a tape on individual accounts, category changes and the
total dollar amount Chan es to be used later to reconcile the monthly Financial
Modification Report (FMR3. On instruction from the Family Support Division,
subject position makes transfers of monies from one priority (e.g. home, welfare,
trust) to another through cancelled distribution documents. Other instructions
from Family Support may request subject position to transfer money from one account
to another, from prepayment and suspense accounts. Prepayments are received in
advance of the due dates for payments and other payments may be held in suspense
accounts until it is determined by Family Support or the courts as to what should
be done or to what account they should be posted. In all instances, subject
position numbers the document transactions and submits the documents by batch to
Data Processing.
The majority of subject position' s time (45%) is spent preparing the 200-500 daily
child support payments for posting. Posting is performed on-line by subject
position to the child support defendant accounts with the use of the CRT. Subject
position receipts all payments, the majority of which are received by U.S. Mail , .
endorses and runs tape of total dollar amount for the batch. Data Processing then
keys the batch and sends a computer run of the previous day' s transactions which.-
are then reconciled against the previously run tape total . Rejects account for
25% of the payment posting procedure and require subject position to research
defendant's accounts for such things as more than one account, overpayments and
closed accounts. The rejects are corrected independently by subject position and
resubmitted to Data Processing. Subject position reconciles daily the payments
received against the receipts written by subject position and prepares a deposit
permit for the amount which is submitted to the Treasure's Office for deposit to
the Family Support Trust Fund. 000265
Approximately 20% of subject position's responsibilities involve balancing the
weekly and monthly computer runs which includes balancin the warrants generated
to the warrant register (payee and warrant number logged. All rejects are
reviewed, corrected and resubmitted. The financial information changes discussed
above are balanced against the Financial Modification Report. Subject position
is also responsible for the mailing of warrants to the payees and for sending
monthly reports of the payments made to families to the Family Support Division
of the District Attorney's Office and the Social Service Department.
The remaining 15% of subject position's duties and responsibilities includes:
posting and reconciling payment receipts for payments made at Social Service
Department offices; reissuing lost/destroyed warrants to payees and maintaining
a log on cancelled warrants; and front counter reception. work (answering questions
and directing people).
Allocation Factors:
1. Guidelines Available - There are no written guidelines for this desk.
Procedures vary from simple to complex and are all learned on the job.
2. Variety and Complexity of Work - The two potwo positions in the Domestic. Relations
Unit perform varied tasks which are repeated at regular intervals. The
work is moderately complex requiring the incumbents to be knowledgeable of
the data processing system as it relates to the Domestic Relation's
accounts receivables.
3. Nature of Work, Supervision Exercised, Training Required, Originality and
Initiative - These are not significant factors for this position.
4. Consequence of Error - Moderate for subject position due to the checks and
balances for accounting of the receipts and distribution of payments. Some
minor embarrassment for the County when double payments are initiated or
because of data processing delays cause warrants to be issued late and the
receipient calls the office. Subject position is responsible for making
the necessary corrections and initiates the action.
5. Judgement, Independence of Action and Supervision Received - Immediate
supervisor recognizes infamiliarity with the duties and responsibilities
of subject position due to short .time in his assignment and therefore
relies heavily on subject position to keep him informed on the work of the
unit. Position acts independently of supervision, exercising judgement and
makes decisions when investigating non-routine actions and problems.
6. Public Contact and Person-to-Person Work Relationships - Subject position
is limited to the front counter and on the telephone in person-to-person
contact with the public on domestic relations matters. Subject position
contacts the Family Support office on a daily basis and this accounts for
the majority of contacts.
000266
CONCLUSION AND RECOMMENDATION:
Subject position functions with a high degree of responsibility in the performance
of .the assigned duties due to high degree of independence of action delegated to-
subject position by the supervisor. Staff finds that the duties and responsibilities
of the Account Clerk .III and those of subject position are essentially the same.
Subject position ts .required to have thorough knowledge in the data processing
system as it relates to the Domestic Relations accounting function.
Staff recommends approval of the request for reclassification of this position
to Account Clerk III.
RCS:llc
POSITION ADJUSTMENT REQUEST No. -�3 7
Date: 7/12/84
Dept. No./ "t 1� , Copers
Department Auditor-Controller Budget Unit No.% Org. No., 1010 Agency No.
t r
Action Requested: Conduct study of Account Clerk Ajwkit gnSl40' is -
CIVIL SERV►t;i- Of-77;
Proposed :Effective Date: 7 2
Explain why adjustment is needed: To determine proper classification of duties being
performed.
Classification Questionnaire attached: Yes 0 No
Estimated cost of adjustment: $ 1,650
Cost is within department's budget: Yes (g No
If not within budget, use reverse side to explain how costs are to b ded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
artm n Head
Personnel Department Recommendation
Date: July 24, 1984
Reclassify person and position of Account Clerk II position #10-040, salary level
H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: 0 day following Board action.
7/31184
Date or Director ersonnel
County Administrator Recommendation
Date:
M Approve Recommendation of .Director of Personnel
D Disapprove Recommendation of Director of Personnel
0 Other
fo Co my minis for
Board of Supervisors Action JUL 3 11984 O d s
' Adjustment APPROVED/ on J.R. Olsson, County C er
Date: JUL 311984 By:
T
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
Office of
COUNTY AUDITOR-CONTROLLER,. , , _
Contra Costa County `i ;_ _ t ,V ;.
Martinez, California `" i..
July 12, 1984 Mil b 2 55 P7 fat:
CIVIL SERVICL �)Ec.; .
TO: Harry D. Cisterman, Director of Personnel
Attention: Richard Heyne, Chief, General Government Division
FROM: Donald L. o*-- Acc`o7un_t
U . Audi on
By: / dmin. Svcs. Officer
SUBJECT: P300 Requ st Clerk II to -Account Clerk III
Attached is a P300 request to study the duties of Account Clerk II
Position #40 and, if appropriate, reclassify to Account Clerk III. The
incumbent is on the current Account Clerk III eligibility list. A Classifi-
cation Questionnaire is being completed and will be forwarded shortly.
Please contact me if further information is needed.
TJC:mp
Attachment
000269
Contra Personnel Department
CostAdministration Bldg.
CI I a 651 Pine Street
ounty Martinez, California 94553-1292
DATE: July 24, 1984
TO: Classification Files
FROM: Jim Miller • 1
SUBJECT: P 300 #13339 - Request to Reclassify Raegene Edens, Account Clerk II,
No. 40, to Account Clerk III
Background
Subject P 300 was submitted in October 7, 1983 by the Auditor-Controller as one
of a series of requests for review of Account Clerk II positions. Staff met on
July 23, 1984, individually, with the incumbent, her supervisor, Grace Darrin,
Supervising Accountant II, and Tom Cunningham, Administrative Services Officer,
to review the content of the classification questionnaire and evaluate the duties
and responsibility of the subject position.
Findings
Staff's audit indicates that the classification questionnaire accurately describes
the duties and responsibilities of this position. The following information is
provided to clarify and support this study.
1. This position's place in the Auditor-Controller's Office is shown below.
I
AUDITOR-CONTROLLER
I ,
Accounting Services Officer
Accounting Manager
Supervising Accountant II
Accounts Payable
I
Matching Section Contracts Demands
4 Account Clerk III 1 Accounting Technician Subject Position. F--
2 Account Clerk III 2 Account Clerk II
000270
-2- P 300 413339
2. The Demand section of Accounts Payable processes all employee demands,
utility bills, and a variety of vendor demands including outside attorneys,
volunteers' mileage, transcripts, witnesses, investigators, burials, con-
sultants, health and pharmacy bills, revolving funds, and library books.
The amount of these demands averages over $100,000/ per month. Subject
position is responsible for the entire work of the section (3 people) . She
is individually responsible for the utility bills and several categories
of vendors in addition to the shared workload.
3. Incumbent has been on this desk for three years and in the Auditor's Office
for 6-1/2 years. Previously this position was filled by an Account Clerk
II. The duties assigned this desk have increased significantly with the
reductions in staff that have occurred in the Auditor-Controller's Depart-
ment.
Allocation Factors
1. Guidelines available. There are no written guidelines for this desk.
Procedures vary from simple to complex and are all learned on the job.
This is typical of the Auditor's Office and is not a significant classi-
fication factor.
2. Variety .and Complexity of Work. The actual processing steps for a
demand are relatively simple and once learned are very routine. The
number of types of demand varies significantly depending on what was
purchased and who submitted the demand. The accounts payable process
with all its variations is relatively complex and must be mastered by
subject position in order to perform assigned duties.
3. Knowledge. To satisfactorily perform assigned duties, subject position
must have knowledge of all the authorized signatures and payment pro-
cedures for each department. This includes knowledge in such areas as
witness fees, court assigned attorneys, doctor bills for CCHP, and petty
cash funds.
4. Lead Direction. Subject position provides lead direction to two other
account clerks. Direction mainly consists of dividing up special or
heavy workloads and providing technical assistance.
5. Independence/Supervision Received. Subject position is located side-by-
side with the supervisor of Accounts Payable (Supervising Accountant II) .
However, this position operates very independently and receives very little
direction from the supervisor. Independent decisions are made regularly
when dealing with the public and employees.
6. Public Contact. Subject position's phone number is printed on all demand
checks resulting in lots of phone calls from both employees and vendors.
These people are often irate, confused or both, and require a high degree
of tact and good interpersonal skills to handle.
000271
f�
-3- P 300 13339
7. Consequence of Error. Almost the only error possible is to over or under-
pay some one. Overpayments or duplicate payments could be a substantial _
cost to the county.
8. Training Required, Originality, Initiative and Nature of Work are
factors that have little or no bearing on this position.
Conclusion and Recommendation
This position is the technical resource and provider of lead direction to one
of three subsections of Accounts Payable. As a result, both the lead direction
and knowledge requirements are at a high level. The incumbent is required to
handle a significant number of difficult phone contacts on a regular basis. In
addition, subject position must master a large of amount of detail in order to
properly determine how each demand is to be processed.
The combination of lead direction, technical knowledge, complex work and public
contact justify reclassification of this position to Account Clerk III.
0002'72
-POSITION ADJUSTMENT REQUEST No. /.3,?6,1
' Date: 4/2/84
Dept:,-N0: Copers
Department Auditor-Controller Budget Unit No. 0010 Org. No.. 1010 Agency No.
Action Requested: Conduct study of Account C,erk II Position 410-17
Proposed Effective Date: .4/11/84
Explain why adjustment is needed: To determine proper classification of duties being
performed.
Classification Questionnaire attached: Yes [x]. No
Estimated cost of. adjustment: $ .450
Cost is within department's budget: Yes (]x No []
If not within budget, use reverse side to explain how costs are to be fun
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
f r tme ead
Personnel Department Recommendation
Date: July 24, 1984
Reclassify person and position of Account Clerk II position #10-017, salary level
H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as -described above.
Effective: p day following Board action.
_ 7/31/84
Date for Director of ersonne
County Administrator Recommendation
Date: leg
,Approve Recommendation of Director of Personnel
D Disapprove Recommendation of Director of Personnel
(3 Other s
for County A minis r or
Board of Supervisors Action JUL 31 1Mn
Adjustment APPROVED/ on 9$4 J.R. �Olsson, County �WrQ 2 7 3
Date: JUL 311984 By.
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82 .
Office of
COUNTY. AUDITOR-CONTROLLER
Contra Costa County ` .
Martinez, California
April. 2, 1984 -
TO: Harry D. Cisterman, Director of Personnel
Attention: Richard Heyne, . Ch'ef, Government Division
FROM: Donald L o ch Auditor- ntroller
By: T. J. C ni in. vcs. Officer
SUBJECT: P-300 Requests -- Two Account Clerk II
Attached are two P-300 requests to study the duties of the positions
and, if appropriate, reclassify from Account Clerk II to Account Clerk III.
Both incumbents are on the current Account Clerk III eligible list
and are certifiable to the department.
Please contact me if further information is needed.
TJC:mp
Attachments
0002'74
Contra Personnel Department
Costa 65d1mPine ration
Bldg.
County @
Martinez, California 94553-1292
DATE: July 20, 1984
TO: Classification Files
FROM: Randall Slusher
SUBJECT: Request to Reclassify Account Clerk II. to Account Clerk III
(C. Miller-Pos. 410-17)
Background
P 300 No. 13268 was submitted in April 1984 by the Auditor-Controller's Office
as one of three Account Clerks II in Central Collections selected for upgrade to
Account Clerk III.
Staff met individually with the Supervising Accountant II and the incumbent to
discuss the duties and responsibilities of subject position as outlined on the
classification questionnaire. Incumbent of subject position is currently #1 on
the continuous Account Clerk III eligible list.
Findings:
Subject position is assigned to the Accounts Receivable Unit of the Central
Collections Section of the Accounting Division of the Auditor-Controller's
Office as depicted in the partial organization chart below:
General Accounting
Supervising Accountant II
I
CentralCollections
Supervising Accountant I (Vac.)
I
Medicare-Medi-Cal Domestic Relations Accounts Receivable
I
Account C1erk.III Account Clerk III Accounting Technician
Account Clerk II Account Clerk II Account Clerk III
I I I
Account Clerk II (20/40) Account Clerk II (20/40) Account Clerk III
I
Account Clerk II (Subject position)
Account Clerk II
0002'75
-2- P 300 413268
The immediate supervisor of subject position is Mr. Ken Corcoran, Supervising
Accountant II (Assistant Accounting Manager) . Until recently the Supervising -
Accountant I position depicted in the organization chart provided supervision
to the three units but was defunded in 1983 due to budgetary reasons. Mr.
Corcoran is assuming a new assignment as the Assistant Accountant Manager for
the Central Collections Section having been transferred from the Health Services
Department in December, 1983.
The Central Collections Section of the Accounting Division is responsible for
the collection of accounts receivable. The revenues are of various types and
include payments for such charges as Medicare-Medi-Cal, Child Support and
Domestic Relations payments and general accounts receivable, e.g. County Counsel
costs, Animal Services and Post Conviction Drinking Driver Program fees. The
remainder of subject position's duties include general clerical accounting
(patient accounting and probate write offs, Child Health and Disability Program
payments) , mail opening and distribution, and telephone reception.
Subject position's major responsibility (40%) is the identification of delinquent
County Hospital accounts and the assignment of these accounts to a collection agency.
Subject position is specialized in that there are no other Accounts Receivable
clerks with this responsibility. Weekly, a special computer program for the County
Hospital Account System (CHAS) is printed which generates individual IBM cards of
the delinquent accounts. Subject position manually reviews each card to identify
specifically the Mental Health Services coded on the card. By law Mental Health
accounts are not appropriate for assignment to a collection agency and can not
be identified separately by the computer therefore making it necessary for subject
position to review each card. The number of cards subject position must check
weekly ranges from 3500-4500 cards.
The County has contracted with the Far West Collection Agency to do the col-
lections of the delinquent accounts. For its services Far West receives a
60% cut of all monies collected with most years averaging' $100,000 annually.
Subject position supplies the accounts payable division with the monthly fees
amount as calculated by subject position. Actual approval and authorization
of the payment to Far West for services is given by the Supervising Accountant
II.
After separating the Mental Health accounts, subject position runs a tape on
the total of assignment account amounts, then batches the cards, 500 at a time,
and sends the cards to data processing for keying. The following day subject
position receives a computer print out of the rejects which were not processed
for one reason or another. During the formulation of the reject reports col-
lections at County Hospital patient accounting or holds placed on accounts by
patient accounting are meshed together with the rejects being the end result.
They must be reviewed by subject position to why they rejected and it is up to
subject position to research the reason for the reject. Subject position also
reviews those accounts which are cancelled by the computer, e.g; wrong .patient
name, account number or error in the financial coding. Subject position makes
the necessary corrections where needed to reactivate the accounts for collections.
These cancellations number from 20 to 50 per week and are manually posted to the
ledgers and input documents completed and sent by subject position to data
processing for inclusion in the next weekly computer print out of accounts.
000276
-3- P 300 4113268
Monthly, subject position receives a statement from Far West indicating all
payments received for the delinquent accounts. Subject position audits the -
statement and posts the payments on the CRT to the individual patient accounts,- -
corrects and resubmits all errors and prepares the adjustments as necessary.
Some payments are received in the Central Collections Office where subject
position verifies -the payment against the amount owed listed on the weekly
computer run and prepares the information, e. g. patient name, account number
service coded and amount for the receipt for deposit by the Accounting Tech-
nician.
Subject position is the contact person for all inquiries about the assigned
delinquent accounts. Subject position responds to requests by the collection
agency to provide skip traces, e. g. patient information to assist with the
collection. Subject position handles calls from the collection agency, patients,
Health Services Department and miscellaneous others on the assigned accounts.
Subject position is responsible for the following general accounts receivable
assignments to collection agencies; County Counsel costs, Animal Services, and
the Post Conviction Drinking Driver Program of the County Alcoholism Program.
This accounts for 20% of subject position's duties and responsibilities and
requires subject position to post, reconcile and balance the accounts monthly
against the input documents received during the previous month. Subject position
is responsible for preparing itemized statements of accounts receivable as
requested by the collection agency and supplies additional information when
requested.
Approximately 10% of subject position's time involves the responsibility of
posting prepayments to the Hospital Psychiatric account for services rendered.
The psychiatric services provided at County Hospital require a prepayment for
doctor visits and prescriptions to offset administrative costs. Subject position
posts the individual prepayment amounts to the appropriate patient account using
the CRT and verifies the patient information, e. g. name, account number, service
provided, cost of services provided, etc.
Subject position is also responsible for verifying all write-off requests from
patient accounting and County Medicare Services Eligibility. Subject position
prepares the input documents necessary to write off the cost to County of
services over a specified amount to eligible persons. Additional write-off
responsibilities occur with respect to probates and the collection of monies
owed the County from estates. These account for ten percent of subject position's
time.
Additionally subject position:.is responsible for the receipt and. deposit• of Child
Health-Development Program warrants received from the State Department of Health.
Subject position verifies and.posts to the CRT all payments received, corrects
errors and prepares adjustments as needed. -Thi s 'accounts for approximately 10%
of the duties and responsibilities of subject position.
The remaining 20% of subject position's time involves mail distribution and
phone reception, and insurance denials and CHAS reports.
The incumbent of subject position has been on this desk for ten years.
000277
-4- P 300 #13268
Allocation Factors
1. Guidelines. There are no written guidelines available for subject
position and what procedural proficiency which the incumbent exercises
has been learned on the job. The duties and responsibilities of
subject position vary from routine to complex with the specialized
delinquent account assignments.
2. Variety and Complexity of Work. The duties of subject positions are
varied and all require a thorough knowledge of the Data Processing
system, e. t. what goes in and what comes out, as it relates to
Accounts Receivable and collections particularly with the .specialized
assignment of the delinquent County Hospital accounts.
3. Nature of Work, Supervisions Exercised, Training Required, Originality
and Initiative are not applicable factors for this position.
4. Consequence of Error. An error committed by subject position would be
minimally significant in that the possibility for the loss of revenue
is slight dur to computer runs advising of rejected documents.
5. Judgment, Independence of Action and Supervision Received. The im-
mediate supervisor, Ken Corcoran) of subject position is new to his
assignment in Central Collections having transferred from the Health
Services Department in December 1983. As a result he relies heavily
on subject position because no one else in the unit works with or knows
the delinquent hospital accounts. Subject position acts independently
of supervision and with discretion in responding to assigned account
inquiries by the public and Air West and in researching problems. Subject
position independently takes corrective action to rectify errors that
are made in the performance of duties. Thorough knowledge of the ac-
counting system is required to perform these duties.
6. Public contact and Person-to-Person Work Relationships. Subject position
is the sole contact .person for all inquiries concerning the County Hospital
assigned accounts. . In this capacity subject position exercises tact and
discretion in dealing' with the public and the collection agency.
Recommendation.
Based on the significant independence of action and complexity of the duties
and responsibilities staff recommend approval of subject request - reclassify
.Account Clerk II position.No. 17 to Account C1erk .III.
RCS:rh
000278
wvvc
2g1VY
POSITION ADJUSTMENT REQUEST No. /3a (5-
Date: 3/30/84
Dept. No./ �'�' - _�- '.�_: ;. Copers
Department . Auditor-Controller Budget Unit No, 00-10 Org.�No. 1010 Agency No.
Action Requested: Conduct study of Account Clerk II Position -
Proposed 1ffective Date: 4/11/84
Explain why adjustment is needed: To .determine proper classification of duties being
performed.
Classification Questionnaire attached: Yes 0 No
Estimated cost of adjustment: $ 450
Cost is within department's budged Yes []x No [�
If not within budget, use reverse side to explain how costs are to be f ed.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
1(1JT1,LeparWht Head
Personnel Department Recommendation
Date: July 24, 1984
Reclassify person and position of Account Clerk II position #10-021, salary level
H2 005 (1239-1506) to Account Clerk I.II, salary level H2 100 (1362-1656).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: 0 day following Board action.
PK 7/31/84A.
Date f"ecPersonnel
County Administrator Recommendation
Date:
Approve Recommendation of Director of Personnel
Disapprove Recommendation. of Director of Personnel
0 Other:
f oFTCo my Admini for
Board of Supervisors Action JUL 3 1 1984
Adjustment APPROVED/ on J.R. Olsson, County Clerk
JUL 311984 0 0 02' 9. B :
Date: yc�-��-� O..
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. .
M347 6/82 .
i
Office of
COUNTY AUDITOR-CONTROLLER
Contra Costa County : "
Martinez, California
March 30, 1984 ` u +� j ���
TO: Harry D. Cisterman, Director of Personnel
Attention: Ric d Heyne Chief, Government Division
FROM: Donald L uc /t Audit -Controller
By: T. J. ni min. Svcs. Officer
SUBJECT: P-300 Reques s -- Three Account Clerk II
Attached are three P-300 requests to study the duties of the positions
and, if appropriate, reclassify from Account Clerk II to Account Clerk III.
All three incumbents are on the current Account Clerk III eligible list
and are certifiable to the department.
Please contact me if further information is needed.
T JC:mp
Attachments
000280
contra
Personnel Department
COs}^ Administration Bldg.
I to 651 Pine Street
County Martinez. California 94 553-1 292
DATE: July 24, 1984
TO: Classification Files
FROM: Randall C. Slusher
SUBJECT: Request to Reclassify Account Clerk II to Account Clerk III
(J. Haglund, Position No. 10-21)
Background
P 300 No.13265 was submitted by the Auditor-Controller's Office in April 1984
as one of three Account Clerks II selected for upgrade to Account Clerk III.
Staff met individually with the Supervising Accountant II and the incumbent of
subject position to discuss the duties and responsibilities as outlined in the
classification questionnaire.
The incumbent of subject position is currently No. 4 on the continuous Account
Clerk III eligible list.
Findings
Subject position is assigned to the Medicare-Medi-Cal Unit of the Central Col-
lections Section of the Accounting Division of the Auditor-Controller's Office
as depicted in the chart below.
General Accounting
Supervising Accountant II
K. Corcoran
Central Collections
1
Supervising Accountant I
(Vacant)
Domestic Relations Medicare/Med-Cal Accounts Receivable
Denti-Cal
I ..
Account Clerk III (vac)
I
Account Clerk II *(Subject Position)
10428
Account Clerk II 20/40 1
1
-2- P 300 No 13265
The immediate supervisor of subject position is the Supervising Accountant II
by virtue of the defunding in 1983 of the Supervising Accountant I position
which previously provided supervision for the Central Collections Section.
Presently the Account Clerk III position is vacant since the retirement of the
incumbent effective- June 22, 1984. Prior to her retirement the incumbent
provided lead direction to subject position. The Supervising Accountant II
states that the two positions performed essentially the same duties and responsi-
bilities and that the lead direction was the major difference between the two
positions except for the Denti-Cal program account processing performed exclusively
by subject position. The Department plans to fill the vacant position and has
received an exemption to the freeze to that effect. The Department also intends
to eliminate the lead direction function of the current Account Clerk III position
with approval of the subject position request. Elimination of the lead direction
is planned due to the fact that subject position functions independent of super-
vision and is more knowledgeable about the position than anew Account Clerk III.
The Medicare/Medi-Cal unit of the Central Collections Section is responsible
for the timely posting, document input and balancing of the Medi-Cal, Medicare
and Denti-Cal County Hospital. patient remittances (up to 80% of costs reimbursed
to County). Subject position along with the now vacant Account Clerk III position
shared the responsibility of maintaining the daily computer input listings to
balance the weekly Cash Receipts report, preparing work by source of payment to
maintain control over all receipts processed, identifying all revenue by fiscal
year to be used for the Medicare and Medi-Cal cost settlement with the state,
making correct General Ledger adjustments, and balancing the funds of the
General Ledger.
The following information describes the typical duties of subject position:
writes receipts and deposit payments for Medicare, Medi-Cal and Denti-Cal
remittances from the State and distributes the payments into the proper funds
and sub-accounts; balances the weekly remittance advice lists against total
of payment received and makes any necessary adjustment; batches payments
received and prepares them for keying by data processing into the County Hospital
Accounting System on a weekly basis; the majority of subject position's duties
and responsibilities (50%) deal with and posts payment input document rejects,
researches the problem, corrects it and resubmits the input for keying by data
processing and with the posting of all allowable Denti-Cal payments which requires
knowledge of the Denti-Cal coverage allowances; posts payments to patient accounts
by one or more of 150 dental procedure codes possible to be performed; transfers
payments received from suspense accounts to patient accounts weekly; maintains
the daily computer listings to balance .the weekly cash ,receipts report. At
year's end subject position summarizes the fiscal year's. information for
Hospital accounting department and settlement with Medicare/Medi-Cal and Denti-
Cal. Assists in preparing the monthly trial balance of payments to the work-
sheet and to the monthly General Ledger by fund (Medicare, Medi-Cal, Denti-
Cal, etc.)
000282
-3- P 300 No 13265
The incumbent of subject position has been on this desk for approximately seven
years. Previously the Medicare-Medi-Cal unit had three Account Clerks but has
lost one position due to cutbacks in the department. As stated by the Super-
vising Accountant II the effect of the cutback has resulted in the sharing of _
equal duties between the vacant Account C1erk. III position and subject position.
Allocation Factors
1. Guidelines available. There are no written guidelines for this desk which
is not uncommon in the Auditor's Office. Procedures are learned on the
job and vary from simple to complex.
2. Variety and Complexity of Work . Subject position deals with several programs
e.g. , Medicare/Medi-Cal and Denti-Cal and a wide variety of duties. The
duties are repeated at regular intervals consistent with the accounting and
data processing cycles. The work performed by subject position is moderately
complex and requires substantial knowledge of the transaction coding and
allowable procedures related to the programs. The incumbent of subject
position must also have a thorough knowledge of the data processing system,
its impact and relation to the Medicare/Medi-Cal unit operations.
3. Nature of Work, Supervisions Exercised, Training Required, Originality and
Initiative are not significant factors for subject position.
4. Consequence of Error for subject is minimal in that errors are correctable
by subject position with no loss of revenue caused by subject position.
S. Judgment, Independence of Action and Supervision Received. Subject position
functions with a high degree of responsibility in the performance of the
assigned duties due to the high degree of latitude delegated to subject
position by the supervisor. Further, subject position exercises a signi-
ficant degree of judgment in determining the disposition of accounts and
the research of problems and takes corrective action independent of super-
vision. Additionally subject position is solely responsible for the main-
tenance of the computer lists and accounts since the retirement of the
incumbent of the Account Clerk III position.
6. Public Contact and Person-to-Person Work Relationships: Subject position
answers questions from the patients, from Medicare/Medi-Cal and Denti-Cal,
and collects payments from the public over the counter. Subject position
occasionally must deal with irate persons at the -counter concerning an
account. In these instances, subject position must be courteous, tactful
and diplomatic to be effective. Public contact accounts for approximately
5-10% of the duties and responsibilities of subject position.
Conclusion and Recommendation
Subject position functions independent of supervision in the performance of duties
and is required to be knowledgeable in the ,computerized accounting system as it
relates to Medicare/Medi-Cal -and Denti-Cal. Based upon the independence of action
exercised and the complexities of the coding for the, computerized accounting
system, staff recommends approval of the P 300 request to reclassify subject
position from Account Clerk II to Account Clerk III.
RCSirh 000283
��• ,. �, POSITION ADJUSTMENT REQUEST No. 1 ,3377—
Date:
33 yDate: 7/3/84
Dept. No./ Copers
Department Health Services/Medical Budget Unit No, 40C_ s)rd�Sp�plj 6tisoo Agency No. 54
Care
Action Requested: NON=RO rr7 Reclassify Exempt Mei.} l ��,Fe4*nt II positions 54=360
and 54-1693 to Exempt Medical Staff Resident III
Proposed Effective Date: 7/18484
s--
Explain why adjustment is needed: To reflect the advancement of Doctors Martin and Moshofsky
to the third year of the Family Practice Residency Program
Classification Questionnaire attached: Yes [] No F]
Estimated cost of adjustment: $
Cost is within department's budget: Yes Q No ❑
If not within budget, use reverse side to explain how costs are to be funded.
Department must initiate necessary appropriation adjustment. Ray Philbi
Use additional sheets for further explanations or comments. Personnel S ices Assistant
for Dep Url 2pnt Head
Personnel Department Recommendation
Date: g-8y
Reclassify Exempt Medical Staff Resident II positions 54-360 and 54-1693, Salary
Level Xl 480 (1931F) to Exempt Medical Staff Resident III , Salary Level X1 517
(2208F).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: Cg day following Board action.
Date for Director o Personnel
County Administrator Recommendation
Date:
Approve Recommendation of Director of Personnel
0 Disapprove Recommendation of Director of Personnel
0 Other:
for County Administrator
Board of Supervisors Action 000284
Adjustment APPROVED/ on JUL 3 1 , /��Y J.R. Olsson, County Clerk
Date: JUL 311984 By
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
=� CONTRA COSTA COUNTY C
HEALTH SERVICES DEPARTMENT
,'!VIl_ SERVICE GEP7
To: Bill Ray Date: July 3, 1984
Supervising Personnel Analayst
From: Ray Philbin Subject: EXCEPTION TO THE FREEZE:
Personnel Services Assistan RECLASSIFICATION OF EXEMPT
MIDICAL STAFF RESIDENTS
(MARTIN & MOSHOFSKY)
In a recent exception request, we advised you of the departments
intent to continue its family practice residency program (approved by
Mr, Riesz), As indicated in the attached memo dated 7/2/84 we neglec-
ted to request the necessary position conversions to advance the above
2 Residents to the IIT level.
Accordingly, attached find a P-300 to reclassify the positions to the
III level effective 7/18/84 or as soon thereafter as possible,
following Board action.
RP/pa
Attachments (2)
cc: George Riesz
Marj wolf
000285
A-41 3/81
CONTRA COSTA COUNTY
HEALTH SERVICES DEPARTMENT
To: Ray Philbin Date: July 2, 1984
Personnel Department
From: Marjorie4dmi
f Subject: ADVANCEMENT OF DRS. MARTIN
Hospita strator AND MOSHOFSKY TO RESIII LEVEL
As per your direction, we request that P-300's be processed to
advance the positions currently held by Dr. Peggy Laura Martin
and Dr. William Moshofsky to the Resident III level.
This request was inadvertently forgotten when the grant money for
the funding of these two resident positions was obtained by Dr.
Aiken, Family Practice Residency Director. Or
As Drs. Martin and Moshofsky are advancing effective July �,a�, we
request the positions be converted retroactively. r'
Please contact this office if you need any further information or
action.
This action should be covered under the exception to the freeze
already authorized by George Reisz concerning the resident positions.
MSW:vr
o0
UU
D
J U L 3 1384
Ci:N ;�tA CP�53TA COUNTY
HEALTH SERVICES PERSONNEL.
000286
A-41 3181
' Contra Personnel Department
a Administration Bldg.
Costa 651 Pine Street
County Martinez. California 94553-1292
DATE: July 17, 1984
TO: Philip J. Batchelor, County Administrator
FROM: William G. . Ray, Supervising Personnel Analyst
SUBJECT: Request for an Exception to the Freeze Approved by Nu-Med
For your information and records, I am forwarding the attached request for an
exception to the freeze that has been reviewed and approved by Nu-Med
representatives to the Records Section of the Personnel Department to be
processed.
WGR:af
Attach.
000287