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Home My WebLink AboutMINUTES - 08201985 - 1.34 1-034 _. POSITION ADJUSTMENT REQUEST No. /3 6 5$ Date: Dept. NoA/„ 11 �' P" ; Copers Department ( Sheriff-Coroner Budget Uti''it No. 0255 Org. No. 2500 Agency No. 25 Action Requested: Establish class of Sheriff's Fiscal Officer. Reclassify current Administrati Services Assistant III (pos. #0014) . Proposed Effective Date: Explain whyl,ladjustment is needed: I Classification Questionnaire attached: Yes [] No Estimated cost of adjustment: $ Cost is within department's budget: Yes lo No11 [] If not within budget, use reverse side to explain how costs are to btt nded. Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. f dr Depart nt Head Personnel Department Recommendation August 1, 19 Date: Establish the class of Sheriff's Fiscal Officer and allocate to the Basic Salary Schedule at salary level C5-1842 ($2865-3483) ; and reclassify person and position of Administrative Services Assistant21I, position 25-014, salary level C5-1693 ($2469-3001). This class is exempt from overtime. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: •q day following Board action. Date for Director of s nn—el County Administrator Recommendation Gig r'1T Date: -a -Ss Approve Recommendation of Director of Personnel D Disapprove Recommendation of Director of Personnel D Other: for County Administrator Board of Supervisors Action AUG 2 01985 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/ on Supervisors and County Administrator Date: AUG 2 01985 By: � APPROVAL OFLTHIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 CONTRA COSTA COUNTY CLASSIFICATION QUESTIONNAIRE Reed L. ' McDonald Sheriff-Coroner Administration NAME I DEPARTMENT DIVISION Administrative Services Assistant III Department Fiscal Officer Martinez 8-5 OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours Time Required Description of Work: FINANCIAL/BUDGETARY: 80-85% 1 ) Monitor and evaluate actual expenditures and revenues relative to budget'. .. : projections; prepare budget status reports; periodically reporting to Department Administrative Officer and Department Head, advising of neces sary action to meet department plans and County requirements. 2) Review and approve all departmental requisitions and contracts for the ." purchase of goods and services. Initiate any contractural changes as required. 3) Coordinate the preparation of annual budget proposals and assists in .their presentation during the budget review progess. 4) Reviews budget proposals. for ,complete and proper preparation and ith specified guidelines. documen- tation and for conformance w � 1 5) Reviews, analyzes, recommends and implements procedural changes in the preparation, maintenance and control of the departmental budgets and other activities. 6) Prepare budget adjustments, including appropriation, allocation and esti- mated revenue adjustments . 7) Coordinates the formulation, .monitoring and review of the fiscal aspects of contractural agreements fqr special projects, grants and service agree ments. 8) Review departmental revenue contracts providing outside agencies with Police, Communications, Prisoner housing and other services. 9) Meet with Special Districts representatives (Police Service Areas) , to' explain County Procedures, prepare budgets and plan for future needs. 10)Represents the Department in fiscal dealings with the Auditor-Controller, County Administrator, and other County Departments. ll)Represents the Department on fiscal matters, such as audits by State, Federal , and County agencies , reviews and analyzes audit reports and re- commends appropriate action to challenge exceptions or to comply with re- quirements. 12)Identify and pursue cost saving and revenue producing efforts throughout the Department, specifically, hospital overchages, energy useage, food and clothing requirements. 13)Advises department staff on the more difficult professional problems arising in the accounting work of the department. 5% PERSONNEL ADMINISTRATION: Assist in the examination process by performing oral interviews and assisting in internal selection committees. Assists in the preparation of staffing reports and review of overtime usage in conjunction with vacant positions. AK 75 •a List Machines or Equipment Operated as Part of Job: Personal Computer, Calculator Designate the name and title of the person who supervises position Thomas, Young, Administrative Services Officer List the names of employees supervised. if a whole uni is supervised simply name the unit and state t e number of employees. N/A Il public contacts are required either in person or by phone, state with whom,and in general, for what purposes Special District representatives - planning and assisting in their budget process ,tax- ation status and problems. Various citizens , agencies , and groups regarding the Department budget. Outside vendors and contractors - negotiating terms , requesting needed services ,discussin, ns must'be made in performing the work: Advising department management on initiating action to prevent or modify financial or budgetary problems. Deciding on amounts and timing of budget changes. What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility Participating in and planning future financial needs for the department. Projecting expenditures and revenues into the future as they relate to current and future budgets. Communicating with Divional Commanders in regard to departmental priorities. The above statements accurately describe this job as it has bqLsewtor a pa 4 IN and earonl is (Signature) Date) / 8 COMMENTS OF IMMEDIATE SUPERVISOR In what way are the above statements incomplete, inaccurate or misleading: The above statements are complete and accurate What is the basic purpose or function of this position ? To provide day-to-day management of the fiscal affairs of the department What changes have occurred in the work of this position ? The administrative duties of the division have become much more complex over the past four to five years, especially with contract cities, special districts, new revenue sources, and annual'' budgeting projections. What parts of this job do you check or review closely and why ? I review the budget data that are used for year-end projections; 1 review any material used to develop the comina-year budget. I do not review the day-to-day fiscal matters. If the position requires typing or shorthand, are they incidental or essential ? Typing: Time Required: Shorthand: Time Required State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job: Required education: Required experience: Thre to five years of government budget experience Required license or certifical (Signature) (Date LnL9es COMME SOF EPARTMENT HEAD Comment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and responsibilities. _A4 ( �� Signature) (Date) -+ r Classification Questionnaire Page 2, Reed L. McDonald Sheriff-Coroner 10-15% SUPPORT-SUPERVISION-SPECIAL PROJECTS i (1) Di-rects clerical staff in established departmental policies and pur- chasing procedures (requisition-purchase order-partial and final re- ceiving reports.) (2) Provides functional direction and reviews the work of accounting and clerical support staff in all Divisions of the Department. (3) Directs administrative and clerical staff in the use of the Sheriff's revolving fund and petty cash operation. (4) Fleet Operations - Advising and assisting departmental management in the planning of current and future fleet use, both in the number of units needed and the financial implications. (5) Data Processing - Advising and assisting departmental mangement in the planning, including researching computer equipment and expediting pur- chases , and future financial implications including lease purchase agreements and hardware/software maintenance costs.