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t POSITION ADJUSTMENT REQUEST No.
Date: 4-22-85
Dept.-NL/-e2tw- Copers
Department CLERK - ELECTIONS Budget Unit No. o043,., Org. No. Agency No. 024
Action Requested: Upgrade Elections Data Processing Manager Classification �,1� -O/`/
Proposed Effective Date: ASAP
Explain why adjustment is needed: Increased Responsibilities - Computer daily production
for Electiohs, Clerk, Recorder and Clerk of the Board.
Classification Questionnaire attached: Yes ® No
Estimated cost of adjustment: $
Cost is within department's budget: Yes ® NOF]
If not within budget, use reverse side to explain how costs are to be funded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
for Depar-tment9read
Personnel Department Recommendation
Date: August 27, 1985
,:-!Estabiish �therclass .of Clerk-Recorder Data Processing Man6'ger and allocate to
"rthe-Basic Salary Schedule ;at salary level .Cb-1'581 ($2207-2683) ;' recl -ssify-
person and position of Election Data Processing Manager, position '#24-014,
"isalary level C5-1495•($2025-2462); and cancel the class of Election Data
Processing Manager.
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: .X day following Board action.
D
Date o Di ector f ersonnel
County Administrator Recommendation
Date: 8.30'$5
Approve Recommendation of Director of Personnel
O Disapprove Recommendation of Director of Personnel
6 Other:
for County Administrator
Board of Supervisors ActionPhil Batrhe!or, Chrk of the Board of
Adjustment APPROVED/DfSAPPROVf$ on SEP 10 1985 supervisors and county AdYdnistrator
Date: SEP 10 1985 By: (` A4&A ZA
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
Contra Personnel Department
COs}a Administration Bldg.
1 651 Pine Street
County Martinez, California 94553-1292
`y DATE: August 27, 1985
TO: Richard K. Heyne, Chief-General Government Division
FROM: Shelley Pighin, Administrative Analyst�R
SUBJECT: Classification Study. - Elections Data Processing Manager
Background:
P300 No. 13633 was submitted on April 22, 1985 by the Clerk-Recorder's Office
requestion an -upgrade of the Elections Data Processing Manager classification
to reflect increased responsibilities. Subject position is located within the
organizational structure of the Clerk-Recorder's Office as shown in attachment.
Staff met with the incumbent, Roxy Ogorchock and her immediate supervisor, Lon
Underwood, Assistant County Registrar, and completed an in-depth review and
analysis of the duties and responsibilities of the position. The attached
classification questionaire accurately describes the duties of subject position.
Personnel Department records indicates that a staff audit was conducted in
August 1982 to determine if the duties and responsibilities assigned to the
subject position (at the time titled Elections Data Processing Specialist) were
properly classified. Those duties and responsibilities were outlined as follows:
1. Preparation and Conduction of Elections.
- scheduling jobs to run on computer to maintain files needed for
election; this included precint information.
- entering "set" ballot into computer and performing "test" election.
- training temporary employees for election night.
correcting data entry and computer errors.
- overall supervision of permanent and temporary Elections Data Pro-
cessing staff; day-to-day lead responsibilities lie the Elections
Data Processing Assistant.
2. Non-Election Programming and Other Data Processing Related Activities.
manage and maintain Data General Eclipse C350 Data Base. In 1982 this
was a relatively new computer with a larger capacity than the Auditor-
Controller's computer. However, staff :felt that neither incumbent nor
other election department personnel understood capabilities of the
C350 and therefore it was operating at far below potential and capacity.
- maintain data files for Clerk of the Board, Clerk-Recorder, County
Clerk and Juvenile Court files -- these were index files "brought
up" , changed and returned.
design and write computer programs for users within the Clerk-Recorder's
Department (staff concluded that program applications were limited
by lack of knowledge of how to utilize C350 capacity. )
write procedures and programs for data entry use.
- prepare monthly time reports.
schedule all new jobs for data entry.
It was staff's audit conclusion in 1982 that tasks performed by subject position
were adequately reflected in the Elections Data Processing Specialist classifi-
cation. Staff inidicated that there was no basis. for a salary increase at that
time. Perhaps with a more complete understanding and utilization of existing
computer equipment along with the responsibility for design and writing of programs
department-wide, a salary adjustment could be justified. This P300 was cancelled
on October 1982 with the understanding that a salary survey would be undertaken
and further study of the position conducted in the future. On April 5, 1983
Elections Data Processing Specialist was retitled to Elections Data Processing
Manager, thus reflecting increased responsibilities for program design and con-
struction. However, no salary adjustment was adopted.
Findings:
Staff's audit confirms that incumbent's data processing involvement has substan-
tially increased since 1982 due to new equipment capabilities and heavier data
entry and programming needs of the Clerk-Recorder Department. In addition to the
SSI word processor, incumbent currently manages a UNIVAC Cade 1900/10, a Data
General MV 10000 (which replaced the smaller Data General EcilpseC350) and four
Data General Nova-4 computers. This requires the ability to conduct in-depth
studies of existing departmental operations and procedures to determine program-
ming needs and the design and writing of programs using high level languages.
These tasks are performed without assistance from County programming or systems
analysis staff. However, incumbent does interact with outside hardware and soft-
ware manufacturers for programming guidance. Programming responsibilities also
required testing and evaluation of output (debugging) , implementation and supervision
of the system.
With the purchase of the MV 10000 and the DFM Recorder Information Management
System the Clerk-Recorder's Office has become totally independent of the Auditor-
Controller's mainframe. This on-line capability has increased programming
demands on incumbent and will continue as planned expansion becomes reality. The
Commission on State Mandates continues to impose new legislation that also re-
quires a constant program update and testing for Election validation.
Since the 1982 audit of incumbent's position, the Election division has developed
expertise required to utilize their computer equipment to its full potential .
Recent purchase of more sophisticated equipment and the.addition of a new system
in the Recorder's Division have further improved the Elections Data Processing
system. Many of the hours required to reach this level of understanding were
contributed from the employee's own time and with little financial assistance
from the department.
Conclusion and Recommendation:
Based on the increased responsibility for data entry and programmin activities
in the Clerk's department and Recorder's department, staff recommends this class
be retitled to Clerk-Recorder Data Processing Manager and adjusted upward 9% to
salary level C5-1581 ($2207-2683) .
The Election Data Processing Manager classification has components of other Data
Processing/Data Entry job classifications within the County. The salary recom-
mendation is based on the relationship with the following classes:
Coordinator of Data Entry Services ($2127-2586)
Position manages a centralized data entry system including supervision
of data entry personnel ; assists user departments in data entry and
program maintenance. Coordinator of Data Entry Services does not
write computer programs and can offer no assistance to user departments
in system analysis. In addition to responsibilities for operation and
production, subject position has programming responsibility that the
Coordinator of Data Entry Services does not. Salary should reflect
these additional duties.
Social Service Systems Manager ($2459-2989)
Position performs much the same basic type of duties as the Election
Data Processing Manager in the management and coordination of data
processing activities in the Social Services Department. However,
Social Service System Manager operates a more comprehensive program.
The scope fo the Welfare Case Data Systems involves the coordination
of a multi-county agreement with over 250 caseworkers submitting data
on a daily basis. Subject position does not have responsibilities of
this magnitude.
Departmental Systems Specialist ($228-2781)
Positions in this professional class are responsible for the study of
manual systems and procedures used to process data; the recommendation
on revisions of existing manual systems; and the feasibility of conversion
to electronic data processing systems. Subject position performs analysis
on established systems for update and revision purposes only. Subject
position does not require the post-secondary education or experience
required by Departmental Systems Specialist.
In addition to the classes with Data Entry/Data Processing responsibilities, staff
reviewed subject position's relationship to Registration and Election Supervisor
($2218-2696). Registration and Election Supervisor is responsible for the day-to-day
direction and coordination of office functions relating to public information,
voter registration, election precints, polling places and records maintenance
during the conduct of a county-wide election. Subject position supports these
activities as they relate to the electronic processing of all data required for
the conduct of an election. In the absence of the Assistant County Registrar,
Registration and Election Supervisor provides direction to the Election's staff.
Based upon present responsibilities and organizational relationships, the Clerk-
Recorder Data Processing Manager's salary level 'should not exceed that-of the
Registration and Election Supervisor.
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�1. PERSONNEL ADJ APPRVD 13633
2. CLERK RECORDER ELECTIONS -