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HomeMy WebLinkAboutMINUTES - 10111983 - 1.31 POSITION ADJUSTMENT REQUEST No. /3/10 Date: !! C Dept S� i `1 ` Copers Department Sheriff-Coroner Budget Unit No.,,PVp Org. No. 2590 Agency No. 25 SEPZI 1 15 Action Requested: Reclassify Clerk-Experience Level to Account Clerk I/II O "ICE DEOT. Proposed Effective Date: 10 83 Explain why adjustment is needed: To accurately reflect duties of the position Classification Questionnaire attached: Yes © No Estimated cost of adjustment: $ Cost is within department's budget: Yes QX No [] If not within budget, use reverse side to explain how costs are to be f Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. for Department Head Personnel Department Recommendation Date: October 4, 1983 Reallocate person and position of Clerk-Experienced Level , position 25-404 to Account Clerk I. Both at salary level H1 887 (1103-1341) . 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. ' 10/1/83 Date for Directo f eSonne IQ County Administrator Recommendation Date: A_3 eApprove Recommendation of Director of Personnel 0 Disapprove Recommendation of Director of Personnel E3 Other: for County Administrator Board of Supervisors Action OCT 111983 Adjustment APPROVED on J.R. Olss n, County Clerk Date: OCT 111983 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 /82 113 ' CONTRA CL..iA COUNTY r C LASSI FICATION QUESTIONNAI RE NAM[ DEPARTMENT DIVISION LORETTA ANN LOZANO SHERIFF-CORONER DETENTION OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Ploc. .>I N'urk and An::rpnvd Hour:. CLERK EXPERIENCE LEVEL BOOKKEEPER WORK FURLOUGH - 8am/4pm Time Required Description of Work: 15 % BALANCING: I maintain the double entry bookkeeping system at Work Furlough; I am held accountable for all money transactions of the Facility. To insure all postings, disbursements and reimbursements are re- corded properly. I perform a monthly In House Audit of all journals; assure all figures agree; prepare report, route to Sheriff's office. I must be able to explain transactions upon demand. 7 % STATE BILLING: I maintain a count of State Inmates housed at Work Furlough on a monthly basis; prepare a billing to the State which involves an accurate count of the days each State Inmate worked, didn't work and whether they paid their percentage of board and care fee. Figure amount to be paid by State for each Inmate and rate. Complete billing report and route to proper authority. 3 % NAPA BILLING: I maintpin a count of Napa Inmates; the amount of days each were housed at Work Furlough for the month and prepare billing to Napa. 5 % STATISTICS: I prepare a monthly statistical report of all Inmates housed at Work Furlough, divided into their separate classifications, showing the breakdown percentage of each category. Report total amount of revenue generated by W/F 'Facility each month and it's source. 5 % PREPARE FISCAL 'YEAR STATISTICS REPORT: Requires researching and analyzing prior accounting records and compiling of financial and statistical data . 10 % MAINTAIN BILLING: I set up Inmates billing ledger. Record charges; receive and post payments. I maintain a daily accountable balance of each Inmate's account. 10 f CHARGE SHEET; I am responsibile for preparing what is called the weekly charge sheet. It is used for collecting board and care pay ments from W/F Inmates. The charge sheet must ,be accurate, for itis also used in accounting for days charged to Inmates and at what rate they are charged. In addition it is -my responsibility to indicate on the charge sheet, 10 days prior to an Inmat0 s release, the amount of board and care due through release. Ensure that staff members collect board and care, application fee, etc., and correct any errors made in these transactions, 4 7 % REPORTING INMATEIS ACCOUNT: On a weekly basis I advise Field StAff- as to the condition of their assigned Inmatels account. This report- ing must also be accurate, for one of. the major factors -used by the Pass Committee in their meeting is that board and care be paid -up to date. 3 % FIGURE EARLY RELEASES: Due to overcrowding of the Detention Facilities we are authorized on a month by month basis to give early releases to Inmates. It is my responsibility to calculate the percentage of early i release credit for each Inmate (due for release in the month) keeping within the tninmum and maximum time allowed. , (continued see attached) AK 75 page 1 114 F lj,nmf•,o Operated os Part of Job: COMPUTER TERMINAL — ELECTRONIC CALCULATOR — SELECTRIC II TYPEWRITER — XEROX MACHINE I -- ,F.• .....I 1.11e of ,i^ p.r>on who •:opefvl5r por.i::nn — SGT. DONALD CROWE namen en.ploye!s supernse , a w ice n sopenvn!d simply name the unit and State t e number at employees N/A If P'" ro , ;,fired eilher in person of by phone, ::Isle with whom,and in general, for what purposes: — SEE ATTACHED PAGE 2 M"•a' •:^cis�una marl b^ mode in performicq !be work. SEE ATTACHED PAGE 2 1•.'•n�pn„'. ^f live lob rc1,,re fhe arealesl ki:1. kn ovaed ye, and involve the greoteel responsibility: SEE ATTACHED PAGE 2 ,.,, nt,n ! since my date of employment, 12-6-82. alely describe this job as it o- been for the �et and h� cars oni s (Siynfithue) Q- ,� ( Dahl August 4, 1983 COMMENTS OF IMMEDIATE SUPERVISOR SEE ATTACHED MEMO DATED AUGUST 4,1983 ..!,nl ray are the ninon nfolemen!a incn:npiele, inaccural! or misleoding: '4 r til^ pal P,+::e or function of this: position ? chnna^:. hav! occurred In the work of this position ? of rtif- Inh no you check of review r.lovely and why ? If the position requires typing or shorthand, are they incidental or essential i .- TyFl.nq: Time Required: - .`.hn,thond: Time Required: :Into what you helieve to be the special certificates and minimum amounts of training and experience required to perform this job: Required education: High School Graduate with accounting classes. ' f flegoi,ed experience: Accounting & secretarial _ . . Rd :N/4 equiretic en ss r c rfit' a e:''f�,/fy (Date) `��d�l�+/' (SlVnalure � COMMrNTS OF DEPARTMENT HEAD �.nrnl on the stal,re"I o! lire employee and supervisor. Designole any other positions In the department which you believe are similar in duties and :,po�ni Elhl,rs, I have reviewed the classification questionnaire and they are accurate and the recommendation is for a reclassification. r ' (signatafe) (Dat.l 9/20/83 115 Sh;briff-Coroner Richard K. Rainey C;on!ra Costa County SHERIFF-CORONER Duayne J. Dillon P.O. Box 391 Assistant Sheriff Martinez, CdfTrgia 14553 Warren E. Rupf (415) S;Ky L StS��UU Assistant Sheriff To: Whom It May Concern Date: August 4, 1983 From: Sergeant Don Crowe Subject: CLASSIFICATION QUESTIONNAIRE Work Furlough Center Comments of Immediate Supervisor IN WHAT SWAY ARE THE ABOVE STATEMENTS INCOMPLETE, INACCURATE OR MISLEADING: This is a complete accurate description of the job. WHAT IS THE BASIC PURPOSE OR FUNCTION OF THIS POSITION? The primary function of the position is accounting. WHAT CHANGES HAVE OCCURRED IN THE WORK. OF THIS POSITION? In 1976 when the position was created, the Work Furlough population was 28. Since then the population has increased to a high of 112. This increase has had a definite impact on the work load of the position. The fact that Contra Costa County has entered into a contract with the State Department of Corrections and reciprocal contracts with other counties has also impacted the work load of the position. This is evidenced by the, deposit statistics for the Month of June. In 1976 approx- imately $2,800.00 rent money was deposited. In 1983, over $22,000.00 was deposited. A comparison of income generated at Work Furlough also bears this out. In fiscal year 1981/1982 the facility generated $181 ,731 .93. In 1982/1983 fiscal year the facility generated $351 ,090.12. This represents a 93% increase for one year only. The statis- tics are not available to me at this time to make a comparison of past years. The clerk at that position had the responsibility of accounting for all of the trans- actions which comprised,that $351 ,000.00. WHAT PARTS OF THIS JOB DO YOU CHECK OR REVIEW CLOSELY AND WHY? The rent charge sheet is reviewed and used daily during the collection of rent. IF THE POSITION REQUIRES TYPING OR SHORTHAND, ARE THEY INCIDENTAL OR ESSENTIAL? Typing - essential , 15% of time required. Shorthand - incidental , 0% of time. AN EQUAL OPPORTUNITY EMPLOYER 116 y PAGE 1 ime Required: 10_ BOOKINGS; I am responsible for the accuracy of the bookings. I receive new bookings for processing and calculation of Inmates sentence. I review court documents for completeness, consistency and clarity. It is my respon- sibility to make outside contacts, courts etc,, to insure accuracy. I re- view work completed by other staff members for accuracy. I receive and screen print cards and photos, I check for completeness and accuracy and route to proper authority. I receive all closed out, rejected, paroled and transferred bookings. I review for completeness, update billing and insure all transactions have been properly recorded. I then make a settlement of Inmate's account; if money is owed to Inmate I issue cash disbursement, if money is owed by Inmate payment is requested. If in my, Absence an Inmate is released owing Board and Care, it is my responsibility to take proper measures in obtaining payment. Same applies if Inmate is owed money. 5 % UPDATE COMPUTER: It is completely my responsibility to update all bookings in the computerized booking system.. I receive class attendance records (fro- to apply school credit to individual bookings and all affect- ed records. I also receive new commitments, modifications and amended com- mitments for update. Any and all changes are my responsibility. 2 % DISCIPLINARY BOARD REPORTS: I receive what is known as an Incident Report , from the Disciplinary Board at the Work Furlough Center for processing. I examine all reports to determine actions taken by the Board, i.e. , loss of good time credits, taken off Work Furlough or rejection. It is my respon- sibility to update records, bookings, computer and billing if they are affected by these actions. I separate and distribute these reports. 2 % BAIL MONEY: It is my responsibility to -record receiving of and sending of bail money; then route to proper authority, 2 % MEAL MONEY; I am responsible for collecting, tallying and receipting employee meal money and reporting at end of month. 2 % • PETTY CASH: The Work Furlough petty cash fund is my responsibility. I disburse money from the fund and I am responsible for maintaining records for petty cash spent. I also insure that the fund is replenished. 1.0 / ASSISTING INMATES/PUBLIC: I act as receptionist, answering a wide variety of questions pertaining to Work Furlough; giving information which they might need, referrals, etc. I explain the computation of the Inmates sen- tence. I, am constantly called upon by Inmates who are in the Work Fur- lough Program to explain payments and charges and any changes in their Board and Care rate. I also aid them in understanding the billing and payment policy and procedure. 2 % BACK UP SECRETARY (Senior Clerk): When on vacation sick leave and for general overflow. Other duties I am called upon to perform are; purchases, typing, filings taking minutes in meetings, contacting vendors and repair- men, Any and all administrative functions. 3 117 PAGE 2 1F PUBLIC CONTACTS ARE ERQUIRED EITHER IN PERSON OR BY PHONE, STATE WITH WHOM, AND IN CENERAL, FOR WHAT PURPOSE: I assist outside agencies such as State, Napa, Alameda County, etc. , with questions regarding their Inmates, (that are housed at Work Furlough) pertaining to billing procedures, Board and Care rates how rates are arrived at and changes in the bookings, i.e. , additional charges, modifications, etc. I assist persons applying for Work Furlough with their application. Ensuring that it is complete and accurate. It is one of my responsibilities to answer questions from the public regarding the Work Furlough procedures and policies. All persons entering the Facility or phoning into the Facility are thoroughly screened and assisted. I use my own judgement as to' which calls or persons should be referred to another party. I use my knowledge of the Work Furlough rules, procedures and policies to make decisions when answering the public's questions. WHAT DECISIONS MUST BE MADE IN PERFORMING THE WORK: The decisions on the desk vary from a simple explanation of an Inmate's account to resolving more complex accounting problems. The position in it's entirety requires independent judgement. The clerical staff at the Work Furlough Facility consists of two positions one of which I hold as Bookkeeper/Receptionist. WHAT PARTS OF THE JOB REQUIRE THE GREATEST SKILL, KNOWLEDGE, AND INVOLVE THE GREATEST RESPONSIBILITY: Performing the bookkeeping work requires the greatest skill, which involves double entry bookkeeping practices in direct support of .accounting activities. Preparing involved accounting and statistical reports requires the greatest knowledge. Analyzing financial transactions and assuring that all Journals are posted properly requires the greatest responsibility. 1.��