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Home My WebLink AboutMINUTES - 07201999 - C64-C69 POS 1 RE a atflt Not.f A Classification Questionnaire attadled. Yes a N Cost is within Department's budget: Yesti Noo Total one-Time Costs (non-salary) associated with request: DA Estimated total cost adjustment (salary/benefits/one time: Total annual cost S 8 100 Net County Cost ' Total this FY 675 N.C.C. this FY SOURCE OF RWING TO OFFSET ADJaSTRE Department unt initiate necessary a0ustment and submit-to additionaluw sheet for further explanations or comments. otr parWff Head VEVIM BY CAO, AND RE TO N DEPA "i s4 � Deputy- Y finis F MW RE DEPA# N` RECOMWMAT1C $ Increase the hours of. Clerk-Experienced Leve? {�}�}^pcss��icara 3��3,�a i�xe'��. A`".ta �� . 'er .1e + x0- E3 rsm 324€ a0/40 :! _ e . sci Services Dep" zartmen , , Effective.* ay following ctiotnn'. b Y -`-^° at } COU lY H l REC��DA"I DA4W 'C'E: t Recompendation of Director of How Resources � g SWVVe Rlecommendation of Director of Human Resources WM OF SLMVPTS ON a Phi 1 a or. Cle0k of the Board of Supervisors Adjustment APPROVtV and I n for APPROVAL 4F THIS ADJMMff CONSITnXES A PMVNaJWMY RWZ6N 4006T TO BE COMPLETED BY KWN RESOJM DEPAR.7W-W FOUNING SM ACTION Adjust class(es)/position(s) as follows: :f Request is to Add Pvoject Positions/dy es� please complete other side 14 00473 f f f y - it x &illyIm m *m M- - t j SOCIAL SERVICE DEPARTMENT CONTRA COSTA COUNTY TO. Phil Batchelor, County Administrator DATE; Dec. 29, 1998 ATTN. Sara Hoffman, Senior Deputy County Administrator FROM: John Cullen, Director �` cc: Exec. Team. BY; B. Anne Crisp, Personnel Ss Asst J. Campbell T.Harvey SUBJ: BOARD AGENDA ITEM: P-300 TO RECLASSIFY CLERK SENIOR LEVEL POSITION (PS) 3967 TO SECRETARY JOURNEY LEVEL AS OF JANUARY 1, 1999 I . REQUESTED ACTION To reclassify Clerk Senior Level position 3967 to Secretary Journey Level as of Jan. 1, 1999. II . FINANCIAL IMPACT The additional County cast is $44 a month for the reclassification from Clem Senior revel to Secretary Journey Level . CALCULATIONS $3, 912 1 40/40 Clem Senior Level Step 5 ($2898 x 35% benefits =$3912) -3, 129 Less 80% State and Federal funding $ 78.3 County monthly Cost $4, 131 1 Secretary Journey Level Step 13 ($3060 x 35% benefits) -3, 304 Less 80% State and Federal funding $ 827 County Monthly cost $827 County cost for Secretary Journey Level -783 County cost for Clerk Senior leve $ 44 Additional County monthly cost III . BACKGROUND/REASONS FOR. REQUEST The Departnent requests that Janet Cortpili, Clerk Senior Level in position 3967 be reclassed to Secretary Journey Level as of Jan. 1, 1999. A review of the attached classification questionnaire indicates that Ms. Compil-L job duties would be most appropriately classified as Secretary Journey level, Ms . Compili is responsible for coordinating and prioritizing appointments and calendars for two Social Service Division managers. She screens telephone calls and visitors to see the managers and asks pertinent questions to determine if the manager needs to be notified or _f the matter is of a routine nature she handles the situation. She also types, copies and distributes variety of memos, "Letters and forms for the two Division Managers and 16 Supervisors. She initiates and proofs correspondence for the manager' s signature or initial and distributes as requested. In sorting of the mail she is responsible for Oen 9c (New 3/86) reviewing and managing all incoming mail and sorts, screens, prioritizes and routes the mail as appropriate. In the absence of the division managers she prioritizes and processes urgent :ail and advises division manager on action taken. She types performance evaluations for supervisors and confirming memos. The work described above involves moderate to extreme confidentiality and requires Ms. Compili' s awareness and discretion. Ms. Compili also backs up the Secretary journey Level supporting the Child Welfare Division manager as well as maintaining the log of accident reports and distributing copies as appropr=ate and prepares De-oar-mental staffing reports, ISC1.s and 1.A reports . Sm_e also performs other duties as described in the classification questionnaire. TV. CONTSEQ ENCES OF NEGATIVE ACI ION If this action is not approved Ms. Compili may not be classified at the appropriate level for her work and not receive appropriate compensation. disk20cnac p3lco:rpl. sec CONTRA COSTA COUNTY CLASSIFICATION QUESTIONNAIRE NAME DEPARTMENT DIVISION Janet Compilli Social Service Department .Antioch OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours Senior Level Clerk Secretary Journey Level 4545 Delta Fair Blvd. Antioch, CA 94509 7:319-5.00 Friday 9/8€9 Schedule Time Required Description of Work 18% MEMOS, LE'T'TERS & FORMS: I type, copy and distribute various memos, letters and forms for 2 Division Managers and their 16 Supervisors. I receive an absence list from.the Division Manager, confirm with Personnel that cards are received and report any discrepancies. I initiate and proof correspondence for tanager's signature or initial for manager and distribute 1 I as requested. 18% COORDINATE MEETINGS: I prioritize appointments and protect free time for the Division Managers. I contact the various people via telephone, voice mail and/or e-mail to arrange meetings for 2 Division Managers. I type and distribute agendas, minutes and chart notes for meetings. I discreetly coordinate confidential meetings for the Division Managers. 8% COMMUNICATION: I answer telephone calls and screen them and visitors to see managers by asking pertinent questions to determine whether manager needs to be notified and then handle those determined routine, I answer hostile client phone calls and refer to correct supervisor for resolution. I communicate with Division Managers, Supervisors and all staff via e-mail and voice mail. I transcribe confidential voice mail messages for the Division Managers. i 15% CALENDARS: I schedule and maintain calendars for 2 Division Managers using Microsoft Schedule+. I prepare, maintain, photocopy and distribute a monthly calendar for 2 Division Managers of their appointments, meetings, conferences, vacation, and 9/80 days. I update the calendar as needed and meet with Division Managers weekly or more often as Needed to review changes. I keep managers apprised of changes to their calendar via pager, voice mail, e-mail, etc. I receive calendars from Supervisors, compile, prepare and maintain a monthly calendar for 2 Division Managers of their Supervisor's appointments, meetings, vacation, and 9/80 days. I schedule, prepare and maintain a monthly calendar of Supervisor of the Day responsibilities. 5% � PERFORMANCE EVALUATIONS (responsible for alpha A-K): I receive PER-8 forms from Personnel Department and advise appropriate Division Manager or Supervisor of type of evaluation requested and due date. I receive drafts of performance evaluations and confirming memos from Division Managers and ` 4 Supervisors. I type them in proper format, distribute according to procedure and maintain log of completed evaluations. I protect confidentiality of all performance evaluations and discreetly distribute copies to personnel, supervisors and employees, 7% I TELEPHONE LIST: I type and Maintain the building's phone list using A.DM12's to make changes. Phone list is sent for printing quarterly or sooner if needed. Alpha list is sent monthly to various staff who need the up to date information such as reception. I I CONTRA COSTA COUNTY CLASSIFICATION QUESTIONNAIRE 7% INIAIL: I review and manage incoming mail with responsibility for sorting, screening, prioritizing and routing mail for 2 Division Managers. In their absence, prioritize and process urgent mail and leave information for division managers on action taken, 5% SECURITY: I monitor radio communications and call 9-1-1 if necessary when incidents occur in the lobby or courtyard. I issue, receive, and maintain card file for building keys. I issue, receive, and maintain log for the visitor badges. I issue, receive and log in visitation room keys. I issue, receive, and log in cellular phones. I issue, receive and log in lap top computers. 7% OTHER SUPPORT: I provide back up for the Secretary-Journey Level who supports the Children's Services Division 1 Manager in her absence. I provide support for the Division Manager serving as Building Manager and the Clerical Supervisor/Site Coordinator for all building related functions. I schedule available times for the classrooms, conference rooms and staff room for building staff and other departments. I identify and resolve conflicts -'in scheduling and locate other space to meet the needs of staff, I report and log urgent HVAC, plumbing and other building problems. I maintain and update the personnel who have volunteered as Evacuation monitors for our building. In absence of the Account Clerk I am able to issue bus tickets, petty cash, food vouchers, food stamp ID cards, receipts. In absence of Medical Control Clerk I am able to issue keys for county cars. I maintain our newly created library with video cassettes, audio cassettes and professional development books by tracking items by due date. 2% PHOTOCOPYING: I copy and distribute material for 2 Division Managers and a clerical super-visor. 2% INTERVIEWS: I contact and arrange interview times for various positions for Division Managers and I Supervisors. I I type and distribute appointment follow-up letters, 2% FISCI AND 1A REPORTS: I prepare and submit all ADM 12, Notice of Personnel Change, forms for the Division Managers. I prepare monthly reports indicating changes in personnel for each Division Manager. 1% ACCIDENT REPORTS: I maintain the log of accident reports and distribute copies to appropriate departments. 1% INCIDENT REPORTS: i. I maintain the log of incident reports and distribute copies to appropriate departments. I receive and distribute copies of all Public Service Reports from the Public Service Officers. 1% FAXING: Send faxes for Division Managers. Receive faxes and notify recipients. Instruct other employees in using the fax machine. Program and update phone number changes as needed. Report fax problems. 1% ADMI?qISTRATIVE BULLETINS & DISTRICT GUIDE LETTERS: I maintain, update and distribute the administrative bulletins and district guide letters, CONTRA COSTA COUNTY �y p CLASSIFICATION QUESTIONNAIRE List Machines or Equipment Operated as Part of lob: Personal computer with the following software:�'DOWS,Microsoft Word 97,Microsoft Mail,Microsoft Schedule+,Instant Calendar, Microsoft PowerPoint,Microsoft Excel,Microsoft Access Photocopiers,calculator,typewriter,fast,telephone Designate the name and title of the person who supervises position: Dianne Tomlins,Clerical Supervisor of Administration and Office Services List the names of employees supervised. If a whole unit is supervised simply name the unit and state the number of employees: if public contacts are required either in person or by phone,state with whom,and in general,for what purposes: Tient contact to give general information or discuss client's complaint and resolve or pass along the infommation to the appropriate supervisor or appropriate Division meager.Division-W- pagers,Supervisors,Eligibility Workers,Social Workers,other county employees, interviewees,and various other agencies or businesses(i.e.EDD,Los Medanos College)to give general information,arrange meetings,and schedule classroom or conference room. Discuss with Division Managers,supervisors and other county personnel various letters, evaluations,or forms they need completed.. Employees in the building to give general information, issue temporary badges,keys,cellular phones,county cars,bus&BART tickets,food stamp ID cards,receipts,food vouchers,schedule classroom or conference room time. Building'Maintenance personnel regarding problems in the building with heat/plumbing,etc. What decisions must be made in performing the work: Set priorities and organize my workload.. Determine priority of appointments and meetings for two Division Managers. What parts of the job require the greatest skill,knowledge, and involve the greatest responsibility: Organizing and adjusting the constant changes in the schedules of two Division Managers. Speaking with hostile clients to calms thews while helping to resolve issue or referring to appropriate party. There are.many instances where I rust type, transcribe or discuss highly confidential matters. The above statements accurately describe this job as it has been for the past I years and 5 months, (Signature) l ,4 Date) f1 COMMENTS TS OF IMMEDIATE SUPERVISOR ISOR What way are the above statements incomplete, inaccurate or misleading: The above statements are all accurate but do not convey the vast knowledge required to perform these duties nor do they convey the tremendous volume of work required by two divisions managers. What is the basic purpose or function of this position? Provide secretarial support of the goals,responsibilities,assignments and priorities for the two Employment&supportive Services Division Managers who have 16 first line supervisors reporting to therm collectively(Eligibility Work Supervisors, Clerical Supervisors and two Social Work Supervisor 1)and all their workers and clerical staff(approximattely 175). What changes have occurred in the work of this position? In December, 1997,an additional division manager position was added to East County and this position was assigned the additional support duties for this manager which doubled the workload. Changes resulting from Welfare Reform have changed the way the Department functions and its direction/mission, This in turn changes the kind of work performed and the way reception and the units are set up, These changes increase the volume of work of the division managers. 'hat harts of this job do you check or review closely and why? Until recently, I monitored classroom and conference rooms schedules in order to make sure we meet the needs of the various groups that require these rooms. We have a space shortage in this district and these rooms are scheduled very heavily. It causes a real problem if there is an overbooking and we have two groups arriving to use the same room at the same bine. Since Janet seems to understand the schedules,I have now twined this responsibility over to her. I also monitor workload to make sure the two different managers do not overload Janet. One of the Division Managers informed me that she rarely reviews anything because Janet is so thorough and competent. If the position requires ding or shorthand,are they incidental or essential? - Typing is essential;shorthand is not required. 3 CONTRA COSTA COUNTY CLASSIFICATION QUESTIONNAIRE State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job: Required Education: Possession of a high school diploma, G.E.D. equivalency of a high school proficiency certificate. Required Experience: One year of full-time secretarial or clerical experience that includes proficiency on a personal computer using an up-to-date software program for word processing. Required License or Certificate: Valid California Driver's License (Signature) e) COMMENTS OF DEPARTMENT 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. (Signature) (Date) 4 C f. s i ♦ y yy # ' . 4 « E `- 3- ! Ilk' +► 1 ' .:, � �s.'- k - :'E 4 `w t r • .(� is � �.� ..: � ", •,; #'• a �# r.}� {#,o �- #. ..♦ 1 4fE E ♦ b' Etk Yt,tT f. .. i # :.# E tY '� E + 1R is # b:�•, # *► Er. ` « # # F: �� #« �# • � .�+f '!�. � bis ; # Wit '"# .' #': fsf 2 PC)SITION ADJUSTMENT REMST .. a ,ter, .... .. .r•-. .. l .2 5: ,1• ° {s.t.iit e. .. ` Unit Ko. 5a Org iflf"Sd et No. A1 I Off, 3 erect s tion X. �tl,onJ repos --Date-,*Diw after b Classification Questionnaire attached: Yes ca st is within a nt`s a p 00 Total One-Time Costs (non-salary) associated with request. S �f Estimated total cost adJust nt (salary/benefits/one time: . Total annual cost S 79 512 Ret County Crest S' �. 'Ut 1999 - 2000`dotal this FY SN.C.C. this FY S µ CE OF FUNDING TO OFFSET ADJUSTHENT Camel ation of poition Department wast initiate necessary adjustmeft and sdxait to CAD. additionalUse sheet for further explanations or Comments. j� b p BY CAD AND RELEASU) TO KM ROSSMRCES DEP j{p Deputy y, n inie 4tiJuly 1999 a A MW RESaRMS DMaR N8 MM TION Cancel one vacant Socia. Services Appeals Officer-Project positio #4961 ( 4 G) at salary level X150-2234 (.$4239-5153) and add one-Social Services Appeals Officer (X4S2) at same salary level in the Social Services Department. ANNA AMU""nm iaa tfe Paitum acne#9VKA*aaw 47 to # SAUM Effective: ay following Board ion' a (Date3 r° or Human Resources CMff N RECE AlIi DATE: .21 Ca= Ptecomendation ofi�aan Resources l : N ' ndatqn ofDirector of Resources Cal othe� IT t • • 46iR } BOARD OF YOR$a Phi l `Lor. Cl of'the Board of Supervisors Ad st!!n fAPPROVMM), JU a and ini r iIATE. By A W AL OF THIS ADJUMM MMUTES A PS's M' a POS1TION AUMSTWE T AMON TO BE CC1 fLMD EY HMAN RESO1.fM DEPAR'iliiM F4UNING 8M ACTION Adjust class(as)/position(s) as fol Iowsa :f Request is to Add project Positions/dIasses, please complete other side 14 ?) s •.;.Y ♦ ... .. "e # TIP a ` r . a s # E f ## #r # -t .41IMM, xtt ' e RM rim � • f -� ...,� ;,�..�:�� 'f�' 1 � 1 sc �I►#: #' #'A�#... s 4 • �:� �?�� f .s- f � - :� � is i�"r 11� + : # ,