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Home My WebLink AboutMINUTES - 11291983 - 1.49 r POSITION ADJUSTMENT REQUEST No. 13 g 7 Date: 11/22/83 De pp,/, ^„� ` 3 Copers Department Personnel �� et�llriit No. 035 Org. 1325 Personnel Agency No. 05 Action Requested. Reclassify person and position 05-28 from Sr. Clerk-Lead Specialist to Supentsing Clerk Proposed Effectivee: Zp Explain why adjustment is needed: To properly recognize duties and response 1 sties being performed by incumbent Classification Questionnaire attached: Yes ® No Estimated cost of adjustment: $Approx. $600 Cost is within department's budget: Yes ® No If not within budget, use reverse side to explain how costs are to be unded. Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. Q for epartment .Head Personnel Department Recommendation Date: November 22, 1983 Reclassify person and position of Clerk-Lead Specialist, position 05-028, salary level H2 084 (1340-1629) to Supervising Clerk, salary level H2 167 (1456-1770). 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. 12/1/83 Date ;;;e_ r rector of Personnel County Admin' rator Recommendation Date: Approve Recommendation of Director of Personnel 0 Disapprove Recommendation of Director of Personnel 0 Other: or County Administrator Board of Supervisors Action NOV 2 9 1983 Adjustment APPROVED/ OVM on J.R. OlssoCounty Clerk NOV 2 '5, 1983 Date: By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.' M347 6/82 274 CONTRA COSTA COUNTY CLASSIFICATION QUESTIONNAIREE Jean Rounsaville Personnel Records NAME DEPARTMENT DIVISION Clerk-Senior Level Lead Specialist OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours Time Required Description of Work: I. SUPERVISORY RESPONSIBILITIES 40% Plan, assign, organize, and review (as necessary) work of three Senior level clerks and one -Experienced level clerk in a dual function unit: Records and Certifications. The unit's employees are: Marvel Richards, Mary Draper, Denise Shroyer, and Marcia Johnson. Grant and/or deny all sick leave, vacation, comp time, and overtime usage. Responsible for shifting workload to provide for vacation and sick-leave coverage. Write and conduct all employee performance evaluations. I also write and conduct any conferences regarding work performance (other than annual review). Interview, select, and train new employees; train existing employees on any new rule changes or new work assignments. Evaluates work procedures to insure duplicate efforts are not being made. II TECHNICAL JOB RESPONSIBILITIES 50% Certify (refer names) from employment lists according to the Personnel Management Regulations and Memoranda of Understanding. Process appointment and other personnel documents and certify payroll to the Auditor for the following departments: Personnel, Board of Supervisors, County Adminis- trator's Office, Merit Board, and Health Services Department. The Health . Services department has more deep classes than any other department. I must demonstrate expert knowledge of these resolutions in order to properly certify payroll . I also perform the most complex and responsible duties of the unit as itemized below. 10% Evaluate employment applications on all temporary, emergency, provisional Pay for Work in a Higher Class, and all flexibly staffed promotions under the direction of the Administrative Services Officer. Write overpayment/underpayment letters to employees explaining how an over/under payment occurred citing appropriate rules and regulations, recoupment/payment policies, and because of a recent policy change give employee 14 days notice before an action is taken. Create or change office forms to provide better means of notifying dapart- ments about what actions to take in a particular situation. An example would be creating a form that is used jointly between our department, the Auditor, Retirement, and Safety & Benefits to notify regarding employee number changes or Social Security number changes . Developed plan for combining employee record files for better control and access. Plan included cost of project (new cabinets, labels, folders, staff time, etc.), length of project, and research for most efficient system for our purposes. Assisted in writing guidelines for Senior level and Senior Level Lead Specialist performance evaluation criteria for the Personnel Department. AK 75 275 List Machines or Equipment Operated as Part of Job: Telex CRT, Telex printer, typewriter, microfiche reader & printer, copy machine Denlanate the name and title of the person who supervises position Sue Beadle, Administrative Services Officer Liza Ibe naman of emp ay-e:; supurvined. 11 a whole unit is supervised simply name the unit and sae the number of employees. Records & Certifications Unit if public contacts are required either in person or by phone, state with whom,and in general, for what purposes: Answers questions pertaining to Records & Certifications and any policies and procedures. The questions could come from other County employees or the general public. What decisions must be made in performing the work: What appropriate policies, procedures, rules, and regulations apply to a variety of changing situations and any supervisory responsibilities that effect either a particular employee or the work of the unit as a whole. What parts of the job require the greatest skill, knowledge,and involve the greatest responsibility: Complete and proper interpretation and application of all policies, procedures, rules, regula- tions, MOU's, and Deep Class Resolutions. as they pertain to Records and Certifications. Thr at :;Ial....lents ocnuu tely dencribe Ihi:: ob a:i has been for the as, _ and _.. 6 Ye-0 rs Month::) 'l� (Signal.. _ ( Date) COMMENTS OF IMMEDIATE SUPERVISOR la what way are the above statements incomplete, inaccurate or misleading: Classification questionaire is accurate but misleadinq as to the level of responsibility re- quired in processing certification and personnel record documents and the knowledqes required to effeCtj el erfoxm those technical res 0 5ibiliti s as ell as the related adm'nis rative responsibi�itl�eg assigned. Those responsigi�ities aned know�ledaes are at a M aher leve than What is the basic purpose or function of this position ? shown in the questionnaire. The basic function of this position is to provide daily clerical supervision to Records and Certifications, perform the most complicated work of the unit and to assist me in performing difficult activities (such as layoffs) which are related to Records and Certifications. What chunq, have occurred in the work of this position ? Full supervisory responsibility has been delegated to this position: Employee has been trained to perform the most complex work of the unit and to assist with other administrative functions related to Records and Certifications. What pntl:: at Ihi:: job do you cbnck or rt-view cloncly and why "? Seniority/Layoff functions; over/under payment letters; unusual certification requests outside of standard operating procedures; negative employee performance evaluations; recommendations which cost more than $300.00, 11 the position requires typing or shorthand, are they incidental or essential ? Typing: Required but not at 40 WPM 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: None ' Required experience: Experience in Records & Certifications which developed above petencie Required If ora f, e° ne � - (Signature) �� (Date) JJ'� /I �� 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) Z'_� 2'7 6 Assist Administrative Services Officer with generating layoff and retention lists for any layoffs that occur in the County. This involves requesting seniority lists (verifying for correctness), verifying departments layoff plan is current, using layoff rules and regulations to create layoff and retention lists, and generally answering questions from departments regarding layoff and seniority. Also process layoff personnel actions ensuring that displaced employees are placed at the proper step. For the last 6 months, I have been responsible for Payroll for the Personnel Department. This involves timekeeping (verification of sick leave, vaca- tion, comp time, overtime, personal holiday, and management leave balances monthly) for all employees in the Personnel Department. Ensure proper dif- ferentials are paid or terminated as appropriate. This is performed currently due to an employee on leave of absence. I will assume back up responsibility and program direction in this area upon the return of that employee. Responsible for all employee record reports that are computer generated. They must be checked for accuracy each month. If there are problems, deter- mine what they are, reason and possible solution. Programming is then con- tacted to work out specifics and correct the errors. This also applies to any problems that occur with the employee records and certification modules of the computer, although these are dealt with on a daily basis. The daily Tog is also checked for rejects, keypunch errors, or accepted transactions. Any problems are dealt with in a similiar manner. Responsibility for creating new codes for the records division use if new policy is implemented. Fiche needs to be checked to be sure there is not a current code already in use. Careful consideration needs to be paid to the table the code will be placed on and the proper code sheet to use to accomplish the transaction. Create new salary schedules when craft unions which cover temporary employees receive a pay raise (carpenters, electricians, etc.) . Current salary schedules are checked and after determining whether an existing pay level may be used or not, a new one may be created. Also, certain nego- tiated benefits are used to figure into base pay and others are not allowed. Set pay amount in class file and advise Payroll of proper pay amount. Responsibility for initiating monthly transaction report which involves all personnel transactions processed in our unit in a given month. I am in the process of switching over to a computer report. As soon as I can determine the reports are accurate, the manual reports will be discontinued. Interpret policy, procedure, rules, regulations, Memoranda of Understanding, and deep class resolutions for the guidance of the work unit. On occasion, provide back up coverage for Employee Relations secretary. III WORK RESPONSIBILITIES OF UNIT EMPLOYEES The work responsibilities of the employees I supervise in the Records and Certification unit are responsible for the below listed areas. I am respon- sible for these employees ' work, training, and related activities. Experienced level clerk: She is responsible for issuing merit reports, maintaining follow up system to be sure reports are received in our office in a timely manner. Processes all name and address changes, and employment verifications. Certify all temporary and emergency appointments to Auditor's Payroll Office for processing. She is also responsible for all coding sheets for the above and general knowledge of unit functions. Senior level clerks: Process personnel documents (certifications, separa- tions, Pay for Work in a Higher Class, provisional appointments, Leaves of Absences, Return to Work, and reassignments) on all permanent employees to the Auditor's Office. In addition, Mary is responsible for the transfer list, pre-employment physicals, and certification of all clerical certifi- cations. Marvel is responsible for the Certifications Monthly Report, pre- pares monthly purge list for others in the unit to purge their own lists, and usually backs me up while I am on vaction. As a result, Denise has a higher workload than Mary or Marvel. All must have good knowledge of all policies, procedures, rules, regulations, Memoranda of Understanding, and deep class resolutions. L ' 277