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Home My WebLink AboutMINUTES - 02211984 - 1.26 POSITION ADJUSTMENT REQUEST No. �3/ Date: 1 1 / ] 0/83 Dept. Nqq**,//,, Copers - Department PROBATION �,_„ Bpclge��{UriS No. 0249 Org. No.. 0249 Agency No. 30 Action Requested: rrPatP Services Assistants Positions 11011,ry -t 40 Proposed Effective Date: 1 /2/84 Explain why adjustment is needed: See attached Memo Classification Questionnaire attached: Yes ® No Estimated cost of adjustment: $ Cost is within department's budget: Yes ® No [] If not within budget, use reverse side to explain how costs are to a fund Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. 4forepartment Head Personnel Department Recommendation Date: December 6, 1983 Classify 1 40/40 Collection Services .Assistant I position and 1 32/40 Collection Services Assistant I position, both at salary level H1 957 (1183-1438) . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. O Date for Director of P onnel County Administrator Recommendation Date: a2. IpKApprove Recommendation of Director of Personnel D Disapprove Recommendation of Director of Personnel 0 Other: for Count Adm'ni tra or Board of Supervisors Action FEB 211984 Adjustment APPROVED/ WED on J.R. Olsso County Clerk Date: FEB 211984 By: D APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY-RESOLUTION AMENDMENT. M347 6/82 C L ASSI FICATION Q U E S T I n N N AIRE Deborah Moser Jones• Cost Recovery Unit• NAME ��, DE TM NT DIVISION QQ courts Collections Services I�ssi�s �>S��D Walnut Creek, Mt. Diablo, Delta OFFICIAL JOB CLASSIFICATION F, WORKING JOB TITLE Placa of Work and Auaigned Hours Time Required Description of Work I COLLECTIONS INTERVIEWING: I interview individuals, in person or by telephone, who .have been through the court system. As a negotiator for the courts , I determine one' s ability to pay a Public Defender fee which is based on a number of factors . The interview and negotiation process requires that I have 30% knowledge of Social Services (welfare, disability, social security, SSI/SSP) , the criminal justice system (familiarity with code violations, summary and formal probation orders and procedures, various court ordered fines and warrants, types of hearings) and knowledge of P.C. 987.8 which authorizes our work. I have to be able to handle interviews with defendants who are often just out of court and tend to be nervous, angry, confused or uncooperative. I ask questions to assess their financial status ; questions about employment, income, assets, debts, their. Spouse ' s :F:i.nzlnc:i.al. ;;:;ilurlt 'inn :.Ind hr- r:arlrrrll illirlrnla- tion that would aid in locati.ncl the defendant- in t h( cvent-_ lie moved or proved evasive. I have an understanding of financial institutions, mortgages, equity, borrowing on life insurance policies, stocks and bonds and credit unions. As an interviewer, I have to keep control of the process yet establish a non- threatening approach to help assure a satisfactory mutual financial agreement. I have to assess each case individually, know how to obtain necessary information, how to work through vague or conflicting data and make a decision that will become ldgally enforceable. I have the authority to decide if the defendant will be held liable for his fee, or not, how much he will have topay, and- by what terms. I set up a contractual agreement that the defendant signs. I can also continue. cases for re-evaluation at a later date or arrange for the defendant to dispute the case in court if he refuses to accept our decision. ELIGIBILITY SCREENING INTERVIEWS : I am also responsible for . determining who is eligible for representation by the Public Defender at the Walnut Creek/Danville Municipal Court. This screening service used to be done by the staff and attorneys at the Public Defender ' s Office. Knowledge of financing and the criminal justice system is again essential to accurately accept 30% or reject a client for Public Defender representation. Add- itionally, I am informed about private attorney represedtation and what they normally charge for retainer fees for various offenses . With this information it helps me decide how much money a defendant would need to hire an attorney for a certain misdemeanor or felony violation. COLLECTIONSWORK: My collections work covers a variety of activities : receiving payments and writing receipts, reviewing all of the control cards to locate delinquent accounts, send warning letters to overdue accounts, locating defendants who , 15% have moved by DMV checks, the Haines directory, probation infor- mation and court files . I also make collection calls, day and evening, to advise defendants .they are behind with their payments and of the consequences of non-compliance. I am also pre- paring old delinquent accounts for the Tax-Intercept program. PAPER PROCESSING: I write various contractual agreements between defendants and the court that are legally binding civil matters. They range from stipulations whereby the defendant agrees to pay a ' specified amount, orders submitted 25% to court informing the Judge the defendant has not complied with his referral to our office, waivers of liability, AK 75 and cancellations of. liability. Since these forms become a matter of court record, attention to detail and accuracy is essenti List Machines or Equipment Operated as Paro$-' • Designate the name and title of the person who supervises position, Yosh Murakawa Supervisor . Lrat the names of employees supervised, 11 a whole uni is a P*r-yised simply name the unit anc state t e number of employees. . r If public contacts are required either in person o, by phone, state with whom,and in general, lot what purposes My work involves contacts with court clerks, bailiffs, marshalls, probation officers, probation administration staff, private attorneys, and the public defenders. Contacts are in person or by telephone, 7lsually to explain our functions or procedures, or0request information. What decisions must be made in performing the work: As stated on the reverse side, I decide who is eligible for the Pilblic Defender. For those who have.. completed their court cases, I decide to what extent they are liable for their public defender, fee.: What parts of the job require the greatest skill, knowledge,and involve the greatest responsibility The .interviewing and decision making process demand',the most .skill and responsibility., ,.,I: have tm professionally deal with , individuals of all socio-economic backgrounds with various personal and financial hard9hips iilated:.___It;is . necessary to }}--,�pp qqyy�� qq }}([� G� a ��77pp �]e ' s. .financial situation, character, sincerity, an The alippilaTrtyn hy. aLrcLidlSly�o■caAhi�s Job ai as been for the past ----- ------ - ---- and -- -- -- _ ——.. .. �j0tentla Zg ears ht (Blgndlure ( Datel COMMENTS OF IMMEDIATE SUPERVISOR In what way are the above statements incomplete, inaccurate or misleading: Statement is accurate. What is the:ba sic pur os. or function of lhls assts 7 To determine �y interview if defendants are eligible for an attorney at public expense, and to determine by interview or investigation, (if required), the ability of defendants to repay the county for cost of counsel upon conclusion of criminal proceedings. To set appropriate fees by Court contract, and latter collect established fees. What changes have occurred in the work of this position 7 The t9olume of work has increased during the last few months. CRU will become increasingly responsible for all Public Defender eligibility ecreening in the county. What parts of this job do you chock or review closely and why ? All agreements, stipulations, and orders to be submitted to theCourt for appropriateness and accuracy. Occasionally observe agents conduct interview. 11 the position requires typing of shorthand, are they incidental or essential Typing t 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 t Required educations AA Degree He S. diploma Required •,penances 2 irs into rviewin[/ ),I years 1ntQrVlrJLV;L f1(;/CC)�..�-CCs;LO nli Ra lections experience UR experience (or related work) Required license or Corti tate t ValidCDL (Signature) (Date) , 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) _, „ C L A S S I 171 C ATION QUESTIONNAIRE PATRICIA LYNN FRA PROBATION Je COST RECOVERY UNIT � NAME DEPARTMENT DIVISION r 1953-B Parkside Dr. Concord & Various COLLECTIONS SERVICES ASST, iIIfiCWMECOVERY AGENT Court Locations OFFICIAL JOB CLASSIFICATIONWORKINGWORKING JOB TITLE Place of Work and Assigned Hours Tioie Required - Description of Work: 50% INTERVIEWING (FACE TO FACE) As an agent of the Court, doing financial interviewing, to determine a defendant ' s financial ability to pay for legal assistance. Based on the defendant ' s assets and liabilities, T make a determinntinn nn {-hemi r :Ibi 1 'i 1-y I-C-) pay an :nnnunl ::cl by the judge, to pay a lower amount determined by me, or to waive the fee entirely. The interviewing includes a necessary knowledge of the _judicial. ::;y ;Lcm, f:i.nnner.c;, p ;yclu.t.lcxl.it a.l readiness of the defendant to come to an agreement with us, and their ability to pay in a lump sum or the necessity of- setting up a payment plan satisfactory to the Court and the defendant. At the conclusion of the interview, drafting a Stipulation for the Court ' s consideration. The result of the Stipulation, once signed by the defendant & the Judge is a Civil Judgement against the defendant for the set amount. 5 - 25% COLLECTIONS Amount varies due the focus of the particular time period. Collection calls to defendants behind in their payments. I remind defendants of their legal obligation to honor the Court orders, and when necessary, make a decision to extend payments, reduce total amount due, or come to a workable agreement with the person for payment which. ,.involves taking into consideration change or reduced financial circumstances . Written communication with defendants. In instances where the person has no telephone, a disconnected telephone, or our inability to reach them over the phone, a letter is sent to them advising them of their delinquency, the amount owed to the Court, and a request for them to contact us by a set date. 20% PROCESSING PAPER WORK Preparation of Stipulations and Orders for the Judge ' s consideration. Filling out a control card for our files . Doing a daily log of each day ' s activities, and a statistical tally of dollar amounts agreed to. Sending out "final notice” letters to defendants who have not come in for their interviews within the specified time period and -setting a final interview date. Writing Court Orders for the Judge ' s consideration when a defendant has failed to appear and requesting the Court to -assess the defendant the full amount of legal fees for failure to . appear. 109 CLIENT' CONTACT In certain instances where defendant is unable to appear in person for a financial determination (lack of transportation, illness, loss of wages or job) , I will do the interviewing over the telephone and come to an agreement on amount and payment plan. I also answer questions from defendants about our program, most commonly, why they are required to have an interview, what their account balances are, etc. 0 - 10% PRE-SCREENING Serving as a back-up for pre-screening at the Walnut Creek Court. Doing a financial- interview and qualifying a defendant for the use of a Public Defender. Based on a person ' s AK 75 List Afochincs or Equipment Operated as Port of Job: r ' Xerox, telephone, pen&re, typewriter, coffee mach9e;-,�tapler, answering rrachiiie Designate the name and title of the person who supervises position, Yosh Murakawa, Supervisor Lest the names of emp oyes& supervis.a. a who!* unitis supervise simply name n♦ unitane state t. a numoer D emp:oy ee s. Act as Office Manager during Mr. Murakawa ' s absence. Supervise staff of four. H public con taco an required either iii Person or by phone, stole with wham, and in general, for what purposes Public contact with defendants, court personnel, and other CCC employees, ise. Probation Officers, Public Defenders . What decisions must be made in performing the work: Mainly, a financial decision on a defendant ' s ability to pay for legal assistance. . What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility I feel the greatest skill is interviewing technique. I am frequently dealing with angry, upset or confused people. I must defuse their hostility while attempting to collect money from them. The above statements occurately describe this job as It has been for the pall One and four I Signaturel�ln T►�C�n� c-)..t� n y/ ( Dale) October 27, 1983 COMMENTS OF IMMEDIATE SUPERVISOR .0 .chat way ora the above statements incomplete, inaccurate or misleading; Statement is accurate. (Shat is the basic purpose or lunclign of thl p Itfort 7 To determine by. i.nterview 1 �e�"endants are eligible for an attorney at public expense, and to determine by interview or investigation (if required), the ability of de.feridants to repay the county for cost of counsel upon conclusion of-criminal, proceedings. To set appropriate fees by Court contract, and latter collect established fees. 'n net cn ongee hove occurtea In the'work of this position_7 --V------ -- --"'— --`------'"" The volume of work has increased during the last few months. CRU will become increasingly responsible for all Public Defender eligibility screening in the county. ',%hat ports of this jab do you check or review closely and why 7 All agre:ments, stipulations, and orders to be submitted to the Court for appropriateness and accuracy. Occasionally observe agents conduct interview. II the position requires typing or shorthand, are they Incidental of essential Typing Time Required: Shorthand; . Time Required: State what you believe to be the'epeciol certificatesand minimum amounts of training and experience required to perform this job t Required education: AA Degree H. S. Diploma Required experience: 2 years interviewing/ OR 4 years interviewing/collections Required license or cer$Rlleetctions experience Valid CDL experience (or related work) (Signature) (Dat.) 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 tesponsibililies, (Signature I _ ._ 1 Do to assep(ts and liabilities, I either accept them or reject them. If rejected, the Court must be advised of: my reasons for • the rejection. TRAINING As required, I train new personnel . PUBLIC RELATIONS Having been with the Cost Recovery Program almost from its inception, I have spent a goodly amount of time acquainting others of just what the Cost Recovery Unit is and what it does . I have spoken with various Court personnel including baliffs, Court clerks & administrators, & Judges. LIAISON I co-ordinate with other county departments where applicable. Lots of contact with our Accounting department, keeping track of address changes, payments, bounced checks, whether to apply funds to Muni or legal accounts, etc. COLLECTING PAYMENTS Receiving cash, money orders, or checks from defendants . Making out receipts and responsibility of turning in funds at the conclusion of each working day. POSITION ADJUSTMENT REQUEST No. 13 4 Date: 2/8/84 Dept. No./ ' ' �-- �' LJ Copers Department Health Services/Systems Budget Unit No, 540/6900 Or No 6566 Agency No.54 W 57 Action Requested: Cancel Clerk-P (40/40) position #54 (cc: 6900) ; add one (1) (40/40) Data Entry Operator w'Lw Proposed Effective Date: 2/15/84 Explain why adjustment is needed: To do the Medi-care admission notices and Medi-care inpatient claim kkee +iinn� i_n_to the Blue Cross System and to do keying of the Mental Health information which is used for cost allocation Classification Questionnaire attached: Yes No Q 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 funded. Department must initiate necessary appropriation adjustment. Andrea Jackson Use additional sheets for further explanations or comments. . Personnel ServiceSssistant for Department Head Personnel Department Recommendation Date: 2/14/84 Cancel Clerk-B (40/40) position #54-2145, Salary Level H1 887 (1103-1341 ); add one (40/40) Data Entry Operator I position, Salary Level Hl 845 (1058-1286). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: E] day following Board action. Date or Di ecto f ersonnel County Administrator Recommendation Date: AApprove Recommendation of Director of Personnel O Disapprove Recommendation of Director of Personnel 0 Other: for County Administrator Board of Supervisors Action FEB 211994 Adjustment APPROVED on J.R. Olson, County Clerk Date: FEB 211984 By: ' Cf/ APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 1 i 112 i l ;z- POSITION POSITION ADJUSTMENT REQUEST No. tt Date: Dept. No./ 0540/6900 `(••( r e t J �•�� Copers Department Health services/HIS Budget Unit No. —fF® � No. J5�•ii L ' Agency No. 54 Action Requested: Cancel Secreta (40/40) osition #i54-12 3; add onO�(i'9 4�Y40 Health Information Systems Specialist-A level position:-' Proposed Effective Date: 2/22/84 Explain why adjustment is needed: To establish a position for an employee (Virginia Huffine) who is returning from a leave of absence. Refer to attached memo for further justification. Classification Questionnaire attached: Yes [] No Estimated cost of adjustment: $ Cost is within department's budget: Yes ® No If not within budget, use reverse side to explain how costs are to be funded. Department must initiate necessary appropriation adjustment. Andrea Jackson Use additional sheets for further explanations or comments. Personnel Services Assistan for Department Head Personnel Department Recommendation Date: 2.414.484 — Cancel Secretary (40/40) position #54-1223, Salary Level B8 167 (1164-1770) ; add one (40/40) Health Information Systems Specialist-A level position, Salary Level V5 444 (1535-2116) . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: ® day following Board action. (P-1 , O Date for Direct of ersonnel County Administrator Recommendation Date: , Approve Recommendation of Director of Personnel D Disapprove Recommendation of Director of Personnel 0 Other: { Ski for County Administrator Board of Supervisors Action FEB 21 1984 Adjustment APPROVED/• +,%APPROM on J.R. Olsson, County Clerk Date: FEB 21 1984 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 113 1 , POSITION ADJUSTMENT REQUEST No. /.3 Date: County Counsel Dept. No./ Copers - Department ^ At Budget�l K..' No..- 1�030' "'�Org. No. 1700 Agency No. -g3U' L Action Requested: n _ tg arQ@;ke Qn G, Q� T ��; M�n� =-a )Qeallocate the person ar-0 position 4001 in the class nf office Manager to the new class of Law Office Manager. Proposed Effective Date: ASAP Explain why adjustment is needed: To more properly describe the duties and responsibilities, kwiled= and a2=ierice r=iired for persons assicirned office mamciement responsibilities in law officnG_ Classification Questionnaire attached: Yes [] No x0 Estimated cost of adjustment: / $ Cost is within department's budget: Yes ❑x No If not within budget, use reverse side to explain how costs are to a ded./� Department must initiate necessary appropriation adjustment.." Use additional sheets for further explanations or comments. o f r Department Head Personnel Department Recommendation Date: February 14, 1984 Reallocate person and position of Office Manager, position 17-001, to Law Office Manager, both at salary level H2 329 (1712-2081). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. Cf . Date 4orUir �r 91on'ne'-1 County Administrator Recommendation Date: Approve Recommendation of Director of Personnel D Disapprove Recommendation of Director of Personnel D Other: for County Administrator Board of Supervisors Action FEB 2 1 1984 Adjustment APPROVED/e+5APPROM on J.R. Olsson, County Clerk Date: FEB 211984 By: y APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 114 POSITION ADJUSTMENT REQUEST No. Date: 2/8/84 Dept. NoCopers Depa'r'tment Health.Svc/Publ i c Health Budget �{It�i t; Nock 0450, --!Org. No. 5852 Agency No. 54 Action^'Requested Decrease hours of vacant Registered Nurse position #2024 to 32/40. Increase hours of Public Health Nurse position Proposed Effective Date: 2/22/84 Explain why adjustment is needed: To more efficiently utilize available Public Health Nursing hours Classification Questionnaire attached: Yes [] No Estimated cost of adjustTent: $ N/A Cost is within departmgnt 's budget: Yes (] No [] If not within budget, use reverse side to explain how costs are to be fund Department must initiate necessary appropriation adjustment. Web Beadle rr Use additional sheets for further explanations or comments. Dept. Personnel Officer for Department Head Personnel Department Recommendation Date: e2- IV $14 Decrease hours of vacant Registered Nurse 40/40 position #2024 to 32/40, Salary Level V2 572 (1660-2526) ; increase hours of Public Health Nurse 32/40 position #1878 to 40/40, Salary Level W5 591 (2113-2705). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: Cg day following Board action. C1 Date 4orkrt4of sonnel County Administrator Recommendation Date: 0r Approve Recommendation of Director of Personnel O Disapprove Recommendation of Director of Personnel 0 Other: PforCounty Administrator . III r .M yv Board of Supervisors Action i j98� Adjustment APPROVED/BiSAPPROY on J . Olsson County Clerk Date: FFR 2 1 1.984 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. (M347T 6/82 15 POSITION ADJUSTMENT REQUEST No. ,3..21 7 Date: 2805 8 ; 230 Copers Dept. No./ . Department District Attorney �S, I osut,ggt. Unit No. 0212 Org. No.�835 Agency No. 42 Action Requested: Request to create the class of Law Office Manager and to reallocate the persons and positions #6002, #f003 and #oo4 (vacant) in the class of Office Manager to the new class Proposed Effective Date: ASAP Explain why adjustment is needed: To more properly describe the duties and responsibilities knowledge and experience required for persons assigned office management responsibilities in law offic s Classification Questionnaire attached: Yes No Proposed class specification attached Estimated cost of adjustment: $ Cost is within department's budget: Yes No [] If not within budget, use reverse side to explain how costs are t b ed. Department must initiate necessary appropriation adjustment. . Use additional sheets for further explanations or comments. WILLI 0 LEY for Department Head Personnel Department Recommendation February 14, 19 Date: Allocate the class of Law Office Manager to the Basic Salary Schedule at salary level H2 329 '(1712-2081) and reallocate persons and positions of Office Manager, position 42-002, 42-003 & 42-004 to the new class of Law Office Manager, all at salary level H2 329 (1712-2081). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: f day following Board action. ❑ to Date or "Direcito?-JoUkersonne County Administrator Recommendation of" —/0� Approve Recommendation of Director of Personnel Date: ..2 ?J/: o Disapprove Recommendation of Director of Personnel 0 Other: or County dmin� trator Board of Supervisors Action FE B 2 11984 Adjustment APPROVED/BtWP ROVED on J.R. Olssori. County Clerk Date: FEB 21 1984 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY. RESOLUTION AMENDMENT. (M347) 6/82 l j /�z 6 POSITION ADJUSTMENT REQUEST No. 3 �� ;. Date: 2/6/84 Dept. No. 7 �,,Q Copers Department Moraga Fire District Bpdgef. Unat No. Org. No. 7050 Agency No. Action Requested: Classify 1 Firefighter/Paramedic Position; Cancel 1 Firefighter Position U '75-00021 Proposed Effective Date: (please expedite request Explain why adjustment is needed: provides entry level replacement for employee who is retiring March 30 , 19 (Sr Firelighter) Classification Questionnaire attached: Yes [] No ® On File Estimated cost of adjustment: $ 0 Cost is within department's budget: Yes ® No [] 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. (TOMI15ArVrffent Head Personnel Department Recommendation Date: February 14, 1984 Classify 1 Firefighter-Paramedic position, salary level N2 482 (1995-2425) and cancel Firefighter, position 75-021,' salary level N2 386 (1813-2203). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: D� day following Board action. O (a2L- Date r Dir ctf ersonnel County Administrator Recommendation Date: ;2- ® Approve Recommendation of Director of Personnel p Disapprove Recommendation of Director of Personnel 0 Other: c� (tdr) County Administrator Board of Supervisors Action FEB 21 1984 Adjustment APPROVED/i�APPReVR on J . Olsso County Clerk Date: FEB 21 1984 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 1.17