HomeMy WebLinkAboutMINUTES - 02281984 - 1.31 ' r v
Y POSITION ADJUSTMENT REQUEST /.3/ No. V1
Date: 10/7/83
Mpt.",No./ 0540-6900 Copers
Department Health Services PEF%Sgudget -Unit No: Org. No. 6547 Agency No. 54
Action Requested: Request to stutTActo4t Clerk rII position #S4-145 (Laura Akrop)
Non-Routine Proposed Effective Date:
Explain why adjustment is needed: To determine if the position and incumbent is at
the Account Clerk 3M level.
Classification Questionnaire attached: Yes X No []
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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 be funded.
Department must initiate necessary appropriation adjustment. ,n/JWeb Beadle,
Use additional sheets for further explanations or comments. Departmental Personnel Office
for Department Head
Personnel Department Recommendation
Date: o2 -o2
Reclassify Account Clerk II position #54-145, Salary Level H2 005 (1239-1.506)
to Account Clerk III, Salary Level H2 100 (1362-1656). 1
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Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: ® day following Board action.
Date for Director f rsonne
County Administrator Recommendation
Date
Approve Recommendation of Director of Personnel
lorcT Disapprove Recommendation of Director of Personnel
0 Other:
for County Administrator
Board of Supervisors Action
-Adjustment APPROVED/D+-%APPR@*6D on J.R. Olsson, County Clerk
Date: Z Z f 4 By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
hours In pay status. "
I sort and distribute employee's paychecks. I have telephone contact and
personal contact with employees. I answer all questions they, have regarding
their paychecks, i.e . , sick leave, vacation, overtime, procedures, salaries,
warrants, deductions, differentials, pay rates and leave of absences.
I have various deadlines to meet each month. Permanent time cards and Limited
Term and Permanent Intermittent cards for the last half of the month are due in
the Auditor/Controller's Office usually by the second- work day�6f"the "month,
depending on holidays, frequently the cut off is only one day. The deviation
AK 75 report and Limited Term and Permanent Intermittent cards for the-first half
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205
CONTRA COSTA COUNTY
C L A S S I F I CATION QUESTION NAIR E
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NAME DEPARTMENT DIVISION
Laura Akrop Health Services Management $ Administration
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Account Clerk III 2500 Alhambra Ave. , Martinez
Time Required Description of Work:
to the Auditor/Controller for processing I must balance the debits and credits
to be sure the system stays in balance with the County Financial System.
The distribution of hours to the proper cost centers is a very important
procedure and is used to determine the following: Budget projections,
productivity, cost allocation and rate determination for patient charges.
It is used for information sent to the American Hospital. Services in Chicago.
10% During our payroll cut off there are several things I must decipher' for the
California Nurses Association Union. The CNA contract is very complex as far
as payroll is concerned. Our current computer system is not set up to meet
all the needs of their contract. I must make manual computations requiring
continuing judgement in the interpretation of the CNA Memorandum of Understanding.
Approximately 25% of the Registered Nurses at the hospital are Permanent Part-
time. Most of these employees work over their scheduled work week. When
they work on holidays or over forty hours per week, they must be paid "true
overtime." The computer is set up to pay straight time overtime. Therefore,
I must determine how many hours are to be paid at which rate, and calculate
for each employee the difference between their hourly rate and their overtime
rate. This is sent to the Auditors Office with each time card. Most of these
nurses do not put their overtime hours in the correct column, so I must
interpret which are hours over their varying schedules.
The following various differentials require my independent judgement. I
submit these caluclations on RK and ZT unput documents to the Auditors Office,
who rely on my independent judgement for accuracy.
The Registered Nurses are paid shift differentials at a higher rate for working
the night shift. The computer is set up to pay Registered Nurses 12% shift
differential, the night shift is to be paid 15% shift differential. I must
calculate the difference for all hours worked on nights, which must be deciphered
from the employees'', time reports. There are approximately 40 to 50 nurses
per month who receive this differential.
The CNA unit also pays Registered Nurses at $26.00 bonus each time they work
a double shift. I must send a worksheet listing each nurse that receives this
bonus, and figure according to the employee's time report how many doubles the
employee has worked.
Registered Nurses who periodically work in a Special Skills position, are paid
A differential of $5.50 per shift. This is also paid to a Registered Nurse who
relieves a Charge Nurse. These assignments are noted on the nurses time report,
and I report them on an input document to the Auditor Controller's Office. There
are approximately 30 nurses per month who require this special transaction.
I calculate miscellaneous differential for Permanent Intermittent Registered
Nurses when working overtime since it is not set in the computer to pay
automatically on overtime hours. These figures are also submitted for direct
payment. I interpret the M.O.U. to decipher who is eligible for the above
various differentials and benefits. There are approximately 25 Registered "
Nurses per pay period who require this special transaction.
10% I provide lead direction to 3 Account Clerk II's. I assist them with their
daily work procedures. I also assist with the training of new employees and
or new procedures.
In the absence of my supervisor. I am in charge and supervise the 3 Account
Clerk II's. I assist the Supervising Account Clerk with special assignments.
AK 75
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CONTRA COSTA COUNTY
CLASSIFICATION QUESTIONNAIRE
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NAME DEPARTMENT DIVISION
Laura Akrop Health Services Management $ Administration
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Account Clerk III 2500 Alhambra Ave. , Martinez
Time Required Description of Work:
of the month are usually due to the Auditor/Controller on the second work day
after the 15th of each month. The coding for the employees time reports are
due in Data Collections by the 9th of the month for encoding into the CHAS
system.
Each month I verify my employee records to the Personnel Information System
printout. I make sure the personnel and payroll records agree. Any discrepancies
are checked out with the Personnel Supervisor and adjusted accordingly.
10, I distribute all hours to the proper.cost centers for the allocation of payroll
charges. I verify that the productive and non-productive hours balance to the
work hour month, any discrepancies are checked and proper adjustments made.
I determine the proper cost center according to the employee's time report,
(status, employee number, C.H.F.C. code) . The C.H.F.C. code is based on the
class codes for each employee. The C.H.F.C. reflects information that is
reported to the California Hospital Commision on an annual basis. This report
is a. state requirement .and obvious deviations require detailed explanations.
Additional duties performed by me:
40o When the CHAS printout has been processed by Data Processing I verify it
for errors, The CHAS Payroll Distribution has to balance to the County
Payroll Select Input (Finance System) . We receive a list of errors which
requires my independent judgement to determine what type of corrections must
be made. I must determine whether a time report needs to be added, deleted, 4
or a correction made on overtime, status, or maybe just repunched due to a. key
punch error. These time reports have to be pulled for the proper corrections,
then all cost centers must be checked to be sure they are on the current
cost center listing and can receive these charges. {{�
After I;ve completed the corrections.-on.the error.'ldsting I balance the
totals on the CHAS report to the County Payroll Select taking into considera-
tion all the differences of the error listing balances I have adjusted, I
then send all corrections to Data Collections to be encoded into the CHAS
Payroll System. From that an updated Tun is processed. I then receive a
second pass which again has to be balanced to the County Payroll Select
and verified that all cost centers are valid.
As a final result the totals of the two reports have to balance, (CHAS r
Payroll Distribution and the County Payroll Select) . For example, total
wages, overtime pay, retirement, FICA, Medical Insurance, Unemployment,
and State Comp. I"
I then notify the Health Services Accounting Department that our system is 7
in balance, so they then can proceed with other financial reports. .
As a result of the information obtained from the allocation on the monthly
time reports, there are various reports produced. A nursing hour report
which gives the productive and non-productive hours. This is used by our
Nursing Department for staffing and determination of nursing hours for
patient days. This report is also used to determine the amount of overtime
used per cost center and track down problem areas. A report by cost center d
is produced, listing employees charged to that cost center, (hours, salary,
overtime, breakdown of all fringes) . These reports are then distributed in
to each cost center manager fflr their information. They verify the charges
and if any discrepancies are found they are reported to me for correction. 1
I then do an adjustment on a TC 35 (Journal Entry) . I credit the incorrect
cost center and debit the appropriate cost center. The charges have to be
calculated by the hour according to salary and fringes. Before forwarding
AK 75
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CONTRA COSTA COUNTY
C LASSI F I CATION QUESTION N AIR E
NAME DEPARTMENT DIVISION
Laura Akrop Health Services Management $ Administration
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Account Clerk III 2500 Alhambra Ave. , Mtz
Time Required Core-Duties: Description of Work:
300 I keep the payroll time keeping records for approximately 400 Permanent;
Permanent Part Time, Permanent Intermittent and Limited Term Onployees. I set
up all new employees and keep track of all changes for payroll purposes,
(promotions, demotions, leave of absences, classification or org number
changes) . I post salary review reports, probation reports and all new
salaries to maintain proper records. I keep control of all injuries and
forward report on.lost time and earnings to the Safety and Benefits Department.
I report sick leave usage for employees on State Disability Insurance to the
Safety and Benefits Department for sick leave to be restored, and then
reconcile my balance to the Auditor/Controller balance.
I post all usage of accruals, overtime and differentials to the employee's
record from semi-monthly time reports to be transferred to the IBM card and
submitted to the Auditor/Controller for payment.
I calculate the earnings for all Limited Term and Permanent Intermittent
employees .twice per month, these consist of straight time, overtime, hazard,
stat, and miscellaneous differential. For each classification I determine what
percentage hazard and shift the employee should receive according to the
M.O.U. I verify the pay warrants to my calculations before distribution to
the employees. I also calculate the absent without pay time for permanent
employees, to be sure the proper amount is deducted from their warrants.
This is to verify the Auditor/Controller received the correct figures, and
paid the proper amount.
I calculate pay- for terminated employees to pay off accrued vacation,
holiday comp. overtime comp. floating holiday and submit my calculations to
the Auditor/Controller for payment.
I calculate the vacation, holiday, sick leave, and floating holiday on the
employee's control card, and reconcile and verify the totals to the Auditor/
Controller transmittal printout each month. I search out any discrepancies ;
and interpret the accrual rate based on classifications and years of service
according to their M.O.U.
I record after -the 15th of every month on the deviation report any time Z
without pay, transfers, terminations, leave of absences for permanent {
employees. I list any new salary advance requests or discontinuances. I
code the salary advance cards to the proper location code and org numbers
and make sure all required information is recorded to submit to the 's
Auditor/Controller. t
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I keep a record.on all employees who have requested to accrue overtime comp.
This involves calculating accrued time, deducting usage and keeping a running
balance and year to date balance to be sure that .the employee's compensatory
time stays within the guidelines to their M.O.U.
I verify the employees in my division who have been approved for Bi-Lingual
pay have worked the full month and if not prorate pay based on the number of
hours in pay status.
I sort and distribute employee's paychecks. I have telephone contact and
personal contact with employees. I answer all questions they have regarding
their paychecks, i.e . , sick leave, vacation, overtime, procedures, salaries,
warrants, deductions, differentials, pay rates and leave of absences.
I have various deadlines to meet each month. Permanent time cards and Limited
.Term and Permanent Intermittent cards for the last half of the month -are due in
the Auditor/Controller's Office usually by the second- work day-:of:'the month,
depending on holidays, frequently the cut off is only one day. The deviation
AK 75 report and Limited Term and Permanent Intermittent cards for the.first half
208
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• . �5 yrs r�.
List Machines or Equipment Operated as Part of-Job:
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•Calculator ,. typewriter , 'word, processor .
Denrono(e the name and title of the person who supervises position
Msrgaret Davis, Supervising-Account Clerk .
l.i:a Ihr n inion of cmp oyee:: supervised. if a whole unit in supervised s mp y name the unit and state the number of employees,
no supervision, lead direction only.
II public contacts are required either in person or by phone, state with whom,and in general, for what purposes:
Employees and union representatives.
What decisions must be made in performing the work:
Those involving knowledge of rules and regulations on County payroll, Civil Service
procedures, and Administrative Bulletins, Memorandum of Understanding(s) , and .Health
Services cost center allocations.
What part:; of the job require the greatest skill, knowledge, and involve the greatest responsibility:
Interpretation of payroll and use of policies and procedures.
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Thr ahnve ::fnlruo•ot:; accunrfely dencribe Ihi:: job as it has been for the past ____ and_
/ ear:: onlh::)
1 Signoiure) -h!'•� ( Dale)
COMMENTS OF IMMEDIATE SUPERVISOR
to what way are the above statements incomplete, inaccurate or misleading:
Above statements accurately reflect duties and responsibilities of the position.
What is the basic purpose or function of this position ?
Program Accounting and Payroll, interpret payroll regulations and procedures.
What chuagr:: have occurred in the work of this position ? '
Increase in Health Services Cost Centers, resulting in more payroll cost allocations.
More complex M.O.U. 's, the CHAS requirements have added more responsibility to this
position.
What pnlln of Thin lob do you chick or review c-lonely and why ?
End results only.
11 the position requires typing or shorthand, are they incidental or essential ?
Typinq: minimal Time Required:
Shorthand: Time Required:
Slate what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education: As required in the Account Clerk III specifications.
Required experience:
Required C nse or tificate:
(Signatur I e17 (Date I 0
COMMENTS OF DEPARTMENT HEAD
Comment on the statement of the employee and supervisor. Designate anl'other positions the department which you believe are similar in duties and
responsibilities.
(Signature (Date)
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