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POSITION ADJUSTMENT REQUEST No. /-3 fS�2
fi Date: 12/23/85
Dept. No./ Copers
Department Health Services/Hospital Budget Unit(�fo 5 -6� g ;lo. 65.16 Agency No. 5- _
Action Requested: Classify one (1) 20/40 Secretary - Journey level, cancel one (1)
P. I. Secretary position 54-2
Proposed Effective Date: 1/15/86
Explain why adjustment is needed: To correct mistake on P-300 #13704 approved eff. 9/11/85
(20/40 not PI was needed)
Classification Questionnaire attached: Yes ® No
Estimated cost of adjustment: s offsets
Cost is within department's budget: Yes ® No []
If not within budget, use reverse side to explain how costs are to b and
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments. WEB BEAD , ept P Ysonel Office
o Department ea
Personnel Department Recommendation
Date:
Classify one 20/40 Secretary - Journey Level position; cancel one P.I. Secretary - Journey
Level position #54-2409, Salary Level T8 0982 (1307-1714) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above. j
Effective: gg day following Board action.
13 Date or Director rsonne
}
County Administrator Recommendation Date.
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Approve Recommendation of Director of Personnel
0 Disapprove Recommendation of Director of Personnel e
13 Other:
(for) County Administrator j.
t
Board of Supervisors ActionSAN �,y Phil Batchelor, Clerk of the Board of
Adjustment APPROVED/ n `�` 19gs Supervisors and CountyAdministrator
Date: JAN 1 d 1986 By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
.•-„ '�"•.,” � �Pr(/� urns ✓a�
CLERICAL DEEP CLASS �� C
CLASSIFICATION QUESTIONNAIRE
Vacant Health Services Hospital C.C.C.Hospital
Name Department Division Work Unit
Secretary Level 2500 Alhambra, Martinez
Jo5 Wassification Work Location & Address
Percent Of Description oor :
Time Required
�. Secretary to Chief Medical Record Administrator. Duties include: '
A - 22% A. Attend meetings, prepare agendas for meetings, take minutes
using shorthand and/or tape record. Meetings incTude:
.1. Administrative/Supervision, weekly
2. Medical Record All Staff, monthly
3. Central File Room Unit,''
4. R.O.I.
5. Inpatient/Discharge Unit
6. Outpatient Unit
B - 13% B. Take dictation and transcribe correspondence and reports in
draft and/or final form.
Compose correspondence into draft and/or final form.
C - 13% C. Maintain files and retrieve requested information. Files
include:
1. Budget and financial files for 3 cost centers •
2. Personnel files
r.
3. Administration files
4. Medical Record Policy and Procedure Manual
5. Department Policy Manual •
. 6. Contra Costa County Policy Manual
7. Resource Guide
8. Title 22/JCAH/Title 10
9. Miscellaneous files (minutes of meetings, special projects,
etc.)
Maintain tickler files, including:
1. Employee evaluations
2. Pudget information needed for 3 cost centers
3. Employee health exams
4. Professional continuing education credits for RRA/ART
D - 10% D. Answer phones, screen calls, take messages.
Screen, visitors (includes patients, contractors, salesmen,
employees from other departments).
Keep appointment calendar and make-appointments for
administrator; protect administrat6r's free time.
Organize and prioritize main and incoming duties into
classifications.
Schedule and set up meetings; arrange space/refreshments as
needed.
E - 1% E. Act as resource person for questions/problems/referrals
regarding policies and procedures. . Also trouble-shoorter and
problem-solver in administrator's absence.
F - 4% F. Type all procedures for Medical Record department on CPT and
keep them updated as changes occur.
January, 1902
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Secretary Level A Page 2
?ercent Of Descriptiono or :
.1me Required
G - 5% G. Coordinate special projects and prepare reports.
H - 5% H. Procesa and have -access to confidential information, including:
1. Union issues
2: ' Grievances
3. Employee personnal files
4. Correspondence between management and employees
5. Administrative progress reports; goals and objectives
I - 5% I. Check accuracy and/or completeness of incoming reports, including:
1. PIS reports
2. Computer printouts dealing with staff, budgets and finances
for 3 cost centers
J - 5% J. Distribute information to staff.
Advise administrator.when requested.
Type EVERYTHING.
.K�.- 2.5% K. Requisition supplies. Check L-3s and invoices for accuracy and
completeness.
L... 2.5% L. Design forms, including:
1. Format for tickler files
2. Format for minutes of meetings
Format for agendas
2% M.. Monitor employee time sheets and expense demands. Advise payroll
and/or personnel of changes.
II. Secretarial support to Medical Record Administrators, Project,
r r Inpatient and Outpatient
A. Take and transcribe minutes of meetings using shorthand and/or
tape recorder.
,w ;;; B. Attend meetings.
C. File and retrieve information.
D. Type policies, procedures, correspondence.
E. Distribute information to staff.
. h •
a1
It
! . 41,
-
EMFLUTEE RARE
1. What is the function of your work unit?
Secretary to Chief Medical Record Administrator. Ensure smooth processing of
paperwork and work flow through office.
2. For whom or for what group are you providing clerical support?
Medical Record Administrative Team consisting of Chief Medical Record
Administrator, 3 Medical Record Administrators.
3. Dgsignate the name and title of the person who supervises your position.
Hpw is your work reviewed?
Gail Moser, RRA, Chief Medical Record Administrator.
4. Were is your-supervisor located in proximity to your desk?
Not applicable. r
S. What are the most important assignments you perform and why?
1. Attend meetings and ptepare accurate minutes. This requires extensive
knowledge of policies, procedures, operational functions.
2. Processing paperwork pertaining to employee positions, grievances,
disciplinary actions. This requires knowledge of various job functions,
department/union interaction process, personnel procedures. Also
requires high level of discretion as all information pertaining to
6. What eMfts* diW-complex work you perform and why?
Meeting deadlines for tasks assigned by multiple managers. Tasks (and
managers) often have conflicting priorities.
7. What parts of your job involve the greatest responsibility and why?
Maintaining high level of accuracy in all aspects of job. This is
particularly true when preparing minutes of various meetings, especially
when issues discussed are technical, complex, and conflicts exist between
managers.
8. List the name and job-titles of employees to whom you are assigned to provide
lgad direction.
None.
9. Do you deal with extraordinarily difficult, angry or potentially explosive
pgrsons? Provide an example and indicate the frequency of these contacts
and what your responsibility is in these situations.
Not applicable.
c '
' 10; Now long have you been in your current position? -
Years (Months
11. Where were you assigned before this position? Desk, Department, Location,
Assignment.
Not applicable.
(Signature) (Date)