Loading...
HomeMy WebLinkAboutMINUTES - 09172013 - C.16RECOMMENDATION(S): ADOPT Resolution No. 2013/368 relating to the terms and conditions of the Legal Clerk Deep class and reallocate the identified incumbents from the Clerk Deep Class to the positions of Legal Clerk I (J9WB) (represented), Legal Clerk II (J9VB) (represented), and Legal Clerk III (J9TA) (represented) in the County Counsel, District Attorney, and Public Defender departments. FISCAL IMPACT: Upon approval, there is no cost associated with this action. BACKGROUND: The purpose of establishing the Legal Clerk Classification is due to the inability of the District Attorney's Office, Public Defender's Office and County Counsel, to retain qualified clerical employees who are qualified to perform legal clerical duties in a law office, legal or court environment. Currently, these departments utilize the Clerk Deep Class series to perform these duties. However, there is a high turnover in these departments, resulting in many positions being vacant or filled by agency temporary personnel. In addition, the departments find that utilizing APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 09/17/2013 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS Contact: Ted Cwiek, (925) 335-1766 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: September 17, 2013 David Twa, County Administrator and Clerk of the Board of Supervisors By: , Deputy cc: Roxana Mendoza, Gladys Scott Reid, Wanda McAdoo, Nanette Wellman, Donna Broussard C. 16 To:Board of Supervisors From:Ted Cwiek, Human Resources Director Date:September 17, 2013 Contra Costa County Subject:In The Matter of Relating To The Terms And Conditions Of The Legal Clerk Deep Class and Reallocate The Identified Incumbents BACKGROUND: (CONT'D) the generic Clerk Deep Class does not provide them with the skill set required for positions in the legal departments. Further, the departments have difficulty in retaining clerical personnel. As soon as the clerical personnel have an opportunity to transfer to other county departments where the duties are not as intense as they are in the legal departments, they take the opportunity to do so. They also leave the county for higher paying positions in the private sector. Additionally, it has become unproductive and inefficient to train temporary or permanent employees, only to have them leave the department shortly thereafter. CONSEQUENCE OF NEGATIVE ACTION: If this request is not approved, employees who serve in the Clerk Deep Class classification in the following departments: County Counsel, District Attorney, and Public Defenders will be inappropriately classified and will be detrimentally impacted when transferring to the newly created Legal Clerk I (J9WB), Legal Clerk II (J9VB),and Legal Clerk III (J9TA) classification series. Further, the legal departments would be able to administer and operate their departments more efficiently and effectively, and to facilitate a more effective administration of justice. CHILDREN'S IMPACT STATEMENT: No impact. CLERK'S ADDENDUM This item, C.16, was removed from the Consent calendar at the request of the Union. Future action on this item is pending the outcome of discussions with the Union. ATTACHMENTS Resolution No. 2013/368 Resolution No. 2013/368 Exhibit A - Clerk Deep Class Positions To Legal Clerk Legal Clerk Deep Class Series Resolution Resolution No. 2013/368 IN THE MATTER OF: In the matter of appropriately placing Clerk Deep Class Employees to the newly established Legal Clerk I, Legal Clerk II, Legal Clerk III Deep Class series. BODY: The Contra Costa County Board of Supervisors in its capacity as governing Board of the County of Contra Costa and all districts of which it is ex-officio governing Board, having enacted Resolution No. 81/581 relating to the establishment of deep classes and related compensation and terms and conditions of employment of individuals therein employed, and Section 20 (Deep Classes) of the County Salary Regulations, hereby RESOLVES THAT the terms and conditions of employment applicable to the Legal Clerk deep class are effective October 1, 2013: 1. Employees who formerly held position status in the classification of Clerk Deep Class (JWXA, JWXB, JWXC, and JWXD) and who are currently employed by Contra Costa County as a permanent employee on the effective date of this Resolution with no breaks in service shall be credited with time served in the Legal Clerk I (J9WB), Legal Clerk II (J9VB), and Legal Clerk III (J9TA) Deep Class series. 2. Appropriately Place Clerk Deep Class employees to the Legal Clerk Deep Class series: Appropriately place Clerk Deep Class Employees to Legal Clerk I, Legal Clerk II, and Legal Clerk III Deep Class series for impacted employees due to this resolution are outlined in Attachment A. The terms and conditions of employment applicable to the Legal Clerk deep class, hereinafter called Legal Clerk, are established as follows: 1. The terms and conditions of employment set forth in this resolution are in addition to the terms and conditions of employment covered by the County’s Personnel Management Regulations, County Salary Regulations, and applicable Memorandum of Understanding for the Legal Clerk deep class. In the event of any conflict, this resolution controls. 2. Compensation in the deep class of Legal Clerk shall be based upon the following salary schedule: Salary Schedule (Step / Monthly Rate / Temp Hourly) Legal Clerk I (J9WB) Step 1 / $2,608.38 / $15.05 Step 2 / $2,739.33 / $15.80 Step 3 / $2,876.73 / $16.60 Step 4 / $3,021.64 / $17.43 Step 5 / $3,236.32 / $18.67 Legal Clerk II (J9VB) Contact:  Ted Cwiek, (925) 335-1766   I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED:    September  17, 2013  David J. Twa, County Administrator and Clerk of the Board of Supervisors   By: , Deputy cc: Roxana Mendoza,   Gladys Scott Reid,   Wanda McAdoo,   Nanette Wellman,   Donna Broussard    THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA and for Special Districts, Agencies and Authorities Governed by the Board Adopted this Resolution on 09/17/2013 by the following vote: AYES: NOES: ABSENT: ABSTAIN: RECUSE: Step 1 / $2,882.23 / $16.63 Step 2 / $3,026.34 / $17.46 Step 3 / $3,177.66 / $18.33 Step 4 / $3,336.54 / $19.25 Step 5 / $3,503.37 / $20.21 Step 6 / $3,590.95 / $20.72 Step 7 / $3,680.73 / $21.23 Legal Clerk III (J9TA) Step 1 / $3,255.52 / $18.78 Step 2 / $3,418.29 / $19.72 Step 3 / $3,589.21 / $20.71 Step 4 / $3,768.67 / $21.74 Step 5 / $3,957.10 / $22.83 Step 6 / $4,056.03 / $23.40 Step 7 / $4,157.43 / $23.99 Legal Clerk I: Step 1 is the minimum, and step 5 is the maximum base salary for the positions allocated at Legal Clerk I. Legal Clerk II: Step 1 is the minimum, and step 7 is the maximum base salary for  the positions allocated at Legal Clerk II. Legal Clerk III: Step 1 is the minimum, and step 7 is the maximum base salary for the positions allocated at Legal Clerk III. 3. Initial Appointments to this Class: For the purpose of initial appointment to this class, the appointing authority may appoint a Legal Clerk at any step of the salary range appropriate for the responsibility level of the position being filled and the appointee’s qualifying education and relevant experience. 4. Definition of Terms: a. Reassignment means the movement of an employee from one work level to another work level assignment within the Legal Clerk deep class, within a single department; or from one position to another position within the Legal Clerk deep class, regardless of level, within a single department. b. Transfer means any of the following: 1) the movement of an employee from a position within the Legal Clerk deep class in one department to another position in the Legal Clerk (deep) class, regardless of level, in a different department; 2) the movement of an employee from another class to the Legal Clerk deep class if both the top and bottom steps (i.e. whole salary range) of the employee’s current class is totally within the parameters of the Legal Clerk salary range (anywhere between steps Legal Clerk I, step 1 and Legal Clerk III, step 7 of the Legal Clerk salary range) is within the parameters of the class being transferred from, or alternatively as provided for in Section 1004, Transfer, of the Personnel Management Regulations and Section 5.13, Transfer, of the County’s current Memorandum of Understanding with AFSCME, Local 2700); or, 3) the movement of an employee from the Legal Clerk deep class to another class, if the salary range of the class being transferred to, or alternatively as provided for in Section 1004 of the Personnel Management Regulations and Section 5.13 of the County’s current Memorandum of Understanding with AFSCME, Local 2700.  c. Promotion means the movement of an employee from another class to Legal Clerk if the top base salary step of the other class is totally or partially below that of the Legal Clerk, or the movement of an employee from the class of Legal Clerk to another class which has a top base salary which is totally or partially above that of a Legal Clerk. d. Demotion means the movement of an employee from another class to Legal Clerk if the top base salary step is of the other class is totally or partially above that of Legal Clerk, or the movement of an employee from the class of Legal Clerk to another class which has a top base salary step which is totally or partially below that of the Legal Clerk. e. Y-rate means the withholding of class-wide annual salary adjustment from an employee who had his/her salary Y-rated and the placement of that Legal Clerk at the closest salary step of the new range by the appointing authority. f. Minimum Qualifications are established for each level. No person may be assigned to a position at a designated level for which they do not meet the minimum qualifications. 5. Salary on Reassignment Between Levels: a. The Legal Clerk I and Legal Clerk II, who meets the minimum requirements for a higher level than that to which the Legal Clerk is currently assigned and who is assigned by the appointing authority to perform the duties of a higher level assignment on a permanent basis, shall be placed in the salary range for the higher level at the salary step which is next higher than the base salary rate he/she was receiving in the lower level assignment. In the event that this increase is less than five (5) percent, the employee’s new salary shall be adjusted to the next higher step on the new salary range which provides a salary increase of five (5) percent or greater, if the new range permits such adjustment. If an operating department verifies in writing that an administrative or clerical error or oversight was made in failing to submit the documents necessary to reassign an employee from Legal Clerk I to Legal Clerk II on the first of the month following employee eligibility, said reassignment shall be made retroactively to the first of the month after the employee was eligible. b. For purposes of appeal, the Legal Clerk deep class shall be considered as though the levels were flexibly staffed. Denial from reassignment from Legal Clerk I to Legal Clerk II or Legal Clerk II to Legal Clerk III shall be considered only under the procedures, conditions and grounds stated and in the manner provided for in Section 1002, Appeal from Denial of Promotion in Flexibly Staffed Positions, of the Personnel Management Regulations.  c. A Legal Clerk I or Legal Clerk II who is reassigned to a Legal Clerk III position with lead responsibilities over a work group which consist entirely or predominantly of Legal Clerk I and/or Legal Clerk II shall be placed on the salary schedule as provided for in Section 5.a. above.  d. In accordance with Section 7.b. of this resolution, an employee who is reassigned from a higher level position to a lower level Legal Clerk position during his/her six (6) months trial period at the higher level assignment shall be placed at the salary step of the lower level position which the employee was at prior to his/her reassignment, adjusted for any approved merit increments which he/she would have received in the prior assignment. Such reassignment may be appealed only for the grounds stated and in the manner provided for in Section 905 of the Personnel Management Regulations and as provided for in Section 21.4, Rejection During Probation, of the current Memorandum of Understanding with AFSCME, Local 2700. During Probation, of the current Memorandum of Understanding with AFSCME, Local 2700. e. An employee who is reassigned from a higher level position to a lower level position on after having been at the higher assignment level for over six (6) months shall have his/her salary, at the discretion of the appointing authority, either Y-rated or placed in the appropriate salary range for the assignment at the salary step which provides for at least a five (5) percent reduction in the base salary, to the amount provided for on the salary range. Section 5.11, Salary on Involuntary Demotion, of the current Memorandum of Understanding with AFSCME, Local 2700 does not apply to said reassignments. 6. Probation Period for New Employees: All appointments from officially promulgated employment lists for original entrance shall be subject to a 9 month probation period. 7. Anniversary Dates: a. Current Permanent Employee- The anniversary date of an employee having permanent status in the classification of Clerk deep class being reallocated to Legal Clerk at the effective date of this resolution shall remain unchanged. b. Current Probationary Employees- The anniversary date of an employee having probationary status as of the effective date of this resolution in any classification reallocated to the Legal Clerk deep class, who has not previously completed probation in another classification being reallocated to Legal Clerk during their current period of continuous County employment, shall remain unchanged.  Probationary employees in a class being reallocated to Legal Clerk I, II or III, who have previously completed probation in a different class which is also being reallocated to Legal Clerk I, II or III during their current period of continuous County employment, shall be considered to have permanent status in the deep class of Legal Clerk and their remaining probationary term shall be considered as the remainder of the six month trial period as the specified level of the Legal Clerk deep class. Such employees shall keep the anniversary date they had prior to their former promotion which is now considered reassignment.  c. New Employees- The anniversary date of new employees appointed at step 1 of Legal Clerk I, II, or III shall be the first day of the calendar month after the calendar month when he/she completes six (6) months full-time service, except that when he/she began work on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day of the calendar month when he/she successfully completes six-months of full-time service.  The anniversary date of new employees appointed at above step 1 of the salary schedule range shall be the first day of the calendar month after the calendar month when he/she successfully completes one year of full-time service, except that when he/she began work on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day if the calendar month when he/she successfully completes one year of full-time service. d. Reassignment to a Higher Level Position- The anniversary date of a Legal Clerk who is reassigned from a lower level position to a higher level position shall remain unchanged. e. Reassignment to a Lower Level Position- The anniversary date of a Legal Clerk who is reassigned from a higher level position to a lower level position shall remain unchanged.  f. Promotion- The anniversary date of a Contra Costa County employee who promotes to the class of Legal Clerk shall be the first day of the calendar month after the calendar month when he/she successfully completes six (6) months of full-time service, except that when the promotion was on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day of the calendar month when he/she completes six (6) months of full-time service.  g. Demotion- The anniversary date of a Contra Costa County employee who demotes to the class of Legal Clerk shall be the first day of the calendar month after the calendar month when he/she successfully completes one year of full-time service, except that when the demotion was on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day if the calendar month when he/she successfully completes one year of full-time service. h. Transfer- The anniversary date of an employee who transfers to the class of Legal Clerk remains unchanged. i. Reemployment- The anniversary date of an employee appointed from a reemployment List is determined as for a new Legal Clerk as provided in Section 7.c. above.  8. Merit Increment Salary Adjustments: a. Based upon each Legal Clerk’s performance, the appointing authority may authorize a merit increment salary adjustment in the salary of that Legal Clerk except in cases where an employee is already at the maximum salary step of the salary schedule for his/her position and level. In the case of satisfactory performance such adjustment shall consist of an advancement of the employee’s salary by one (1) step in the salary schedule established for that level of the class of Legal Clerk. In the case of less than satisfactory performance, the employee’s salary may be held or reduced until such time as the performance of the employee is satisfactory. No salary adjustment shall be made unless an affirmative recommendation to do so is made by the appointing authority or designee and no provisions of this Section shall be construed to make the adjustment of salaries mandatory to the County. The appointing authority may recommend unconditional denial of the increment or denial subject to review at some specified date before the next anniversary. The salary of employees who are on leave of absence from their positions on any anniversary date and who have not been absent from their position on leave without pay more than six (6) months during their anniversary year preceding the review date shall be reviewed on the anniversary date. Employees on stipendiary educational leave are excluded from the above six (6) month limitation. Persons on military leave shall receive anniversary increments that may accrue to them during the period of military leave.  b. Effective Date- Adjustments to a Legal Clerk’s salary shall be effective on the employee’s anniversary date. 9. Position Requirements: As provided in the Legal Clerk class specification, positions are identified as Legal Clerk I, Legal Clerk II, or Legal Clerk III. For purposes of initial appointment, reassignment, promotion, demotion, or transfer, positions at Legal Clerk I and Legal Clerk II may be moved from one level to another by designation of the appointing authority and approval of the Director of Human Resources.  10. Filling Vacant Positions: a. At the discretion of the appointing authority, positions at Legal Clerk I, Legal Clerk II, or Legal Clerk III may be filled by reassignment, transfer, demotion, promotion; Legal Clerk I or II by appointment from an appropriate eligible list. b. Reassignment Selection Procedures Within Level- When a position at the Legal Clerk I, Legal Clerk II, or Legal Clerk III level is to be filled by interdepartmental reassignment at the same level, the appointing authority may consider all interested departmental employees in the class by posting a bid notice and/or a description of the vacant position in various locations for five (5) calendar days or otherwise notifying all departmental staff who meet the minimum qualifications or other limitations. Considerations of individuals may be limited only on the basis of meeting the minimum qualifications for the level of position, possession of special position requirements and at the discretion of the appointing authority, the geographic location, service area or unit from which interested applicants will be considered. Appointing authorities may also limit consideration to non-probationary employees and employees who have served their present assignments for more than six (6) months. This Section does not change the reassignment policies agreed to in Section 23.4, Reassignment of Work Location, of the Memorandum of Understanding between the Union and the County. Further limitations or changes in this or other reassignment policies may be agreed to between the Union and various appointing authorities. All qualified, interested employees who indicate their interest in reassignment through the established mechanism shall be provided an opportunity to interview for the reassignment. This in no way limits the ability of the appointing authority to consider other qualified applicants for a position or to appoint any specific individual to a vacant position. The transfer list may be used to provide additional names for consideration by the appointing authority. c. Reassignment Selection Procedures To a Higher Level- When a position at the Legal Clerk II or a Legal Clerk III level is to be filled by interdepartmental reassignment from a lower level to the Legal Clerk III, the appointing authority may consider all interested departmental employees in the class by posting a bid notice and/or a description of the vacant position in various locations for five (5) calendar days or otherwise notifying all departmental staff who meet the minimum qualifications or other requirements. Consideration of individuals may be limited only on the basis of meeting the minimum qualifications for the level of the position and/or possession of special position requirements; further requirements on individuals to be considered may be made by the appointing authority on the basis of geographic location, service area or unit only after obtaining consent of the Union to these requirements. Additional requirements or changes in this reassignment policy may be agreed to between the Union and various appointing authorities. All qualified, interested employees who indicate their interest in reassignment through the established mechanisms shall be provided an opportunity to interview for the reassignment. This in no way limits the ability of the appointing authority to consider other qualified applicants for a position or to appoint any specific individual to a vacant position. The transfer list may be used to provide additional names for consideration by the appointing authority. d. If an appointing authority is willing to consider interested employees either at the same level or at a lower level for reassignment to a vacant position, the department may combine the procedures in (b) and (c) above in one notification.  11. Seniority: Employees encumbering positions in the classification of Clerk deep class as identified in  Attachment A, on the effective date of this resolution and who are subsequently moved into the Legal Clerk deep class, will retain their previously held Clerk deep class classification seniority. An employee’s seniority for layoff and displacement purposes in the Legal Clerk Deep Class shall be determined by adding: 1) his/her service in the deep class; 2) his/her length of service in other classes at the same or higher salary levels as determined by the salary schedule in effect at the time of layoff and by adding; 3) his/her length of service in the classes which are reallocated to the deep class of Legal Clerk to other service described in this Section. Service for layoff and displacement purposes includes only the employee’s last continuous permanent County employment. a. For purposes of layoff and displacement, an employee’s seniority shall include service in classes from which a transfer is made; further, employees reallocated or transferred without examination from one class to another class having a salary within five (5) percent of the former class, as provided for in Section 305.2 of the Personnel Management Regulations and Section 11.2.E, Seniority, Workforce reduction, Layoff & Reassignment, of the County’s current Memorandum of Understanding with AFSCME, Local 2700, shall carry the seniority accrued in the former class into the new class.  b. For purposes of layoff and displacement, no incumbents who occupy lower level assignment positions shall be considered as meeting the position requirements for higher level assignment positions. c. For purposes of layoff and displacement, incumbents in higher assignment positions will be considered as meeting the position requirements for lower level assignment positions. d. Neither (b) nor (c) above shall be construed as allowing employees without bilingual or other position requirement abilities to fill positions with such requirements. e. Other rules affecting seniority are contained in the County’s Personnel Management Regulations and in Section 11 of the County’s current Memorandum of Understanding with AFSCME, Local 2700.  12. Allocation of Current Employees: Employees encumbering positions in the classes of Legal Clerk I, Legal Clerk II and Legal Clerk III on the effective date of this resolution shall be allocated to the salary range of the Legal Clerk deep class as provided above and is further modified by the attached list of current employees which is incorporated herein. 13. Other Provisions: The provisions of Resolution 83/1 are applicable except those provisions which have been modified by this resolution or those provisions which hereinafter may be modified by resolutions. Now, Therefore, Be It Resolved that the Board of Supervisors of Contra Costa County APPROVES the attached Resolution establishing the terms and conditions of employment of individuals therein employed, and Section 20 (Deep Classes) of the County Salary Regulations, hereby RESOLVES THAT the terms and conditions of employment applicable to the Legal Clerk deep class, hereinafter called Legal Clark are established in accordance with Exhibit A, attached. Said list is incorporated herein by reference, and said positions are hereby appropriately placed into the Legal Clerk deep class, effective October 1, 2013. The appropriate county management met with the recognized employee organization, AFSCME, Local 2700 and met and conferred over the terms and conditions of employment for said employees. The Director of Human Resources shall give notice of this Resolution to the recognized employee organization, AFSCME, Local 2700 upon approval by the Board of Supervisors.  Attachment A Reclassification of Clerk Positions to Legal Clerk Deep Class 1PTJUJPO $VSSFOU +PC$PEF $VSSFOU$MBTT %FQU*% -PDBUJPO -PDBUJPO/BNF /FX+PC $PEF /FX$MBTT +89#$-&3,&91&3*&/$&%-&7&-"$PVOUZ$PVOTFM +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"$PVOUZ$PVOTFM +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"$PVOUZ$PVOTFM +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"$PVOUZ$PVOTFM +8#Legal Clerk I +89$$-&3,4&/*03-&7&-"$PVOUZ$PVOTFM +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"$PVOUZ$PVOTFM +7#Legal Clerk II +89%$-&3,41&$*"-*45-&7&-"$PVOUZ$PVOTFM +5"Legal Clerk III +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-7-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-7-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +8#Legal Clerk I +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +7#Legal Clerk II +89%$-&3,41&$*"-*45-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +5"Legal Clerk III +89%$-&3,41&$*"-*45-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +5"Legal Clerk III +89%$-&3,41&$*"-*45-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +5"Legal Clerk III +89%$-&3,41&$*"-*45-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +5"Legal Clerk III +89%$-&3,41&$*"-*45-&7&-"%JTUSJDU"UUPSOFZ1VCMJD"ENJO +5"Legal Clerk III +89#$-&3,&91&3*&/$&%-&7&-"1VCMJD%FGFOEFS +8#Legal Clerk I +89#$-&3,&91&3*&/$&%-&7&-"1VCMJD%FGFOEFS +8#Legal Clerk I +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89$$-&3,4&/*03-&7&-"1VCMJD%FGFOEFS +7#Legal Clerk II +89%$-&3,41&$*"-*45-&7&-"1VCMJD%FGFOEFS +5"Legal Clerk III +89%$-&3,41&$*"-*45-&7&-"1VCMJD%FGFOEFS +5"Legal Clerk III +89%$-&3,41&$*"-*45-&7&-"1VCMJD%FGFOEFS +5"Legal Clerk III Resolution 2013/ -1 The Contra Costa County Board of Supervisors in its capacity as governing Board of the County of Contra Costa and all districts of which it is ex-officio governing Board, having enacted Resolution No. 81/581 relating to the establishment of deep classes and related compensation and terms and conditions of employment of individuals therein employed, and Section 20 (Deep Classes) of the County Salary Regulations, hereby RESOLVES THAT the terms and conditions of employment applicable to the Legal Clerk deep class, hereinafter called Legal Clerk, are established as follows: 1.The terms and conditions of employment set forth in this resolution are in addition to the terms and conditions of employment covered by the County’s Personnel Management Regulations, County Salary Regulations, and applicable Memorandum of Understanding for the Legal Clerk deep class. In the event of any conflict, this resolution controls. 2.Compensation in the deep class of Legal Clerk shall be based upon the following salary schedule: Salary Schedule (Step / Monthly Rate / Temp Hourly) Legal Clerk I (J9WB) Step 1 / $2,608.38 / $15.05 Step 2 / $2,739.33 / $15.80 Step 3 / $2,876.73 / $16.60 Step 4 / $3,021.64 / $17.43 Step 5 / $3,236.32 / $18.67 Legal Clerk II (J9VB) Step 1 / $2,882.23 / $16.63 Step 2 / $3,026.34 / $17.46 Step 3 / $3,177.66 / $18.33 Step 4 / $3,336.54 / $19.25 Step 5 / $3,503.37 / $20.21 Step 6 / $3,590.95 / $20.72 Step 7 / $3,680.73 / $21.23 Legal Clerk III (J9TA) Step 1 / $3,255.52 / $18.78 Step 2 / $3,418.29 / $19.72 Step 3 / $3,589.21 / $20.71 Step 4 / $3,768.67 / $21.74 Step 5 / $3,957.10 / $22.83 Step 6 / $4,056.03 / $23.40 Step 7 / $4,157.43 / $23.99 Legal Clerk I: Step 1 is the minimum, and step 5 is the maximum base salary for the positions allocated at Legal Clerk I. Legal Clerk II: Step 1 is the minimum, and step 7 is the maximum base salary for the positions allocated at Legal Clerk II. Legal Clerk III: Step 1 is the minimum, and step 7 is the maximum base salary for the positions allocated at Legal Clerk III. -2 3. Initial Appointments to this Class: For the purpose of initial appointment to this class, the appointing authority may appoint a Legal Clerk at any step of the salary range appropriate for the responsibility level of the position being filled and the appointee’s qualifying education and relevant experience. 4. Definition of Terms: a. Reassignment means the movement of an employee from one work level to another work level assignment within the Legal Clerk deep class, within a single department; or from one position to another position within the Legal Clerk deep class, regardless of level, within a single department. b. Transfer means any of the following: 1) the movement of an employee from a position within the Legal Clerk deep class in one department to another position in the Legal Clerk (deep) class, regardless of level, in a different department; 2) the movement of an employee from another class to the Legal Clerk deep class if both the top and bottom steps (i.e. whole salary range) of the employee’s current class is totally within the parameters of the Legal Clerk salary range (anywhere between steps Legal Clerk I, step 1 and Legal Clerk III, step 7 of the Legal Clerk salary range) is within the parameters of the class being transferred from, or alternatively as provided for in Section 1004, Transfer, of the Personnel Management Regulations and Section 5.13, Transfer, of the County’s current Memorandum of Understanding with AFSCME, Local 2700); or, 3) the movement of an employee from the Legal Clerk deep class to another class, if the salary range of the class being transferred to, or alternatively as provided for in Section 1004 of the Personnel Management Regulations and Section 5.13 of the County’s current Memorandum of Understanding with AFSCME, Local 2700. c. Promotion means the movement of an employee from another class to Legal Clerk if the top base salary step of the other class is totally or partially below that of the Legal Clerk, or the movement of an employee from the class of Legal Clerk to another class which has a top base salary which is totally or partially above that of a Legal Clerk. d. Demotion means the movement of an employee from another class to Legal Clerk if the top base salary step is of the other class is totally or partially above that of Legal Clerk, or the movement of an employee from the class of Legal Clerk to another class which has a top base salary step which is totally or partially below that of the Legal Clerk. e. Y-rate means the withholding of class-wide annual salary adjustment from an employee who had his/her salary Y-rated and the placement of that Legal Clerk at the closest salary step of the new range by the appointing authority. f. Minimum Qualifications are established for each level. No person may be assigned to a position at a designated level for which they do not meet the minimum qualifications. 5. Salary on Reassignment Between Levels: a. The Legal Clerk I and Legal Clerk II, who meets the minimum requirements for a higher level than that to which the Legal Clerk is currently assigned and who is assigned by the appointing authority to perform the duties of a higher level assignment on a permanent basis, shall be placed in the salary range for the higher level at the salary step which is next higher than the base salary rate he/she was receiving in the lower level assignment. In the event that this increase is less than five (5) percent, the employee’s new salary shall be adjusted to the next higher step on the new salary range which provides a salary increase of five (5) percent or greater, if the new range permits such adjustment. If an operating department verifies in writing that an administrative or clerical error or oversight was made in failing to submit the documents necessary to reassign an employee from Legal Clerk I to Legal Clerk II on the first of the month following employee eligibility, said reassignment shall be made retroactively to the first of the month after the employee was eligible. b. For purposes of appeal, the Legal Clerk deep class shall be considered as though the levels were flexibly staffed. Denial from reassignment from Legal Clerk I to Legal Clerk II or Legal Clerk II to Legal Clerk III shall be considered only under the procedures, conditions and grounds stated and in the manner provided for in Section 1002, Appeal from Denial of Promotion in Flexibly Staffed Positions,of the Personnel Management Regulations. -3 c. A Legal Clerk I or Legal Clerk II who is reassigned to a Legal Clerk III position with lead responsibilities over a work group which consist entirely or predominantly of Legal Clerk I and/or Legal Clerk II shall be placed on the salary schedule as provided for in Section 5.a. above. d. In accordance with Section 7.b. of this resolution, an employee who is reassigned from a higher level position to a lower level Legal Clerk position during his/her six (6) months trial period at the higher level assignment shall be placed at the salary step of the lower level position which the employee was at prior to his/her reassignment, adjusted for any approved merit increments which he/she would have received in the prior assignment. Such reassignment may be appealed only for the grounds stated and in the manner provided for in Section 905 of the Personnel Management Regulations and as provided for in Section 21.4, Rejection During Probation,of the current Memorandum of Understanding with AFSCME, Local 2700. e. An employee who is reassigned from a higher level position to a lower level position on after having been at the higher assignment level for over six (6) months shall have his/her salary, at the discretion of the appointing authority, either Y-rated or placed in the appropriate salary range for the assignment at the salary step which provides for at least a five (5) percent reduction in the base salary, to the amount provided for on the salary range. Section 5.11, Salary on Involuntary Demotion, of the current Memorandum of Understanding with AFSCME, Local 2700 does not apply to said reassignments. 6. Probation Period for New Employees: All appointments from officially promulgated employment lists for original entrance shall be subject to a 9 month probation period. 7. Anniversary Dates: a.Current Permanent Employee- The anniversary date of an employee having permanent status in the classification of Clerk deep class being reallocated to Legal Clerk at the effective date of this resolution shall remain unchanged. b.Current Probationary Employees- The anniversary date of an employee having probationary status as of the effective date of this resolution in any classification reallocated to the Legal Clerk deep class, who has not previously completed probation in another classification being reallocated to Legal Clerk during their current period of continuous County employment, shall remain unchanged. Probationary employees in a class being reallocated to Legal Clerk I, II or III, who have previously completed probation in a different class which is also being reallocated to Legal Clerk I, II or III during their current period of continuous County employment, shall be considered to have permanent status in the deep class of Legal Clerk and their remaining probationary term shall be considered as the remainder of the six month trial period as the specified level of the Legal Clerk deep class. Such employees shall keep the anniversary date they had prior to their former promotion which is now considered reassignment. c.New Employees- The anniversary date of new employees appointed at step 1 of Legal Clerk I, II, or III shall be the first day of the calendar month after the calendar month when he/she completes six (6) months full-time service, except that when he/she began work on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day of the calendar month when he/she successfully completes six-months of full-time service. The anniversary date of new employees appointed at above step 1 of the salary schedule range shall be the first day of the calendar month after the calendar month when he/she successfully completes one year of full-time service, except that when he/she began work on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day if the calendar month when he/she successfully completes one year of full-time service. d.Reassignment to a Higher Level Position- The anniversary date of a Legal Clerk who is reassigned from a lower level position to a higher level position shall remain unchanged. -4 e.Reassignment to a Lower Level Position- The anniversary date of a Legal Clerk who is reassigned from a higher level position to a lower level position shall remain unchanged. f.Promotion-The anniversary date of a Contra Costa County employee who promotes to the class of Legal Clerk shall be the first day of the calendar month after the calendar month when he/she successfully completes six (6) months of full-time service, except that when the promotion was on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day of the calendar month when he/she completes six (6) months of full-time service. g.Demotion- The anniversary date of a Contra Costa County employee who demotes to the class of Legal Clerk shall be the first day of the calendar month after the calendar month when he/she successfully completes one year of full-time service, except that when the demotion was on the first regularly scheduled workday of the month for his/her position which was not the first calendar day of that month, the anniversary date is the first day if the calendar month when he/she successfully completes one year of full-time service. h.Transfer-The anniversary date of an employee who transfers to the class of Legal Clerk remains unchanged. i.Reemployment-The anniversary date of an employee appointed from a reemployment List is determined as for a new Legal Clerk as provided in Section 7.c. above. 8. Merit Increment Salary Adjustments: a.Based upon each Legal Clerk’s performance, the appointing authority may authorize a merit increment salary adjustment in the salary of that Legal Clerk except in cases where an employee is already at the maximum salary step of the salary schedule for his/her position and level. In the case of satisfactory performance such adjustment shall consist of an advancement of the employee’s salary by one (1) step in the salary schedule established for that level of the class of Legal Clerk. In the case of less than satisfactory performance, the employee’s salary may be held or reduced until such time as the performance of the employee is satisfactory. No salary adjustment shall be made unless an affirmative recommendation to do so is made by the appointing authority or designee and no provisions of this Section shall be construed to make the adjustment of salaries mandatory to the County. The appointing authority may recommend unconditional denial of the increment or denial subject to review at some specified date before the next anniversary. The salary of employees who are on leave of absence from their positions on any anniversary date and who have not been absent from their position on leave without pay more than six (6) months during their anniversary year preceding the review date shall be reviewed on the anniversary date. Employees on stipendiary educational leave are excluded from the above six (6) month limitation. Persons on military leave shall receive anniversary increments that may accrue to them during the period of military leave. b.Effective Date- Adjustments to a Legal Clerk’s salary shall be effective on the employee’s anniversary date. 9. Position Requirements: As provided in the Legal Clerk class specification, positions are identified as Legal Clerk I, Legal Clerk II, or Legal Clerk III. For purposes of initial appointment, reassignment, promotion, demotion, or transfer, positions at Legal Clerk I and Legal Clerk II may be moved from one level to another by designation of the appointing authority and approval of the Director of Human Resources. 10. Filling Vacant Positions: a.At the discretion of the appointing authority, positions at Legal Clerk I, Legal Clerk II, or Legal Clerk III may be filled by reassignment, transfer, demotion, promotion; Legal Clerk I or II by appointment from an appropriate eligible list. b.Reassignment Selection Procedures Within Level- When a position at the Legal Clerk I, Legal Clerk II, or Legal Clerk III level is to be filled by interdepartmental reassignment at the same level, the appointing authority may consider all interested departmental employees in -5 the class by posting a bid notice and/or a description of the vacant position in various locations for five (5) calendar days or otherwise notifying all departmental staff who meet the minimum qualifications or other limitations. Considerations of individuals may be limited only on the basis of meeting the minimum qualifications for the level of position, possession of special position requirements and at the discretion of the appointing authority, the geographic location, service area or unit from which interested applicants will be considered. Appointing authorities may also limit consideration to non-probationary employees and employees who have served their present assignments for more than six (6) months. This Section does not change the reassignment policies agreed to in Section 23.4, Reassignment of Work Location, of the Memorandum of Understanding between the Union and the County. Further limitations or changes in this or other reassignment policies may be agreed to between the Union and various appointing authorities. All qualified, interested employees who indicate their interest in reassignment through the established mechanism shall be provided an opportunity to interview for the reassignment. This in no way limits the ability of the appointing authority to consider other qualified applicants for a position or to appoint any specific individual to a vacant position. The transfer list may be used to provide additional names for consideration by the appointing authority. c.Reassignment Selection Procedures To a Higher Level- When a position at the Legal Clerk II or a Legal Clerk III level is to be filled by interdepartmental reassignment from a lower level to the Legal Clerk III, the appointing authority may consider all interested departmental employees in the class by posting a bid notice and/or a description of the vacant position in various locations for five (5) calendar days or otherwise notifying all departmental staff who meet the minimum qualifications or other requirements. Consideration of individuals may be limited only on the basis of meeting the minimum qualifications for the level of the position and/or possession of special position requirements; further requirements on individuals to be considered may be made by the appointing authority on the basis of geographic location, service area or unit only after obtaining consent of the Union to these requirements. Additional requirements or changes in this reassignment policy may be agreed to between the Union and various appointing authorities. All qualified, interested employees who indicate their interest in reassignment through the established mechanisms shall be provided an opportunity to interview for the reassignment. This in no way limits the ability of the appointing authority to consider other qualified applicants for a position or to appoint any specific individual to a vacant position. The transfer list may be used to provide additional names for consideration by the appointing authority. d.If an appointing authority is willing to consider interested employees either at the same level or at a lower level for reassignment to a vacant position, the department may combine the procedures in (b) and (c) above in one notification. 11. Seniority:Employees encumbering positions in the classification of Clerk deep class as identified in Attachment A, on the effective date of this resolution and who are subsequently moved into the Legal Clerk deep class, will retain their previously held Clerk deep class classification seniority. An employee’s seniority for layoff and displacement purposes in the Legal Clerk Deep Class shall be determined by adding: 1) his/her service in the deep class; 2) his/her length of service in other classes at the same or higher salary levels as determined by the salary schedule in effect at the time of layoff and by adding; 3) his/her length of service in the classes which are reallocated to the deep class of Legal Clerk to other service described in this Section. Service for layoff and displacement purposes includes only the employee’s last continuous permanent County employment. a.For purposes of layoff and displacement, an employee’s seniority shall include service in classes from which a transfer is made; further, employees reallocated or transferred without examination from one class to another class having a salary within five (5) percent of the former class, as provided for in Section 305.2 of the Personnel Management Regulations and Section 11.2.E, Seniority, Workforce reduction, Layoff & Reassignment, of the County’s current Memorandum of Understanding with AFSCME, Local 2700, shall carry the seniority accrued in the former class into the new class. b.For purposes of layoff and displacement, no incumbents who occupy lower level assignment positions shall be considered as meeting the position requirements for higher level assignment positions. -6 c.For purposes of layoff and displacement, incumbents in higher assignment positions will be considered as meeting the position requirements for lower level assignment positions. d.Neither (b) nor (c) above shall be construed as allowing employees without bilingual or other position requirement abilities to fill positions with such requirements. e.Other rules affecting seniority are contained in the County’s Personnel Management Regulations and in Section 11 of the County’s current Memorandum of Understanding with AFSCME, Local 2700. 12. Allocation of Current Employees:Employees encumbering positions in the classes of Legal Clerk I, Legal Clerk II and Legal Clerk III on the effective date of this resolution shall be allocated to the salary range of the Legal Clerk deep class as provided above and is further modified by the attached list of current employees which is incorporated herein. 13. Other Provisions:The provisions of Resolution 83/1 are applicable except those provisions which have been modified by this resolution or those provisions which hereinafter may be modified by resolutions.