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HomeMy WebLinkAboutMINUTES - 10041988 - 1.37 1 POSITION ADJUSTMENT REQUEST No. �(pd26 :Date: 3- 7- 88 • PERS016.V�CEi;:Lj _ -1--'037 Dept. iW AJC r%f FN; Copers Department Public Defender MQ43ugget U� N. 0243 Org. No. 2900 -Agency No. Action Requested: Classify and add class of Public. Defender Office Manager. Reclassify one (1) Clerk - Level D (Admin.Spec. ) pos. #012 to Public Defender Office Manager Proposed Effective Date: ASAP Explain why adjustment is needed: Classification Questionnaire attached: Yes © No Estimated cost of adjustment: $ 1500. 00 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. for Department Head Personnel Department Recommendation Date: *-'�'Establish the class of Public Defender DAta-Specialist Salary Level XB 1664 ($2284-2915) ; ,reclassify person and position #12, Clerk - Specialist Level, Salary Level X1 1419 (1788-2282) to the new class. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. i Effective: p day following Board action. LD t /g'g ` Date o ector rsonnel County Administrator Recommendation _ Date: -' `-------E�k Approve Recommendation of Director of Personnel o Disapprove Recommendation of Director of Personnel 0 Other: * Class only established on September 27, 1988 Co n y drFi M i s t r a t o r Board of Supervisors ActionPhil Batchelor, Clerk of the Board of Adjustment APPROVED/ OCT on 41988 Supervisors ardCourtyAdmirr;s.rator Date: OCT 1988 -- By: e APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 OFFICE OF THE PUBLIC DEFENDER County of Contra Costa Martinez, California rn m Date: February 25, 1988 C x rn� To: Lloyd Madden, Personnel Analyst G0 o From: S. D. Hoffman, ASO Subject: Attached P-300 and Classification Questionnaire - w Susan Cevasco, Emp. #21370 -` Per our conversation, we are submitting the attached P-300 and classification questionnaire to reclassify the subject employee to Public Defender Office Manager or Law Office Manager, if the latter class is still active. The attached information is an accurate description of Ms. Cevasco's responsibilities at this time and reflects changes which took place since her last reclas- sification. The major change in Ms. Cevasco' s responsibilities is in the area of office automation. Automation has many applications in our office and is a major factor in the delivery of clerical support. Ms. Cevasco is now responsible for the technical supervision of all department clerical staff using automated equipment. These responsibilities include training, advising, coordinating, and critiquing the finished product. Additionally, Ms. Cevasco is involved in work assignment, lead direction and setting of priorities for word processing and other automated activities in our main Martinez office. Reclassification to Public Defender Office Manager or Law Office Manager is appropriate since this employee' s responsi- bilities are consistent with those contained in the class specification for District Attorney Office Manager, with the exception of administrative supervision of clerical staff. The lack of this one area of responsibility is more than offset by the added responsibility of training and assisting management and attorney staff in their computer applications. Also, all of this employee' s responsibilities are on a department wide basis, while District Attorney Office Managers are only responsible for one or more work units. Please keep in mind both County Counsel and the District Attorney have other clerical office manager positions at a salary level higher than District Attorney Office Manager, while our office does not presently have any positions of this type. We request your prompt attention to this request and are available to meet with you, should you so desire. Attachments ! � CONTRA COSTA COUNTY t CLASSIFICATION QUESTIONNAIRE Susan Dianne Cevasco Public Defender's Office Clerical NAME DEPARTMENT DIVISION Pub. Def. Office Manager Martinez - M-F/8-5 OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours Time Required Description of Work Technical Supervision of Clerical Staff Establish work procedures, train all clerical, coordinate work (including planning, assigning and reviewing) , and resolve complex problems for word processing and data entry unit and other 200 office tasks. Make recommendations on performance evaluations for this section. Provide technical assistance and advice on clerical operations and requirements to dept. administrators and program staff. Participate in clerical supervisory meetings to provide information or analytical assistance. Assist in selection of subordinate clerical personnel. Technical Advice Train non-clerical staff in various procedures. Train and assist in computer data entry/review, and word processing, spreadsheet and 15% database programs. Provide information regarding office policies, operating procedures, equipment needs, and clerical functions to attorney and clerical supervisors. Organized office "brief bank" system as a more efficient means for attorneys to write briefs and motions and for better utilization of clerical in typing. Workload Reports Design databases and create computer programs to prepare reports for managers and dept. head. These reports include current cases 20% requiring investigation, current attorney felony caseload, and current homicide cases handled by department. Information is. gathered from forms completed by attorneys and investigators and requires interpretation for entry into tables in database. Download current legal cases newsletter from Calif. Public Defenders Assoc. in Sacramento and prepare in final format. Management Information Reports Gather data and calculate workload statistics on case openings and closings and trials. - Provide caseload comparisons showing percentage of increase or decrease.' (Set up computer programs to perform the 100 calculations.). Design and maintain other intradepartmental statistical information including, quarterly reports on staff regarding job assignments, upgrade dates, new or terminating employees, interoffice transfers, promotions, etc. Compile master schedule of vacations for supervisors. Assist ASO in budget preparation. Personnel and Payroll Organize and maintain all personnel records, position control system, employee timekeeping and payroll reporting. Supervise subordinate clerical who assists me. Coordinate internal processing -of all 20% paperwork related to personnel. Orient new employees and apprise dept. employees of procedure or policy changes. Process employment verification requests. Generate updated lists of employees eligible for salary increments or promotions. Coordinate hiring of temporary contract employees. Maintain employee home address and office phone lists. Purchasing and Law Library Prepare and submit requisitions; process invoices and P.O. 's for all supplies, furniture and library materials in three branch 50 offices. Communicate with Purchasing, Accts. Payable and vendors re pricing, billing, and problems. Prepare work orders. Coordinate annual inventory of county equipment and furniture. Administrative Functions Handle special projects for managers and dept. head. Design and revise reports, legal forms and charts for department. Coordinate 5% travel arrangements for staff or witnesses. Coordinate and assign attorney staff for after-hours "beeper". duty. Maintain file and log of conflict cases for department. Legal Typing Type legal motions, writs, brief and orders and prepare for 3% filing with various county and state courts. Type letters, subpoenas, memos and investigations reports. Transcribe dictation and police and investigative interviews. AK 75 Executive Secretary Back-up Includes screening incoming calls to three office administrators; processing incoming mail; typing administrative correspondence 2% and memos; processing professional service and employee demands; maintaining employee's administrative leave and education fund accounts; maintaining petty cash fund. - - List Machines or Equipment Operated as Part of Job: ► IBM Computers, typewriter, dictaphone, copier Designate the name and title of the person who supervises position Sanford Hoffman, ASO and Charles James, Chief Asst. Pub. Def. List the names of employees supervised. If a whole uni is supervised simply name the unit and state t a number of employees, Sets work priorities and provides training and expertise to two word processing operators in Martinez branch. Technical supervision of clerical staff in 3 branches. If public contacts are required either in person or by phone, state with whom,and in general, for what purposes Supply vendors (billing, ordering, etc.), Personnel Dept. , Planning & Programming Dept. , Accts. Payable & Purchasing Depts. What decisions must be made in performing the work: Designing reports, forms, computer databases/programs; purchasing office supplies, equipment & furniture; prioritizing work of word processing unit; administrative and technical questions of branch Supervising Clerks. What parts of the job require the greatest skill, knowledge,and involve the greatest responsibility Designing databases and computer programs for numerous dept. reports and statistical data. Training dept. staff in computer usage. The above statements accurately describe this job as it has been for the post and_8 ears Months (Signature) ( Date) 2-25-88 COMMENTS OF IMMEDIATE SUPERVISOR In what way are the above statements incomplete, inaccurate or misleading: What is the basic purpose or function of this position ? 1 /'� �fp�/4iGe �js-arf✓��S/yp�i A"Cr�/✓///G S What changes have occurred in the work of this position ? li+a.eo.d yC� s�:.. � 4-AL.., vc.4.4c. ' What parts of this job do you check or reviewcloselyand why ? e Y� �}7� �fi 17I0✓7 «f t+� GOYt I'�Li V— ,,/,/ Q'w'' �'�/tioR.�1a..C>ry�oC�ssG� �,�Y�„(� � ev .o[y 6{iGD�d+.✓r/uw If the position requires typing or shorthand, are they incidental or essential ? Typing: essential Time Required: Shorthand: Time Required: State what you believe to be the special certificatesandminimum amounts of training and experience required to perform this job Required education: Required experience: Required license or car J (Signature) G= 'I� (Date) �fA'c 4� 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)