HomeMy WebLinkAboutMINUTES - 03251986 - 1.33 SP
POSITION ADJUSTMENT REQUEST 1-113-3 No. / 3
Date: 2/10/86
v.;
Dept. No./ FEa Copers
Department General Services Budget Unit No. 0149 Org.f NQ---R,, Agency No. 66
Action Requested: Reclassify person and position of Administrative Services Assistant III ,
position #66-002, to Administrative Services Utticer.
Proposed Effective Date:
Explain why adjustment ii needed: To more appropriately describe the duties and responsibilities
of the position.
' Classification Questionnaire attached: Yes [!] No []
Estimated cost of adjustment: $
Cost is within department's budget: Yes &I No [I
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.
hIAM WJ_AJAIMLLAX
for Department ead
Personnel Department Recommendation
Date: -March 13. 1986
Reclassify person and position of Administrative Services Assistant III, position
#66-00002, at salary level C5-1732 ($2567-3120) to Administrative Services Officer
at salary level T4-1676 ($2816-3787).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: day following Board action.
March 1, 1986
Date for 2Direct r f Personnel
County Administrator Recommendation
�
Approve Recommendation of Director of Personnel Date: 3 — l3-�'
Disapprove Recommendation of Director of Personnel
Other:
for unty Administrator
Board of Supervisors Action MAR 25 1966 Phil Batchelor, Clerk of the Board of
Adjustment APPROVED/ on Supervi or and County Administrator
Date: MAR 2 5 196& By: &L
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M 5
CONTRA COSTA COUNTY
CLASSI F I CATION QUEST IONN AIR E
Kathy Brown General Services Administrative Services
NAME DEPARTMENT DIVISION
651 Pine Street, 6th Fl .
Administrative Services Assistant Admin. Services Officer 8:00 a.m. - 5:00 p.m.
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Time Required Description of Work
30% I. PERSONNEL ADMINISTRATION
I have responsibility for handling all personnel matters in General
Services which include the following:
- Recruitment and selection of candidates to fill vacancies;
- Developing and monitoring Affirmative Action/Equal Employment -
Opportunity activities;
- Classification studies and proposal of new classifications;
- Employee counseling;
- Employee training and development;
- Disciplinary actions which include all preparation and presenta-
tions before Administration Hearing Officers , Adjustment Boards ,
and the Merit Board;
- Employee/employer relations including grievance handling and
heavy interaction with Local 1.
15% II. BUDGET AND FISCAL MANAGEMENT
I have responsibility for preparation and justification of all budget
units within General Services. This includes reviewing Division budget
requests on a line item basis; providing written justification of
requests; adding or deleting items as I determine to be appropriate;
monitoring of expenditures and revenue; and justifying budgets and
expenditures to County Administrator' s Office (CAO) . I advise Division
Managers to reduce or increase staffing, equipment, and services .
Under my direction the Division Accountant develops occupancy cost
data for all County buildings and facilities and provides technical
accounting information for budget preparation to Division Managers. I
make the decisions on how the occupancy cost data relates to the number
of funded positions and changes which need to be be made based on
actual use or other factors. I monitor Division budgets to provide the
control on expenditures.
20% III. SUPERVISION
I supervise directly, and through subordinates, the Administrative
Services Division which includes accounting and clerical staff. I have
delegated authority from the Director to handle some aspects of the
supervision of all Division Managers and assist in developing their
performance evaluations , give technical advice, and provide administra-
tive control as required.
15% IV. SAFETY AND OCCUPATIONAL HEALTH PROGRAM
I am familiar with safety requirements such as CAL/OSHA which affect
employees and serve as the departmental Safety Officer. I ' urge and
occasionally order Division Managers to provide safety training ,
protective gear, or modified work procedures to be i n .compliance with
appropriate rules and regulations. I review all accidents and make
recommendations for prevention as . required. I review all Limited Duty
. requests and advise managers on handling them. I also review Worker's
Compensation cases and advise Division Managers and Accounting staff on
handling timekeeping and medical records. Other aspects of the Safety
and Occupational Health Program include requesting special studies such
AK 75
as requests for noise studies and other studies due to occupational
health exposures ; developing a plan for evacuation of Shell Avenue work
locations in the event of a gaseous emission. I develop policy and
procedures for the Department in accordance with County and State
requirements as well as other mandates regarding safety and health of
departmental employees. I make employee referrals for physicals where
the employee appears to be having a medical problem which interferes
with the job.
10% V. ORGANIZATIONAL STUDIES AND OPERATIONS
I plan , organize , develop, recommend and implement new or modified work
procedures ; evaluate equipment needs ; personnel staffing, and promote
other organizational changes which improve service delivery. I do a
lot of troubleshooting.
10% VI. OTHER ACTIVITIES
I organize and -chair committees including, Apprentice Mechanic, Affirma-
tive Action, and Shop Improvement; handle coordination of Work Fare
Program with Social Service and assist in implementing expansion of this
program; meet with other Departments regarding services; organize and-
attend staff meetings; prepare correspondence and reports on behalf of
the Director; and other miscellaneous activities including using the
Information Center for developing budget and personnel computer reports .
Contacts are from employees in General Services and in other County Depart-
ments , other agencies, Board members , business agents from employee organiza-
tions , and occasionally members of the general public such as a representative
from a Home Improvement Association regarding litter, a resident concerned
about improper use of County vehicles , or someone who wants information on
services such as the Work Fare Program. These contacts are often to resolve
concerns or problems. Occasionally, I also am contacted by news media
regarding something that they feel is newsworthy which affects General
Services .
I must decide what activities require my or my staff's involvement, set
priorities for myself, my Division , and for other departmental managers in
handling personnel matters , safety, budgeting, and resolution of service
needs and complaints. I must decide when and what action to take in all my
functional areas . I must decide what to bring to the Director' s attention
and how to resolve employee complaints , grievances , and potential disciplinary
actions . I must decide on ways to improve operations and when they can most
effectively be done.
The greatest skill is my ability to practice creative management through
innovative thinking , effective communication , hard work , enthusiasm , and a
genuine belief in the mission to promote the best service for the least
cost. This creative management style is used in all aspects of my job,
particularly in dealing with employee/employer relations and direction to
other managers and my staff. These are also the areas that require the most
knowledge of personnel , County procedures , organizational development and
fiscal management. The areas which require the greatest responsibility are
in handling personnel matters , budget and fiscal decisions , safety and
occupational health concerns , and supervision or direction to subordinates
and co-workers .
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COMMENTS OF IMMEDIATE SUPERVISOR
The primary purpose of this position is to provide direct assistance to the
Director for all administrative support activities within the Department.
This position is a key element in the day-to-day operation of the Depart-
ment. The basic functions are:
I. Supervision of the departmental administrative staff. .
2. Liaison between the General Service Department, other line depart-
ments and the County Administrator's Office on administrative and
fiscal matters.
3. The direction of all personnel matters including direct contact
with employee bargaining units, various Boards and Commissions,
and the. County Personnel Department.
4. The preparation, justification, review and control of all budget
units within the General Services Department
5. Supervise the Safety and Occupational Health Program within the
Department.
This position attained its current level with the formation of the General
Services Department. The creation of the Department required the assignment
of departmental management programs to an administrative type position.
Administrative Services Officer level assignments have been delegated to
this position for the entire time period.
4 POSITION ADJUSTMENT REQUEST No. / 10
_ Date: 2/10/86
Dept. No./ Capers
Department General Services Budget Unit No. OnA AV 014 966 No. 66
Action Requested: Reclassify person and position of Clerk-Senior Level , position #66-008,
to Supervising Cler
Proposed Effective Date: 471786 ~�
Explain why adjustment i, needed: To more appropriately describe the duties and responsibilities
of the position.
Classification Questionnaire attached: Yes Q No Q
Estimated cost of adjustment: $ `
Cost is within department's budget: Yes No Q
If not within budget, use reverse side to explain how costs are to be f nded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments. �rAcpk:_
for De rtment Head
Personnel Department Recommendation
Date: March 13, 1986
Reclassify person and position of Clerk-Senior Level, position #66-00008
(Loyola Coday) at salary level XB-1146 ($1429-1781) to Supervising Clerk at
Salary Level XB-1311 ($1685-2100).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: day following Board action.
April 1, 1986
Date for recPersonnel
County Administrator Recommendation
/j Date:
Approve Recommendation of Director of Personnel
Disapprove Recommendation of Director of Personnel
Other:
Tf—oWTUounty Administrator
bard of Supervisors Action MAS Phil Batchelor, Clerk of the Board of
adjustment APPROVED/ I'PR5WE on 1986 Supervi rs and County Administrator ,
)ate: MAR 2 5 .
986 By.
,PPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
(M34732/85
Contra Personnel Department
Costa Ad-niniStraTion Bldg,
651 P;ne Street
County Martine:. California 94553-1292
DATE: March 12, 1986
TO: Classification Files
FROM: Shelley Pighin
SUBJECT: P300 No. 13870 - Request to Reclassify Senior Clerk to
Supervising Clerk (L., Coday)
BACKGROUND
P300 No. 13870 was submitted February 10, 1986 by the General Services Depart-
ment requesting the reclassification of Senior Clerk, position 66-008 to
Supervising Clerk.
Staff met with the incumbent and her immediate supervisor, Kathy Brown,
Administrative Services Assistant III to verify duties and responsibilities
as outlined in the attached classification questionnaire.
The incumbent of subject position is currently number 40 on the Supervising
Clerk eligible list and is certifiable to the department. (Position indicated
in organization chart attached)
FINDINGS
Staff has concluded that this position is at the Supervising Clerk level for
the reasons stated below.
Allocation Factors :
1. Guidelines Available - The General Services Department has only been in
De
existence since 10/1/85 and there are no written guidelines for this
desk.* Procedures vary from simple to complex and are all learned on the
job.* In fact some areas affecting procedure are still in the developmental
stage.
2. Supervision Exercised - Subject position is responsible for the supervision
and coordination of clerical employees in 5 different work locations. This
requires phone contact on a daily basis as well as periodic on-site visits.
Incumbent determines necessary training required for existing and/or new
clerical staff members, Cvaluates performance and makes recommendations to
Division Managers on performance evaluations, and initiates counselling
with clerical staff and Division Managers when necessary. Attendance/
performance problems that cannot be resolved by incumbent with counselling/
training are brought to the attention of the Administrative Services Officer
by subject position, along with a recommendation for action.
3. Variety and Complexity of Work - Although specific duties vary regarding
level of difficulty and complexity and do contain some routine tasks, the
majority of duties involve the supervision of personnel and coordination
of clerical matters. This requires the use of discretion in resolving/
handling sensitive personnel matters. Subject position is expected to be
knowledgeable of ASCME - mou as well as departmental personnel policy and
procedure in order to assist Division Managers with their application.
4. Initiative and Independence of Action - Incumbent performs duties indepen-
dent of supervision although direction is available from the Administrative
Services Officer for complex problems. Subject position handles correspond-
ence for the Administrative Services Officer on routine matters and directs
non-routine matters to the Administrative Services Officer for further
instruction. General office procedures for mail sorting, filing etc. are
at the discretion of the incumbent. New systems are implemented when deemed
appropriate and subject position is expected to incorporate changes/additions
with little interruption to routine.
Four of the nine Divisions of General Services do not have clerical support.
Incumbent must incorporate this clerical work load and time schedule into
the existing staff support. Work is delegated by incumbent as necessary to
meet departmental deadlines.
5. Person-to-Person Work Relationships - Incumbent has primary contact with
General Services Department employees, both in person and by phone and with
the Personnel Departme^t and is expected to exercise tact and discretion as
personnel matters can often be of a complex and/or sensitive nature.
CONCLUSION
Since the conception of the General Services Department in October, 1985 subject
position has been performing duties allocated at the first level of supervision
as demonstrated above. This is clearly distinguished from the Senior Clerk
classification where only lead direction may be exercised. Based on this fact,
staff finds that position is more appropriately classified at the Supervising
Clerk level and recommends approval of request. This action is approved by
Tony Enea of the CAO.
RECOMMENDATION
Reclassify Senior Clerk, position 66-008 to Supervising Clerk.
ADMINISTRATIVE
SERVICES DIVISION
Org: 0149
Director of General Services
Barton J. Gilbert
Executive Secretary
Dorothy Gass
Administrative Services Officer
Kathy Brown
'Supervising Supervising Clerk
Accountant Loyola Coday
Terry Mann
Departmental Secretary
Account Clerk Manager Marie Devlin
Jackie Henderson
1 Clerk-Bldg Mtce
1 Senior Clerk-Arch
Accounting h 1 Secty-Lease Mgmt
Nancy Bray 1 Clerk-Central Svc
Account Clerk-Adv 2 Clerks-Purch
Susanne Bagno 1 Senior Clerk-Purch
1 Acct Clerk/Bldg Mtce
1 Acct Clerk/Fleet Mgmt
1 Adv Level Acct Clerk/
Fleet Mgmt
3
POSITION ADJUSTMENT REQUEST No. /3 S,69
. Date: 2/10/86
Dept. No./ Copers
Department General Services Budget Unit No. 0149FEB �drg? 5¢i': Agency No. 66
Action Requested: Reclassify person and position of Accountant III , position #66-004, to
Supervising Accoun an .
Proposed Effective Date:
Explain why adjustment i-, needed: To more appropriately describe the duties and responsibilitie
of the position.
Classification Questionnaire Ottached: Yes Q No ❑
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. &;�M
Use additional sheets for further explanations or comments. ALM%dJ-"1
for Departmen Head
Personnel Department Recommendation
Date: March 13, 1986
Reclassify person and position of Account III, Position #66-0004 (Terry Mann) at
salary level C5-1601 ($2252-2737) to Supervising Accountant I at salary level
C5-1697 ($2479-3013) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: day following Board action.
March 1, 1986
Date for Director bf Personnel
County Administrator Recommendation
Date: 3-13 -8 6
Approve Recommendation of Director of Personnel
Disapprove Recommendation of Director of Personnel
Other:
for Colfinty Administrator
Board of Supervisors Action Phil Batchelor, Clerk of the Board of
Adjustment APPROVED/1916APPRWB on MAR 2 5 1986 Supervis rs and County Administrator
Date: MAR 2 51986 By: '1'1WT,�,/�fzA
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
•. r
Contra
Personnel Department
Administration Bldg.
Costa 651 Pine Street
County Martine:, California 94553-1292
DATE: March 12, 1986
TO: Classification Files
FROM: Shelley Pighin, Personnel Analyst
SUBJECT: P300 #13869 - Reclassify Accountant III to Supervising Accountant I
(Position #66-0004, Terry Mann)
P300 #13869 submitted by the General Services Department on February 10, 1986
requests that subject position be reclassified to Supervising Accountant I to
accurately reflect the duties of the position. Those duties and responsibilities
areas outlined in the attached classification questionnaire completed by incumbent.
This was verified in an interview with incumbent's immediate supervisor, Kathy
Brown, ASA III. Subject position has been performing these duties for at least
three years, the last six months of which have been for the General Services Depart-
ment. (Position indicated in organizational chart attached)
FINDINGS:
Subject position is assigned responsibility for the Building and Grounds' accounting
activities. This includes day to day supervision of one Accounting Technician, as
well as technical accounting direction to the Account Clerk Manager, 2 Advanced-Level
Account Clerks and 2 Experienced-Level Account Clerks. Subject position recently
directed the set up of a new cost system at Central Service. This required the
initial training of one Clerk to handle billing operations and will mean continual
direction in this area. A similiar cost system is soon to be implemented with the
Building Maintenance Division. Subject position will again assume responsibility for
the design and implementation of the system and training/direction of staff.
In addition to supervisory responsibilities, subject position performs the most
complex departmental accounting functions including County occupancy costs and
budget preparation for all General Services Divisions. Incumbent confers with
Division Heads to review current budget and identify project costs for the following
years budget', and acts as liasion between CAO's, Auditor's Office and General
Services to ensure compliance with uniform accounting codes and County policy. In-
cumbent monitors departmental budgets monthly to reivew expenditures appropriations
and initiates adjustments where necessary. Accounting decisions including cost
accounting and general ledger treatment are made independently by subject position.
Incumbent works as staff to the CAO, Architectural Division, and consultants for
such projects as the new Detention Facility by monitoring work authorizations and
reporting potential budget overruns to the CAO. As a member of the project team,
incumbent ensures that all project contracts, purchase orders and labor changes
are correctly accounted for under Proposition 2.
Supervision given subject position is very general in nature. Subject
position has great latitude in exercising initiative and judgement and
rarely is required to seek direction from a supervisor. Incumbent does
work together with the ASO to evaluate current procedures for possible
revision and improvement, noting exceptions which would impact the Depart-
ment's reputation in providing services on a cost effective basis. Incumbent
is expected to determine the level of involvement in accounting procedures
with each Division Head and make recommendations to ASO regarding their
operations
Interpersonal relationships both in supervising subordinates and working with
Division Chiefs within General Services and other Administrative staff within
line departments requires the hi.ghest level of skill and tact. The greatest
responsibility of this position is the budgeting and control of the Divisional
budgets which require accurate forecasting of occupancy costs and accounting
requirements, and the ability to advise managers on budgeting techniques.
CONCLUSION:
Since the conception of the General Services Department in October, 1985,
Subject position's responsibilities have increased substantially, particularly
in the area of supervision exercised. As an Accountant III incumbent was only
providing lead direction to subordinate staff, and is now clearly performing
the duties of a first line supervisor.
Based upon the supervision exercised and the complex accounting activity performed
by subject position, staff finds that position is more appropriately classified
at the Supervising Accountant I level and recommends approval of request. The
action also has the approval of the County Administrator's Office.
RECOMMENDATION:
Reclassify Accountant III, position #66-0004 to Supervising Accountant I.
ADMINISTRATIVE
SERVICES DIVISION
Org: 0149
Director of General Services
Barton J. Gilbert
Executive Secretary
Dorothy Gass
Administrative Services Officer
Kathy Brown
Supervising SupervisingC erk
Accountant Loyola Co day
Terry Mann
Departmental Secretary
Account Clerk Manager Marie Devlin
Jackie Henderson
1 Clerk-Bldg Mtce
1 Senior Clerk-Arch
Accounting Tech 1 Secty-Lease Mgmt
Nancy Bray 1 Clerk-Central Svc
Account Clerk-Adv 2 Clerks-Purch
Susanne Bagno 1 Senior Clerk-Purch
1 Acct Clerk/Bldg Mtce
1 Acct Clerk/Fleet Mgmt
1 Adv Level Acct Clerk/
Fleet Mgmt
�i,
ADMINISTRATIVE
SERVICES DIVISION
Org: 0149
Director of General Services
Barton J. Gilbert
Executive Secretary
Dorothy Gass
Administrative Services Officer
Kathy Brown
Supervising Supervising Clerk
Accountant Loyola Coday
Terry Mann
Departmental Secretary
Account Clerk Manager Marie Devlin
Jackie Henderson
1 Clerk-Bldg Mtce
1 Senior Clerk-Arch
Accounting Tec I Secty-Lease Mgmt
Nancy Bray 1 Clerk-Central Svc
Account Clerk-Adv 2 Clerks-Purch
Susanne Bagno 1 Senior Clerk-Purch'
1 Acct Clerk/Bldg Mtce
1 Acct Clerk/Fleet Mgmt
1 Adv Level Acct Clerk/
Fleet Mgmt
1