HomeMy WebLinkAboutMINUTES - 05131986 - 1.26 � 1
POSITION ADJUSTMENT REQUEST,_ No.
R tl,7-ivLt1 Date: 4/23/86
Dept. tt�¢¢ //JJ +4P 6547 A encCopers No.
Department Health Services Budget Uni't5 No
305�P� 'brg. No. g y
t.
Action Requested:, Reclassify Clerk Senior Level Lead Specialist Position 54-1228 and
incumbent (Holly Reifenheiser) to Supervising Clerk
Proposed Effective Date:
Explain why adjustment is needed: to properly classify the incumbent reflecting the
duties being performed.
Classification Questionnaire attached: Yes ® No -
Estimated cost of adjustment: a s 876.00/year
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. Web Beadle
. Use additional sheets for further explanations or comments. Department Personnel Officer;
or Department ea
Personnel Department Recommendation
Date:
Reclassify Clerk-Senior Level Lead Specialist position #54-1228 and incumbent
Holly Reifenheiser, .Salary Level XB 1218 (1536-1914). to Supervising Clerk,
Salary Level XB 1311 (1685-2100) .
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Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt ;Salary Schedule, as described above.
Effective: fA day following Board action.
Date or Director a sonne
County Administrator Recommendation Date.
Approve Recommendation of Director of Personnel
0 Disapprove Recommendation of Director of Personnel r
C3 Other:
TforT County Administrator i
Board of Supervisors Action
Adjustment: APPROVED/QED on MAY. 13 1986 Phil Batchelor, Clerk of the Board of .
Date• MAY 13 1986 Su ervisors and County Administrator
• _ BY: �
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
CONTRA COSTA COUNTY
t * CLASSIFICATION QUESTIONNAIRE
NAME DEPARTMENT DIVISION
HOLLY W. REIFENHEISER HEALTH SERVICES DEPARTMENT EMPLOYEE SERVICES
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
SUPERVISING CLERK 20 Allen Street, Mtz.
Monday - Friday 8:00 - 4:30
Time Required Description of Work:
50% SUPERVISION, ASSIGNMENT OF WORK
I plan, organize and supervise the work of 6 clerks - 4 senior level clerks and
2 experienced level clerks. Three of the clerks receive and process .the ;, -
complete range of personnel transactions for employees of the Health Services
Department. One clerk provides clerical support to the programs and Management
Development and Safety, one clerk functions in a secretarial capacity to the
Department Personnel Officer and one clerk provides backup support to the
personnel clerks and is involved in delegated testing, advertising, etc.
This includes such duties/responsibilities as:
1. Interviewing/selection of clerical personnel.
2. Training new employees on work procedures/activities,
3. Establishment and communication of clerical work priorities.
4. Interpreting policies/procedures and providing guidance to clerical employees.
5. Conducting periodic meetings with clerical staff to provide information
and advice.
6. Conducting periodic evaluations of performance, providing feedback on progrese
7. Ensuring internal policies/rules are followed.
8. Maintenance of time/attendance records.
9. Approve/disapprove requests for time off.
30% EVALUATION OF WORK PROCESSES/ADMINISTRATIVE WORK
The second major portion of my position involves the evaluation of internal
paper processing, work flow and general administrative work. This includes
such things as the following:
1. Evaluation of work procedures.
2. Ensure work procedures contribute to overall efficiency of process and .
are consistent with office mission. Make changes as needed.
3. Prepare/update clerical procedures manual:.
4. Estimate budgetary requirements for functions supervised and submit for
inclusion into Unit budget.
5. General office and equipment maintenance.
6. Record control and retirement of records.
7. Maintenance of office policies and directives.
S. Office security.
9. Office layout and space utilization.
10. Gather information and compiles reports on such things as vacancy rates,
turnover, overdue evaluations, etc.
11. Maintain office petty cash fund.
10`k PERSONNEL WORK o
HIRING PROCESS
Act as the department contact point for all hiring actions. This includes
determining whether appropriate approvals have been received, submitting to
the County Administrator's Office and/or County Personnel Department; directing
preparation of appropriate personnel documents and following up to ensure timely
processing; providing advice to department managers regarding the freeze process;
keeping Division Administration advised of actions pending.
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List Machines or Equipment Operated as Part of Job: '
Word Processor, Computer Terminal
Designate the name and title of the person who supervises position.
Department Personnel officer, web Beadle
List the a names o.l emp oyees supervise a whole unit is supervise s:mD y name the unit and state e number o emp oyes,
Marcia Bottero, Paula Abono, LeeAnn Broome, Jean Moran, Jeannie Alvernaz, one vacant position.
U public contacts are required either in person or by phone*slate with whom,and in general, for what purposes:
Public contacts with individuals seeking employment (both phone & in person) ; also with
individuals requesting information about HSD employees, process servers, etc. Also contact
with Division Administration of all HSD Divisions, County Administrator's Office and the
County Personnel Department.
What decisions must be made in performing the work:
Decisions regarding issues such as hiring, evaluating performance, recommending discipline
and training, setting priorities, changes in work policies and procedures, record keeping .
and situations when it is necessary to tell department managers no on hiring issues.
What parts of the job require the greatest skill, knowledge, and involve the greatest espo aib.11 :
Knowledge of personnel rules and application to t�le facts. Interpersonal relations - effective
interface with department managers necessary to meeting service orientation and to deal with #
the County Personnel Department to get what we need accomplished. .
The above statements accurately describe this job as it has been for the past 1 and i
Years
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(Signature) " ( Date) 4/22/86 #
y- COMMENTS OF IMMEDIATE SUPERVISOR
In what way are the above statements incomplete, inaccurate or misleading:
Statements reflected are accurate and perhaps self deprecating.
What is the basic purpose or function of this position 7 '
To provide leadership for all day-to-day personnel transactions and to supervise staff
performing support functions to following programs: personnel, management development, safety,
testing.
What changes have occurred in the work of this position ?
Staff has grown. Delegation has expanded to extent that Ms. Reifenheiser receives only
significant policy direction and problem. solving consultation from me.
What parts of this job do you check or review closely and why 7
There are not parts of the job that require my close review or check up. I do seek information
from her regarding ongoing projects and transactions in order to be responsive to questions
from my boss.
If
t position 4e uires ty in or sho thand are they inc ntdl o essential 7
��le posl_�ion 99 no require e>�`�ier t=yping or shorthand but I do sometimes give dictation
in the form og
f major points to be included in rme esno dence of a confidential or important
a5ro p
nature that I ask her to write.
Shorthand: Time Required:
State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
None exceeding the MQ's of the class.
Required education
Required experience:
Required license or certificate:
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(Signature) (Date) 4/22/86
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.
I Signature) (Date)
PERSONNEL INFORMATION SYSTEM
Management of the Personnel Information System (P.I.S.) . Act as the contact
point within the department and liaison between the Health Services Department
and the County Personnel Department regarding changes needed to the programming
and format of reports as well as requests to move positions/incumbents between
budget units and cost centers received for Division Administration. Oversee
distribution of reports to managers on a monthly basis. Review reports
periodically to determine recurring problems, research to determine cause and
effect changes.
10% EMPLOYEE ANNUAL REVIEW
Responsible for seeing that employee annual review forms are sent out each
month, that salary reports/probation reports are received in a timely manner
and that actions are processed as soon as possible. Oversee the preparation
of monthly reports identifying those reports that remain outstanding to ensure
timely followup.
PROJECTS
Research files and compile information, write reports identifying problems
options and recommended solutions. Some of these projects include overseeing
the Physician Incentive Pay process; assembling information for the unit
budget; researching information on Mental Health Treatment Specialists
in conjunction with major project in progress; development of clerical
procedures manual covering all major functions performed in the office.
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