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Home My WebLink AboutMINUTES - 03171987 - 1.35 db POSITION ADJUSTMENT REQUEST No. _ Date: De t. No./ J:. ....- -- .... . P Co ers p z F - F . , Department Dtst<ril Att'o'rney ' Budget Unit No.= 2 2 i -Grg. No. 2844 Agency No. n&__ Action Requested: Request to reclassify Clerk C — Lead .pos. 4034 and its incumbent to the _ class of District Attorney Office Manager. Proposed Effective Date: 311IR7 The position and incumbent of Law Office Manager pos. 4004 Explain why adjustment ir) needed: T,4-nh`lft Lriascifipd to the new class of nictrirt Attorney Suppryising Offirp Manager The nnrpncP of thi.a rpqupst is to create a new Office manager pogit i on to rept are the one hPi ng rPr l a cci fJ Psi. ThP incumbent of Clerk C — Lead pns_ #034 is #1 on the current Law Office Manager eli e lis Classification Questionnaire cttached: Yes No b Estimated cost of adjustment: $ 794 Cost is within department's budget: Yes ® No (3 If not within budget, use reverse side 'to explain how costs are .tAmeqt .� Department must initiate necessary appropriation adjustment. .Use additional sheets for further explanations or comments. YANAEY tead Personnel Department Recommendation Date: Reclassify Clerk - Senior Level Lead Specialist position #34, Salary Level XB 13Q1 (1668-2130) to District Attorney Office Manager, Salary Level X6 I6AJ 1,( I 1-.a:7 Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. .� � Date for Director of Personnel County Administrator Recommendation Date: pprove ecommendation of Director of Personnel ove Recommendation of Director of Personnel . Other: or s> t ator Board of Supervisors Action MAR 17 198/ Phil Batchelor, Clerk of the Board of Adjustment APPROVED/@iSAPED on Supervisors and County Administrator Dater MAR 17 1987 By: /f APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M 5 CLASSIFICATION Q U E S T I O N N A I R E WE: JUDY PARKINEN DEPARTTEM: DISTRICT ATTORNEY DIVISICN: SUPERIOR COURT/ADMINISTRATION JOB CLASSIFICATION: LAW OFFICE MANAGER PLACE OF WORK: COURT HOUSE, 4TH FLOOR, ROOP4 402 MARTINEZ, CA ---------------------------------------------------------------------- DESCRIPTION OF WORK: REQUIRED 55% MANAGEENT, SUPERVISION AND COORDINATION OF INTERNAL DOCUMENT FLOW: Management, supervision and coordination of internal document flaw on legal matters and administrative matters. Direct, organize and supervise diverse clerical operations which support Superior Court Division and the Department's administrative staff. Perform some of the most highly technical legal document preparation. Knowledge of legal procedures essential to smooth functioning of the office so as to perform those duties of the most technical nature as well as direct the performance of clerical staff members who perform legal duties. Become familiar with new laws and legislation as it affects criminal law (adult and juvenile) . Implement changes in clerical procedures as required by new laws and legislation. Have a good working knowledge of criminal law library so as to refer as necessary to the numerous books and publications. Personally process certain confidential material, seal records of defendants where ordered to do so by the court. Process certain witness and expert witness demands for payment and supervise the processing of those that are routine. Responsible for maintenance of records and disbursement of $1,000.00 petty cash fund; deposit monies such as collections for discovery, copy costs, etc. Prepare monthly collections reports. Prepare reports for Superior Court jury trial statistics. Review non-routine mail and direct as appropriate. Assist deputy district attorneys with long-distance travel arrangements for witnesses so that their transportation and lodging requirements are net in order to ensure their availability to testify. 10% BUDGET: Provide workload statistics, time studies and estimate of needs and costs in order to assist preparation of annual budget. In the management of the office, direct ordering of supplies, equipment, furniture, etc. , through the Account Clerk I of this division who is assigned as supply clerk for the department. Justify and recamiend additional clerical positions when necessary. Verify telephone and telegram charges and question those that seem inappropriate. 10% MANAGEMERr AMID SUPERVISION OF CLERICAL POSITIONS: Responsible for 1 Sr. Clerk - bevel D (Lead Specialist) , 9 Sr. Clerks - Level C, 7 ,Experienced Clerks - Level B, 1 Account Clerk I, and 1 Account Clerk III (20/40) . Interview, hire, supervise the training of the clerical staff; evaluate, recarmend disciplinary action when necessary, recarmend salary increments. Stay informed on guideline for affirmative action to ensure cerrpliance when selecting and hiring clerical personnel. Authorize overtime for clerical staff, authorize and schedule vacation leave and other time off for clerical staff; arrange coverage for District Attorney's secretary during her absence on vacation or sick leave. Assign desk duties as appropriate for classifications. Instruct through meetings and memoranda on new or changing policies and procedures. Personnel files and payroll records for the entire department are handled through this office. I supervise the duties of processing time cards, personnel actions dispersment of checks. 5% OFFICE FACILITIES AND EQUIPMENT: Determine office layout, location of equipment and furniture, arrange for telephone service or changes in service. Vendors such as typewriter repairmen, copy machine service personnel and teletype service personnel are contacted directly as needed. Building maintenance assistance is requested by work order or directly by telephone as necessary. Assist in inventory annually. At the time new attorneys are assigned to this division, orient them to clerical functions and, through the supply clerk, arrange for their needed equipment and supplies such as books, manuals, desk equipment, filing cabinets, etc. 5% RECORDS/FILES CONTROL: This position is directly responsible for records control and systems; files locations, layout, maintenance, archives storage, retention schedule, destruction of certain types of closed case files. Maintain general files for the administration of the department. 5% SAFETY AND SECURITY OF OFFICE AMID EQUIPMENT: Using Cal/OSHA guidelines, conduct safety inspections at regular intervals; violations or discrepancies are noted and corrected as soon as possible. Maintain first aid equipment for the division. Via form AK30, report injuries which occur withinthe scope of this position's responsibility. Security of the office, files roans and archives storage is. carried out directly by this position or by assignment to subordinates who have specific responsibility to ensure proper care and security. Also, by assignment to subordinates ensure proper care and security for items such as copier, teletype, personnel and payroll files, tape records, transcribers, etc. When an employee of this division is transferred or resigns, make certain that all county-awned equipment, books, .keys and identification are returned or accounted for at the time of departure of employee. 10% PLANNING: Attend department meetings, assist in planning and coordinating department-wide changes. Attend work- related seminars, classes and workshops. 1. What is the basic purpose or function of this position? To maintain a competent administrative support and management function for the Superior Court Operations Branch and the Administrative Offices of the District Attorney. 2. Designate the name and title.of the person who supervises your position. John W. McTigue, Chief Deputy District Attorney 3. What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility: Independent decision making which often must be done at a mcenent's notice. 4. What decisions must be made in performing the work: Independent decision making as to priority, procedures, delegation of work and or responsibility, discipline 5. List the names of employees supervices. If a whole unit is supervised simply name the unit and state the number of employees: Martinez Office - 19 6. If public contacts are required either in person or by phone, state with whom, and in general, for what purposes: Clerk/Administrators of Municipal and Superior Court regarding cancan problems or procedural information Private attorneys regarding cases Vendors and Building Maintenance for purchases and repairs, etc. Police agencies, Governor's office regarding extradition and statistics Public 7. List machines and equipmnt operated as part of job: IBM Wheelwriter typewriter, IBM Displaywriter, calculator, IBM Series 3 Model 60 copier, TELEX CRT, dictating equipment.