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HomeMy WebLinkAboutMINUTES - 03171987 - 1.36 -066 POSITION ADJUSTMENT REQUEST No. _ Date: -, Dept. No./ Copers Department DisErlci At4oiiey. Budget Unit No. 0242 Org. No. 2805 Agency No. 042 Action Requested: Request to create the class of District Attorney Supervising Office Manager and to reclassify Law Office Manager pos. #004 and its incumbent into the new class. Proposed Effective Date: 3/1/87 Explain why adjustment i^ needed: On August 18, 1986, the clerical staff within Budget Unit #0242was reorganized and placed under the management control of Darlene Coston. The intent of this P300 is to formalize her assignor n as the principal manager of clerical operations in the prosecutorial offices. Her reclassification is being requested under P.M.R Section 503. Classification Questionnaire -�+tached: Yes © No [] Also attached is a copy of her appointme t memo. Estimated cost of adjustment: $ 1,618 Cost is within department's budget: YesFL] No � ,� 41 If not within budget, use reverse side to explain how costs are to bded l/r.,rNICY �r Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. JRY/'T' Y for De a tme t Head _ ( Personnel Department Recommendation Date: S Request to create the class of District Attorney 1ananer .of Law Offices, Salary Level Y8 17,-a-7 (z z5-y-44)and to reclassify Law Office Manager position #004, .Salary Level XB 1546 (2131-2721 ) and its incumbent into the new class. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: day following Board action. /— Y7 Date fo hector of Personnel County Administrator Recommendation Date: Eppr;ovre>ecommendation of Director of Personnel ove Recommendation of Director of Personnel Other: for Co A minis rator Board of Supervisors Action MAR 17 1987 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/friSAPPRO ED on Supervisors and County Administrator Date: MAR 17 1987 /✓ By: _! APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. (M3.47-279-5- - DRAFT Proposed Salary: C5 ($2,617-3,261) DISTRICT ATTORNEY SUPERVISING OFFICE MANAGER DEFINITION: Under genera]. direction, to manage and coordinate all clerical activities within the prosecution offices of the District Attorney's department through a subordinate level of supervision; to develop and implement uniform policies, guidelines and procedures relative to the automated and manual paper processing procedures that support criminal and civil prosecutions; and to perform related work as required. DISTINGUISHING CHARACTERISTICS: This single position class is distinguished by its responsibility for the management of all. clerical operations in the Concord, Martinez and Richmond prosecutorial offices of the District Attorney's department through subordinate District Attorney Office Managers. The class coordinates clerical operations with the Attorneys-in-charge of branch operations, special prosecutions and the superior court division and reports directly to the District Attorney for policy and program direction. This class is further distinguished from the class of District Attorney Office Manager in that the latter class typically functions as a clerical manager of a single law office in the District Attorney's department. TYPICAL TASKS: Plans, organizes, manages and coordinates law office activities through subordinate Law Office Managers, that are involved in internal paper processing and paper flow, office and facilities security, general office and equipment maintenance, records control and retirement, employee timekeeping and payroll reporting, maintenance of personnel records and position control system, mail and correspondence routing, office safety and injury reporting, inventory control, filing of correspondence and case data and maintenance of office directives and policy statements; initiates studies and prepares reports on legal clerical operations including procedures, systems, workload, space and equipment require- ments and staffing needs; supervises the preparation and maintenance of clerical procedural manuals relative to the preparation and processing of legal documents and other related matters; supervises the operation of petty cash funds in the department; evaluates workload, sets work priorities and directs the establishment of production quotas and standards for subordinate clerical staff; supervises the preparation of the budget for the clerical component of the prosecutorial offices; manages budget expenditure controls over funds programmed to support clerical operations; establishes procedures for the collection and • deposit of funds collected for discovery, administrative services, etc. ; coordinates the ordering of supplies, equipment and furniture for the clerical. staff; plans periodic meetings with office managers; acts as the chairperson for these meetings to include the preparation of the agenda, minutes and follow-up on items requiring further action; confers with the Chief Deputy District Attorney on what effects or ramifications new case law or new legislation will. have on legal clerical procedures; keeps abreast of changes in office technology that will impact on the District Attorney's Law & Justice Information System; coordinates changes and new program requirements with the Data Processing Division for data input and document preparation components of the District Attorney's Law & Justice Information System; prepares correspondence and reports as required. MINIMUM QUALIFICATIONS: Education: Possession of a high school diploma, G.E.D. equivalency or a high school proficiency certificate. Substitution for Education: Either completion of a college level introduction to supervision course or completion of Contra Costa County's Basic Management Program may be substituted for the required education. Experience: Two years of full-time or its equivalent clerical exper- ience supervising the preparation and processing of legal documents in a .County Counsel's, District Attorney's or Public Defender's Office, This experience must have been obtained in a position at least equivalent to the Clerk-Senior Level Lead Specialist classification in Contra Costa County government employment. KNOWLEDGES, SKILLS AND ABILITIES: Good knowledge of office organization and layout and management princi- ples and techniques; good knowledge of work scheduling and work simplification techniques and procedures; good knowledge of the Law & Justice Information System as it particularly relates to the input of data and preparation of documents in a public law office; good knowledge of the various phases of law office clerical work; good knowledge of the principles of personnel management, training and supervision; knowledge . of modern budgeting principles and practices; knowledge of modern office machines, equipment and supplies; knowledge of the California Occupational Safety and Health Act Standards applicable to public offices; ability to manage the work of diversified clerical functions in a public law office through intermediate levels of supervision; ability to delegate work to others; ability to prepare legal documents in a public law office; ability to analyze situations accurately and take effective measures; ability to operate a wide range of office equipment including computer terminals and personal computers; ability to understand, interpret and apply laws, rules and regulations and to use good judgment in their application; ability to secure and maintain effective and cooperative relationships with others; ability to prepare correspondence, reports and directives. C L A S S I F I C A T I O N Q U E S T I O N N A I R E NAME: DARL NE W. COSTON DEPARTMENT: DISTRICT ATTORNEY DIVISION: ADMINISTRATION JOB CLASSIFICATION: DISTRICT ATTORNEY SUPERVISING OFFICE MANAGER PLACE OF WORK: COURT HOUSE, 4TH FLOOR, ROOM 402 MARTINEZ, CA ------------------------------------------------------------------------------- TIME DESCRIPTION OF WORK: REQUIRED 30% COORDINATION OF INTERNAL PROCESSING Plans, organizes, manages and coordinates law office activities through three subordinate Law Office Managers, that are involved in internal paper processing and paper flow, office and facilities security, general office and equipment maintenance, records control and retirement, employee timekeeping and payroll reporting, maintenance of personnel records and position control system, mail and correspondence routing, office safety and injury reporting, inventory control,. filing of correspondence and case data and maintenance of office directives and policy statements. Interpret office policy, beccm familiar with new laws and legislation as it affects criminal law. Implement changes in clerical procedures as required by new laws and legislation. Contact/meet with court personnel or other county agencies and outside agencies to discuss mutal problems and changes. Have a good working knowledge of criminal law library so as to refer as necessary to the numerous books and publications. 25% PROCEDURAL Initiate studies and prepare reports on legal clerical procedural manuals relative to the preparation and processing of legal documents and other related matters. Evaluate workload, set work priorities and direct the establishment of production quotas and standards for subordinate clerical staff. Confer with the Chief Deputy District Attorney on what effects or ramifications new case law or new legislation will have on legal clerical procedures. Keep abreast of changes in office technology that will impact on the District Attorney's Law & Justice Information System. Coordinate changes and new program requirements with the Data Processing Division for date input and document preparation components of the District Attorney's Law & Justice Information System. Keep outside agencies, such as the police departments, informed of the changes in pleadings which will be necessary for them to be aware of for proper preparation of their filings. Keep abreast of imminent changes in the near future which will have an impact on the total office and will this lower or increase our legal production. 15% MANAGEMENT APS SUPERVISION OF CLERICAL POSITIONS Responsible for 3. 1aw Office Manager, 3 Clerks Sr. Level - Lead Specialist, 21 Sr. Clerks - Level C, 22 Experienced Clerks - Level B, 1 Account Clerk I, and 1 Account Clerk III 20/40. Supervise interviewing, hiring, evaluating and training of clerical staff. Take disciplinary action when necessary. Recommnd salary increments. Stay informed on guidelines for affirmative action to ensure compliance when selecting and hiring clerical personnel. Supervise assigning desk duties as appropriate for classifications. Instruct through meetings and memoranda on new or changing policies and procedures. Provide second level of supervision. Assist first line supervisory with problems, resolve personnel problems. Handle irrate or distraught citizens when subordinates are unable to. 10% BUDGET Supervise the operation of petty cash funds in the department. Supervise the preparation of the budget for the clerical component of the prosecutorial offices. Manage budget expenditure controls over funds programmed to support clerical operations. Establish procedures for the collection and deposit of funds collected for discovery, administrative services, etc. Coordinate the ordering of supplies, equipment and furniture for the clerical staff. 10% PLANNING Plan periodic meetings with officer managers. Act as chairperson for these meetings to include the preparation of the agenda, minutes and follow-up on items requiring further action. Attend department meetings, assist in planning and coordinating department-wide changes. Attend work-related seminars, classes and workshops. 5% OFFICE FACILITIES AND EQUIPMENT Work with office managers in charge of branch office to determine office layout, location of equipment and furniture. Supervise records control and systems, files locations, layout, maintenance, archives storage, retention schedule, and destruction of certain types of closed case files. 5% SAFETY AND SECURITY OF OFFICE AND EQUIPMENT Maintain the security and safety of the office. Using Cal/OSHA guidelines, conduct safety inspections at regular intervals. Make sure violations or discrepancies are corrected as soon as possible. Supervise the security of the office, file roans and archives storage by assignment to subordinates who have specific responsibility to ensure proper care and security. 5% CONFIDENTIAL MATERIAL Prepare confidential material which requires tight security, and initiate correspondence, through the Chief Deputy District Attorney, with other law enforcement agencies with regard to policy and procedure. Close contact with Chief Inspector in regard to matters of a highly confidential nature. 1. What is the basic purpose or function of this position? Under the general direction, to manage and coordinate all clerical activities within the prosecution offices of the District Attorney's department through a subordinate level of supervision; to develop and implement uniform policies, guidelines and procedures relative to the automated and manual paper processing procedures that support criminal and civil prosecutions; and to perform related work as required. 2. Designate the name and title of the person who supervises your position. Gary T. Yancey, 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 moment's notice. 4. What decisions must be made in performing the work: Independent decisionmaking 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: Concord, Richmond, Martinez offices - 51 positions 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 common 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 equipment operated as part of job: IBM Wheelwriter typewriter, IBM Displaywriter, calculator, IBM Series 3 Model 60 copier, TELEX CRT, dictating equiprmnt, IBM Personal Computer - Displaywrite 3. 'i COMMENTS OF IMMEDIATE SUPERVISOR Do you concur or disagree with the statements of the employee? If you disagree, ;be specific as to why. What parts of this job do you check or review closely and why? (Signature) (Date) ------------------------------------------------------------------------------- COMMENTS OF DEPARTMENT HEAD/DESIGNEE Comment on the statements of the employee and supervisor. If you disagree with the employee and/or supervisor, be specific. (Signature) (Date) CAVPR:CLASSIFICATION QUESTIONNAIRE/2