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Home My WebLink AboutMINUTES - 06141988 - 1.37 • E 1. .. l POSITION ADJUSTMENT REQUEST No. (431kI Date: 5/17/88 Dept. No./ Copers Department Hlth Svcs/Envr Hlth Budget Unit No. 0452 Org. No. 5870 Agency No. 54 Action Requested: Classify one 40/40 Secretary-Journey level position, cancel 40/40 Clerk position #54-2532.0 4 J 0y Ij Proposed Effective Date: 6/7/88 Explain why adjustment i-. needed: to provide full time Secretarial support to the Assistant Director of Health Services for Environmental Health and two of his staff. Description of duties Class*44eat4ee-Q�iest4eefla4re nttached: Yes EJ No ❑ Estimated cost of adjustment: $ (698/mo) Cost is within department's budget: Yes No ❑ savings 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. Web Bead Personnel Office - Tf-o—rT—Deparltment Head Personnel Department Recommendation Date: 6 -GZ -98 Classify one 40/40 Secretary-Journey Level position, Salary Level (1492-2057) ; cancel -40/40 Clerk - Beginning Level position #54-2532, Salary Level 65 6496 (1230-1495) . 4n i^ Amend Resolution 71/17 establishing positions and resolutions allocating classes 'fio Toe Basic/Exempt Salary Schedule, as described above. Effective: day following- action. b � v Date for Director of Personnel ; County Administrator Recommendation Date: a , prove Recommendation of Director of Personnel Disapprove Recommendation of Director of Personnel Other: 'ffbr) Count Administrator 3oard of Supervisors ActionJUN 1989 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/ Y 4 on Supervisors and County Administrator )ate: .JUN 14 1988 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M 5 L i Duties - Secretary to Director of Environmental Health Mail Secretary opens, date stamps, and prioritizes mail . The secretary separates the mail according to confidentiality, importance, urgency of response needed, signature and/or approval needed, routine information and reports, and reading 120.1 material . Secretary independently forwards mail to supervisors in the field offices of the Environmental Health Division for action or information, or to other Divisions in the Health Services Department as appropriate. A tickle file is used to facilitate followup. Meeting notices are calendared. Secretary becomes privy to confidential matters including personnel issues, citizen complaints, and politically sensitive situations. Phones Secretary receives phone calls from individual citizens; the press; other divisions and departments of the County; members of the Board of Supervisors; 20% elected and appointed officials of federal , state, municipal , and district regu- latory agencies; and members of various commissions, advisory boards, task for- ces, and community groups. Secretary will screen calls for the Division Director and handle as many calls him/herself as far as he/she is able by responding to questions and requests for information. This requires knowledge of department policy and the functions of the various sections within the Environmental Health Division, i .e. , toxics, occupational health, sanitation, water quality, sewage, solid waste, and vector control . Where appropriate, the secretary may provide copies of reports/records to the caller. The secretary must have knowledge of jurisdiction, e.g. , is a particular inquiry or complaint within the realm of the Environmental Health Division, or should it be appropriately referred to Bay Area Air Quality Management District, Regional Water Quality Control , Water District or Sanitary District, or other county or state agencies. In screening the calls for the Division Director, the secretary will exercise judgment in referring the caller to a staff member who can effi- ciently handle the situation for the Division Director. The secretary must prioritize the calls, making a decision either to interrupt the Director in a meeting, or page him in the field. The secretary will sometimes receive calls of an emergency nature, such as hazardous materials spills or emissions. In such cases the secretary must ascertain pertinent information, i .e. , the time the incident occurred, the loca- tion of occurrence, and the nature of the suspected hazardous materials/toxic substance. The secretary must confirm that the Hazardous Materials Unit has received and dispatched the call . The secretary must use judgment as to whether the situation warrants notifying the Division Director, the Medical Director, the Health Services Director, or others. ' A similar situation can arise where the Supervising Environmental Health Inspectors must be notified, e.g., a sewage spill or drinking water contamination. Secretary will receive phone calls which are confidential in nature, regarding personnel issues, complaints, administrative problems, and politically sensitive situations. The secretary receives calls from other staff within the Division and acts as liaison with them and the Division Director. Shorthand Secretary must be proficient in taking and transcribing shorthand. The Division Director's dictation consists of correspondence and varied reports and 50o material, often technical and complex in nature, especially in the field of hazardous materials/waste. The secretary utilizes shorthand in transcribing minutes of community task forces, where much technical material is discussed (sample of minutes attached) . Correspondence and Reports Secretary must be proficient in typing and word processing. Secretary composes correspondence on her own initiative, e.g. , cover letters with transmittals, confirming reservations for hotel/conferences, notices of meetings, relaying routine information to other division employees, or in any situation where the 30% matter can be handled independently thereby relieving the Division Director of these tasks (example attached) . Secretary types (word processing) various reports for the Division Director and/or other staff. Secretary uses individual judgment in setting up reports in proper form. Again, these reports are often technical and complex, especially in the field of hazardous materials/waste. Secretary must be proficient in spelling and grammar. Secretary proofreads all reports and correspondence. Secretary independently edits and where appropriate will restructure sentences or paragraphs for conciseness or clarity without altering the substance of the report or correspondence. Minutes Secretary takes and transcribes minutes of community task forces such as the I.T. Task Force and the G.B.F. Task Force. These task forces consist of members 10% of the Board of Supervisors, department heads, division directors, elected offi- cials, neighborhood and community groups, industry representatives, and federal , state, and district regulatory agencies. The meetings are often technical and complex (toxics, hazardous waste/materials, waste minimization, alternate tech- nologies, etc. ) A copy of minutes of recent I.T. Task Force is attached. .Secretary records minutes in shorthand (with tape recorder backup) . Secretary independently writes minutes in narrative form, using judgment as to what is appropriately included and what may be excluded. The meetings touch on someti- mes politically sensitive situations. Good judgment must be exercised. The minutes are mailed to task force members and attendees, sometimes with and some- times without Division Director's review. Calendar The secretary maintains the daily calendar for the Division Director. Secretary will receive notices of meetings in the mail and will calendar same 10% appropriately. Secretary will receive requests for appointments via the telephone. The secretary must record names of participants, purpose of meeting, location of meeting (sometimes obtaining directions) and phone number. Secretary must allow for travel time. Secretary must use discretion in some- times changing an appointment to accommodate a different meeting. Secretary sub- mits a daily calendar to the Division Director the prior evening so that he is aware of his commitments for the following day. The secretary will furnish correspondence, reports, or information as necessary for the particular meeting. This requires much interaction with other secretaries, Division staff, Division Directors, regulatory agency officials, staff of the Board of Supervisors, elected officals, and other contacts. Filing Secretary is totally responsible for developing and maintaininq files for the Environmental Health Division. Secretary creates new files on her own initiative as material develops. The files consist of administrative files 5o including personnel and confidential matters; oeneral environmental proarams including water, sewage, septic tanks, solid waste, wells, sanitation, jail facilities, restaurants, and vector control ; hazardous materials/toxics and occupational health; and files covering administration of Emergency Medical Services. Travel Requests Secretary makes arranqements for attendance at conferences and meetings. This includes confirming conference registrations, hotel reservations, flight reser- vations, and car rental . The secretary is responsible for preparing the Travel Request and obtaining approval from the Department Head. The secretary will also obtain purchase orders and warrants for payment of costs connected with the conferences/meetings via the Auditor's Office. Photocopying Secretary photocopies correspondence, records, and reports. Other Responsibilities Clerical Support Secretary provides clerical support to the Hazardous Materials Administrator and to a Hazardous Materials Specialist. This consists of correspondence and reports. The reports are often technical and complex in nature. Secretary must exercise judgment in prioritizing this work and that of the Division Director. Backup to Public Health Division Secretary The Environmental Health Department Secretary provides backup to the Public Health Department Secretary when the latter is out, therefore, the Environmental Health Department Secretary will become privy (via mail and telephone calls) to some confidential matters, e.g. , personnel matters, child abuse/neglect reports, communicable disease patients, AIDS patients, children with AIDS, and venereal disease patients. Reception Relief The Environmental Health Department Secretary provides phone/reception relief at 20 Allen Street and must exercise judqment in receiving and routinq calls and prioritizing messages for the Department. 8% (Photocopying and other responsibilities) 4/13/88