HomeMy WebLinkAboutMINUTES - 06271988 - 1.49 07*03USTMENT REQUEST 1-90,19 I�}lOq
Date: ���
County Administr o1 Dept. No./ Copers
Department Clerk of the Boa Budget Unit No. 0002brg. No. Agency No. 03
Action Requested: Secretary-Journey Leve?i�rPosition No. 991
to Secret ary--Cleri of tne p .__ oc to incurs en - o tne a vance
s lon:
Proposed Effective Date:
Explain why adjustment is needed: The incumbent is satisfactorily performing
at the advanced level.
Classification Questionnaire attached: Yes No Q
Estimated cost of adjustment: $ 15850
Cost is within department 's budget: Yes No t--1
If not within budget, use reverse side to explain how costs are to be funded.
Department must initiate necessary appropriation adjustment. 44r1 /
Use additional sheets for further explanations or comments.
for DepartmTLf Head
Personnel Department Recommendation
Date:
Reallocate Secretary-Journey Level person and position #03-99, Salary Level
TD-21115-'(1492-2057)' to Secretary - Clerk of the Board, Salary Level XC 1463
(1868-2384). -
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: day following Board action.
6- ,-?g 1� 8-dJ:9"J
Date for Director of Personnel
County Administrator Recommendation
Date: _�'���
/Approve Recommendation of Director of Personnel
Disapprove Recommendation of Director of Personnel
Other:
--
THK County Admi strator
Board of Supervisors Action JUN 2 8 1988 Phil Batchelor, Clerk othe Board of
Adjustment APPROVED on Supervisors d County Administrator
Date: JUN 2 8 1988
By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
P300 M347 2/85
y
CONTRA COSTA COUNTY
CLASSIFICATION QUESTIONNAIRE
Name: Ann Marie Cervelli Department: County Administrator
Division: Clerk of the Board
official Job Classification: Secretary-Clerk of the Board
Working Job Title: Same
Place of Work: 651 Pine Street, Room 106
Martinez, CA 94553
Assigned Hours: Monday through Friday
8: 00 a.m. to 5: 00 p.m.
Time Required Description of Work
A. Board Meetings:
Attend weekly meetings of the Board of
Supervisors; take shorthand notes of the
proceedings for several hours at a time;
keep an accurate record of speakers and material
documentation presented during the meeting; keep a
tape footage log of the proceedings; be attentive
and responsive to requests from Board members for
various materials, documentation and information
during the meeting; exercise discretion and
confidentiality due to the Clerk' s proximity to
Board members during discussions.
Summary of Board Action:
Review shorthand notes and assist in the
preparation of the summary of the Board actions
including noting any changes or amendments to
staff ' s recommendations. Particular care must be
taken and discretion used to accurately reflect
the actions of the Board.
Preparation of Board Orders/Resolutions:
Condense lengthy discussion of Board members and
public hearings into accurate and concise Board
Orders correctly reflecting the motions and votes
of Board members, including reasons for "no" or
"abstention" votes of Board members because these
are the minutes, the official record of the
actions of the Board of Supervisors; compose the
Board Orders using the Displaywrite 4 program with
the IBM PC or CPT dedicated word processors
maximizing utilization of this equipment to both
compose and edit the Board Orders; distribute
copies of completed Board Orders to the involved
departments and file the original order in the
official minutes. Mostly work independently in
the preparation of the orders and prioritization
of work. Confer with supervisor occasionally on
sensitive or controversial orders.
Review Board Orders prepared by other departments
for completeness and accuracy relative to the
action by the Board. When an inconsistency is
found, contact the appropriate department. This
requires a knowledge of functions of other
departments in the County, and the ability to work
tactfully with staff in other departments.
Responsible for placement of zoning Ordinances on
E
the agenda for Board action; also responsible for
reviewing and certifying to the signature of the
Board Chair in certain documents (ordinances,
contracts, and applications) ; process necessary
documentation relative to rezonings, Agricultural
Preserve cancellations, and Redevelopment Agency
actions, including checking for correctness with
the appropriate action, certifying, distributing
and filing.
B. Schedule hearing before the Board of Supervisor on
various matters including land use planning
matters, development agreements, ordinances,
Agricultural Preserve cancellations; establish
files on the various matters and notice the
scheduled hearings, complying with noticing
requirements under the applicable State Government
Code or County Ordinance Code Section; maintain
the various files to reflect the completion of
various procedures, i.e. , noticing, Board Orders,
speaker cards and pertinent attachments.
Assemble and organize background information
required for hearings, resolutions, ordinances,
and any relevant correspondence in the correct
file and have it available for reference during
the hearing; assume responsibility for providing
Board members and County staff with copies of
documentation on an agenda item received in after
the agenda deadline. Material received in after
the agenda packets are assembled is included in
the supplemental packets presented to the Board
members just prior to the Board meeting.
C. Function as backup secretary for the Assessment
Appeals Board meetings if the Assessment Appeals
Clerk is absent.
D. Assist the public and County employees in
obtaining information from public records
requiring a knowledge of files and the filing
system, reference to the Maddy Book of
Appointments and a knowledge of how various
records are maintained.
E. Provide lead direction in the receipt of claims
filed against the County and legal process
served on the County following established
procedures.
F. Take dictation of letters and memos from the Chief
Clerk and provide final copy and distribution.
G. Provide back up in the assembly of the agenda
packets working under a definitive deadline,
involving coordination of prepared material with
the agenda, numbering and assembling.
ANN M. CERVELLI
Employee Name
1 . What is the function of your work unit7
To provide an accurate record of actions taken by the Board of Supervisors
and to provide for the location and retrieval of these records upon request .
1
2. For whom or for what group are you providing secretarial support?
The Office of the Clerk of the Board of Supervisors , a division of the
Office of the County Administrator.
3. Designate the name and title of the person who supervises your position.
How is your work reviewed?
Jeanne 0. Maglio, Chief Clerk
Aulene Joseph, Assistant Clerk
I confer with my supervisors on sensitive or controversial issues .
Predominently, I work independently in the execution of my assignments .
4. Where is your supervisor located in proximity to your desk?
My desk is approximately ten feet from Aulene Joseph' s desk.
5. What are the most important assignments you perform and why?
Because of the liability factor to the County and the Board of Supervisors,
two of my most important assignments are accurately recording the actions/
motions of the Board of Supervisors in session and the drafting of the
appropriate Board Orders ; and the scheduling 'of land use hearings before
the Board being mindful of statutory noticing requirements , particularly
when operating within a short time frame.
S. What is the most difficult or complex work you perform and why?
Drafting the Board Orders on controversial or sensitive land use matters
which will possibly be subject to litigation is the most difficult and
complex work I perform.
'. What parts of your job involve the greatest responsibility and why?
preparing Board Orders on land use hearings to accurately reflect the
actions taken by the Board of Supervisors and noticing the scheduled
hearings before the Board of Supervisors involves the greatest responsibility
due to the accuracy required of both duties .
How long have you been in your current position? 2 1
Years Months
Where were you assigned before this position? Desk, Department, Location,
Assignment.
I was assigned to receptionist duties including receiving, processing and
scheduling of claims and accepting service of process on behalf of the County
and the Board of Supervisors . Upon completion of the testing procedure for
the position of secretary, I was reassigned to the vacant secretarial journey
level position. a 1 � �
ignature: Date: GIIIAX
A y q ?(
MANAGER'S QUESTIONNAIRE
Ann Cervelli
1. What is the most important work performed by your secretary/
stenographer?
Mrs. Cervelli ' s most important assignment is attending the weekly
Board meeting, taking shorthand notes of the discussion,
accurately recording the motion paying particular attention to
the reason(s) for a "no" vote or "abstention. "
2. What is the most difficult/complex work performed by your
secretary/stenographer?
The most difficult assignment is drafting a Board Order from
shorthand notes to accurately reflect the content of the discus-
sion as well as the motion. This assignment can be extremely
difficult if the issue or issues are not clearly defined or if the
motion is unclear. These orders provide direction to staff as
well as set policy for the County, particularly on land use
matters.
3. What is the greatest responsibility given to your secretary/
stenographer?
Mrs. Cervelli has complete responsibility for scheduling land use
hearings before the Board of Supervisors. She prepares the notice
of publication, orders the publication, and ensures that all
noticing requirements are met. If she is deficient in this area,
the hearing cannot be held.
4. How do you review the work of your secretary?
Mrs. Cervelli works with minimal supervision. I will review her
Board Order on a sensitive or controversial issue. She is very
astute in recognizing a potential problem which she will bring to
my attention usually before an error is made or a crises develops.
She consistently has demonstrated accuracy in completing her
assignments as well accepting responsibility for her work.
5. What tasks do you delegate to your secretary and which are most
important to the accomplishment of your own job?
The most important tasks delegated to this secretary are allowing
her to attend the Board meetings and having complete confidence in
her ability to accurately record the actions of the Board, prepare
the relevant Board Order, and schedule hearings on land use
matters.
My role is to ensure that the actions of the Board are accurately
recorded, indexed, filed for future retrieval, and that all
statutory requirements are in the noticing of various matters
by the Board of Supervisors.
6. How do you delegate specific tasks to your secretary/stenographer?
Delegation of specific tasks are based on the secretary' s
demonstrated ability to complete assignments in an efficient and
accurate manner with the resources available.
7. In what way are the employee's statement incomplete, inaccurate,
or misleading?
The employee' s statements are accurate.
Signature: � .�... .�- Date: t��
(continued on next page)
Manager' s Questionnaire
Ann Cervelli
Page 2
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.
Appointing Authority or Designee Signature Date