HomeMy WebLinkAboutMINUTES - 06071988 - 1.78 1-0'78
POSITION ADJUSTMENT REQUEST No. /4/6 33
PER
FtCc Date: 3/14/88
Dept. No./ MD j7 8oiv. `�l� AgencCopery No.
Department General Services Budget Unit No. D 49 t� r,i � g y 66
Action Requested: Reclassify person and position of Clerk-Senior Level, #66-00005
to Secretary-Advanced Level.
Proposed Effective Date: KSAP
Explain why adjustment i-. needed: to properly classify incumbent.
Classification Questionnaire ttached: Yes No ❑
Estimated cost of adjustment: $ 112/mo.
Cost is within department's budget: Yes ❑ No ❑
If not within budget, use reverse side to explain how costs are to fu ed.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
r Dep6rentHead
Personnel Department Recommendation
Date: .s a26-8S
Reclassify person and position of Clerk - Senior Level position #66-05, Salary Level
XB 1308 (1600-2042) to Secretary -- Advanced Level , Salary Level TD 1115 (1864-2386) .
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 - 1 -? 8 4
Date r Director of Personnel
County Administrator Recommendation
Date: , 6/tt-
-Approve Recommendation of Director of Personnel
Disapprove Recommendation of Director of Personnel
Other:
_ for County Administrator
Board of Supervisors Action JUN 7 1969 Phil Batchelor, Clerk of the Board of
Adjustment APPROVE on Supervis s nd County Administrator
Date: JUN 7 19
By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
pqnn M. _
Tom: , BOARD OF SUPERVISORS (�o�
FROM: Barton J. Gilbert, Director of General Services Contra
Costa
DATE'. March 29 , 1988 V01V
SUBJECT: P300 Request to Reclassify one Clerk-Senior Level
to Secretary-Advanced Level
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECONNENDATION
Approve Position Adjustment Request (P300 ) to reclassify person
and position of Clerk-Senior Level, #66-00005, to
Secretary-Advanced Level.
II. BACKGROUND:
Since the relocation of General Services ' Administration to 1220
Morello Avenue in March 1987 , many changes have taken place to
improve the efficiency and the image of the Department. Because
Madlin King has excellent secretarial and administrative skills ,
she has assumed secretarial duties for the Administrative
Services Officer and provides back up for the Executive
Secretary. Many of her duties are handled with the
professionalism of an analyst, and allow greater output for
administrative responsibilities within Administrative Services.
Madlin King has been performing the Secretary-Advanced Level
duties for more than one year and is number two on the
Secretary-Advanced Level eligible list.
III. FINANCIAL IMPACT:
This action will cost $112 per month.
IV. CONSEQUENCE OF NEGATIVE ACTION:
If this request is denied, the employee cannot be expected to
perform the duties that she has been performing for the past year
and will either leave the Department or the County. Ms. King is
a highly competent minority who desires upward mobility based on
her skills, and the Department would lose a valuable resource for
a very busy Administrative Services Division.
CONTINUED ON ATTACHMENT. $_ YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RrCOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S1:
ACTION OF BOARD ON _ _ (PROVED AS RECOMMENDED OTHER
CLERICAL DEEP CLASS
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: Department: Division:
Madlin A. King General Services Administrative Services
Job Classification: Work Location & Address:
Secretary-Advanced Level 1220 Morello Avenue, Martinez
Percent Description of Work:
of Time
Required:
60% Administrative and Secretarial Support
Under general direction of the Administrative Services
Officer and technical direction from the Supervising Clerk, I
function as Secretary to the Administrative Services Officer
and provide secretarial support to the Administrative
Services Division within the General Services Department.
This involves taking dictation and transcribing from dictated
notes and tapes, handling various administrative and per-
sonnel documents including disciplinary actions, salary and
organization proposals, safety procedures, budget data, and
medical/health related correspondence. These matters are
highly confidential and sensitive, and I am expected to
handle many of them independently for the Administrative
Services Officer.
I provide secretarial support to division managers where the
Administrative Services Officer either revises or prepares
correspondence, reports, and other materials on their behalf.
I provide secretarial support to the Buildings and Grounds
Manager, develop and maintain the filing systems for the
Administrative Services Officer and the Building and Grounds
Manager. I prepare, or modify administrative forms. Some-
times I am given specific instructions on what is needed,
while other times I am asked to provide an original draft.
The Administrative Services Officer often delegates assign-
ments which require me to prepare correspondence and/or other
documents for signature of the Director, Assistant Director,
or the Administrative Services Officer. While these items
are subject to final review by the signatory, frequently they
are accepted as prepared, requiring only the authorized
signature. I maintain the calendar for the Administrative
Services Officer, schedule meetings, prioritize and assist
others in meeting her schedule. I maintain a tickler file to
monitor and follow up on future action items for the
Administrative Services Officer and the Buildings and Grounds
Manager.
Because of the sensitive. and confidential work handled in
Administrative Services, I must tactfully interface with all
levels of County management, outside agencies, and with
employees within the Department. I often have to protect the
confidentiality of an employee relations matter, while still
trying to assist an employee who is upset. I receive all
correspondence, requisitions, and other materials directed to
the Administrative Services Officer. I screen such items
prior to forwarding them to the Administrative Services
Officer to ensure that critical matters receive top priority.
Items which I can handle are addressed without having to be
reviewed by the Administrative Services Officer.
I respond to a variety of telephone calls, which can include
problems ranging from building maintenance emergencies to
employees with urgent personnel problems to Board Members
with immediate needs. I must know the interworkings of the
Department and County operations in order to respond to these
matters in an appropriate manner. I must use good judgement,
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Percent Description of Work:
of Time
Required: Administrative and Secretarial Support (Continued)
discretion, and professionalism in handling telephone and
reception duties. I have access to all the Department' s
confidential matters involving all the personnel and budget
issues, which requires the trust of the Administrative
Services Officer and the Director.
I type personnel documents, reports, memoranda, letters and
disciplinary matters from dictation, either orally or from a
dictaphone.
20% Lead Direction
I provide lead direction to a subordinate clerk, who handles
the primary telephone reception, referring the sensitive and
difficult calls to me. I supervise her typing of correspon-
dence and other documents for the Administrative Analyst, and
Accounting Staff. I review her work and counsel her regard-
ing clerical procedures, as determined by departmental policy
and the Supervising Clerk. I oversee the handling of all
incoming mail directed to the Department and ensure that it
is distributed correctly.
loo Back-Up for Executive Secretary
I serve as back-up for the Executive Secretary when she is
absent. I take dictation and transcribe for the Director and
Assistant Director, maintain their calendars, schedule
meetings, screen telephone calls and handle other duties
normally handled by the Executive Secretary.
5% Preparing and Processing Requisitions, Supply Forms , and
Other Work Dealing with Purchases of Goods and Services
I prepare requisitions for the purchase of office supplies,
furniture, travel etc. and other items for Administration or
give direction to my subordinate Clerk to complete. I track
outstanding requisitions and requests for services, check
deliveries to ensure they are correctly filled, and forward
paperwork to Auditor-Controller' s Accounts Payable for
payment. I follow up on supplies that are on back order and
track purchase orders as necessary. I monitor office
supplies and ensure that orders are prepared.
5% Miscellaneous Activities
I assist the Supervising Clerk in interviewing candidates for
clerical positions within the Department and provide back-up
in her absence. I schedule candidates for final selection
and answer their questions regarding the process. On a
day-to-day basis, I am responsible for the maintenance of
personnel and administrative files, which are secured to
preserve their confidentiality. I handle miscellaneous
activities such as conducting surveys with other departments
or counties regarding personnel and organizational issues,
and summarize the results for the Administrative Services
Officer. I ensure that employees are cleared to attend
meetings, such as labor coalition, health issues, negoti-
ations and other union related meetings.
I coordinate and monitor the timely submittal of weekly
agenda items to the Board of Supervisors. I monitor and
record daily absence reports within the Division. I also
serve as the Recording Secretary for the Department ' s
Affirmative Action Committee.
Employee Name: Madlin A. King
1. What is the function of your work unit?
To provide secretarial, administrative, personnel, and
budget support within Administrative Services.
2. For whom or what group are you providing support?
I provide advanced level secretarial and administrative
support primarily to the Administrative Services Division as
well as other divisions within the General Services
Department.
3. Designate the name and title of person who supervises your
position. How is your work reviewed?
I receive day-to-day general supervision from Kathy Brown,
Administrative Services Officer. I also receive some
technical direction from Loyola Coday, Supervising Clerk and
Dorothy Gass, Executive Secretary.
4. Where is your supervisor located in proximity to your desk?
In the nearest office to my desk at 1220 Morello Avenue,
Suite 101.
5. What are the most important assignments you perform and why?
My most important responsibility is to provide advanced
level secretarial and administrative support in personnel
and administrative areas for the Administrative Services
Officer. Because of sensitive personnel matters, budget
issues, and other matters of concern within the top-level
structure of General Services, I must provide quality and
accurate secretarial support along with a high degree of
professionalism. All personnel, budget, and safety matters
are extremely important and highly confidential because of
the implications to the Administrative Services Officer, the
Director, sometimes the County Administrator, and the Board
of Supervisors.
6. What is the most difficult or complex work you perform and
why?
I must understand and adhere to personnel and administrative
policies, procedures and established guidelines involving
the preparation and maintenance of confidential and sensi-
tive administrative and personnel documents. I must also
ensure that work is accurate where there are large dollar
amounts in budget matters and where grievances or lawsuits
could result from errors.
7. What parts of your job involve the greatest responsibility
and why?
As in No. 6, the greatest responsibilities which I must
handle relate to dealing with employees, Board members,
public callers/walk-ins and representatives from other
departments and agencies. I must handle many matters where
my work is accepted as final. If I make mistakes without
correcting them, then letters or other items could be
processed without careful scrutiny by the Managers. An
incorrect response could cause embarrassment and result in
serious consequences such as financial impact( s) to the
Department, or rescinding a disciplinary action. Another
important responsibility is to provide lead direction to a
subordinate Clerk, where we both must provide accurate
correspondence in the most important areas within the
Department.
8. List the name and job titles of employees to whom you are
assigned to provide lead direction.
I provide lead direction to Laura McGovern, Clerk.
9. Do you deal with extraordinarily difficult, angry or
potential explosive persons? Provide an example and
indicate the frequency of these contacts and what your
responsibility is in these situations.
Frequently, I encounter employees who are upset about a
personnel matter; a departmental representative who has a
building services emergency; or a member of the public who
is concerned about litter on the highways; improper use of
County vehicles, or vandalism in a service area, etc.
Sometimes when employees arrive in a state of agitation, I
must tactfully and discretely discern the nature of the
individual' s problem, offering appropriate explanation
and/or solutions. If the person still needs to interface
with a manager, I apprise the manager and summarize the
situation so he/she can decide the approach. Because I
successfully relate with callers, visitors, and employees, I
handle most of these contacts successfully. Three examples
of such interactions include the following: A represen-
tative from an insurance company was extremely persistent
and threatened legal action in an attempt to find out
information about one of our employees. I tactfully
responded to the representative, who left without confi-
dential information and did not pursue the matter further
with us. Another example was when one of our employees
called to complain about being sexually harassed, due to a
sexual orientation. This employee was extremely upset. I
was able to calm this individual down and obtain pertinent
information regarding his concerns. I assured him that this
matter would be addressed as soon as the Administrative
Services Officer could assist and ensured she knew about the
situation. Another example is when a disgruntled employee
arrived in the office, yelling and demanding resolution of a
problem within the division in which he works. He was
extremely agitated and made hostile remarks. I was able to
calm him down, determine the specifics of his problem, and
relay the information to the Administrative Services
officer.
10. How long have you been in your current position?
15 months
11. Where were you assigned before this position?
This is my first permanent assignment with Contra Costa
County; however, I worked two months as a temporary for
General Services prior to a permanent appointment and
several months as a temporary in the Office of the County
Administrator prior to General Services.
I am on the eligible list for Secretary and Administrative
Aide and have many years of experience in personnel and
administrative support in private industry.
r
ig ture Dat
COMMENTS OF IMMEDIATE SUPERVISOR
Do you concur or disagree with the statements of the employee?
If you agree, be specific as to why.
I fully agree with the statements of this employee, who is
successfully performing her job with a high degree of pro-
fessionalism, tact, as well as secretarial and administrative
knowledge and skills.
What parts of this job do you check or review closely, and why?
I carefully review only the most confidential and sensitive
documents and those which involve substantial sums of money. I
trust that the work is presented in final form in most cases, so
that I can feel confident to sign documents as final after
general discussion on the format, or when I have made some
changes to drafts. I also rely on Madlin to represent me in a
professional manner when dealing with union representatives,
division managers and others.
Adm' nistrt ve Services Officer 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.
I agree with the statements of both Madlin and Kathy. Madlin
provides excellent back up to my Executive Secretary where the
workload in Administration is extremely demanding. Madlin is an
asset to the Administrative Services Team, and we all rely on her
support. She has the skills and potential to move up in the
organization.
Signature Date