HomeMy WebLinkAboutMINUTES - 05181999 - C40-C45 POSITION ADJUSTMENT REQUEST NO.
I}AT .. ,
Department No./ COPERS
Department Libra budget Unit Igoe t3b2DrH No. 3742 Agency No. SS
Action Reques a Add 4
Add one,7 (30/40) ihL=Literacy S ci-ali,st 3AV3.
Both are Project Positions. Proposed EffecTive Date: /g
Classification Questionnaire attached: Yes 0 No O/Cost is within Department's budget: Yes[ No®
Total One-Time Costs (non-salary) associated with requests $ 0.00
Estimated total cost adjustmentsalary/benefits/one time:
Total annual cost $7 ,970. Net County Cost $ 0.00
Total this FY $25;060.00 N.C.C. this FY $ 0.00
SOURCE OF FUNDING TO OFFSET ADJUSTMENT2il= GLVjUg
Department must initiate necessary adjustment and submit to CAU.
Use additional sheet for further explanations or comments.
Department e
REVIEWED BY CAO-AND RELEASED TO HUMAN SERVICES DFIR
pu y County Administror .-. ate ."
HUMAN RESOURCES DEPARTMENT RECOMMENDATION DATE May 5, 1999
ADB ant ) X/40 and one (1) 20/40 position of Library Literacy Specialist - Project
(3AVC) r
=° .ct
Amend !fie n IW17 estab ishing positions and iremoolutiions allocati" olasseaa to the 5asicie"apt salary Schedule.
Effective � D�ebfollowing 189�9�' Action.
(Date)
or irec a esources
UNTY ADMINISTRATOR RECOMMENDATION DATE:
,CApprove Recommendation of Director of Human Resources
0 Disapprove Recommendation of Director of Human Resources
0 Other:
or oun Administrator
BOARD OF SUPERVISORS ACTION: Phil B helor, Jerk of the Board of Supervisors
Adjustment ED BY. % a Co y Admi �strat r
DATE:
17
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RE OLUTION AMENDMENT
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWINGBOARDACTION
Adjust class(es)/position(s) as follows:
P300 (M347) Rev 5/1195
POSITION ADJUSTMENT REQUEST NO. �
DA
Department Nod COPER
Department Auditor-Controller Budget Unit No, 0010 Or
No. lo19 Agency No,
Action Requestit
assn os1crn M5 and Incumbent frcountr ecinciar 77�
to Accountant ISA��A
ropose eclive Date: 5 !9g�
Classification Questionnaire attached: Yes 13 No 0
Cost is within Department's budget: Yea 13 No 13
Total Ones-Time Costs (non-salary) associated with request:
Estimated total .cost adjustment (salary/benefits/one time:
Total annual coat $2,064 get County Cost $ 500
Total this FY -�,.� .. N.C.C. this FY "�'"... ..
SOURCE OF FUNDING TO OFFSET ADJUSTMENTe""ve ue har es associated with servi erovided b
the General Accountlng/ACCOUntS Paya le Division.
erurrt trtexwt r4ossMy aon tns d•std sLix*to C.A. ,
UN obwfaMew 430hrAd"ofcomm.
r) Dq)artftnt HfaV
REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES IDE
Deputy County AdminisfrafFr Uate .'�..�".
HUM RESOURCES DEPARTMENT RECOMMENDATION DATE May 5, 1999
RECLASSIFY Accounting Technician (JD7A) position no. 205 to Accountant I (SAWA) .
J4r►snd Fawkftea 71197 estsdttht 4 podftmwvd rseduftm dooldre dam to tw ftft r slaty wtosdt is as ds!r"�.
Effective: 0 flay following Board Action. �
int May 1, 1999� (Date) � � r1aone
of) Directbh T Hu esource
'� ���'ssa�!►'m�1@ffif OP.ie Y67Q�R91CYtiE7►t�11$ffitliffiaesmemntebea�rsm' �ffi' �$$$�'��� a' 9RC'$1 1� �C�`�$'�. ' �
C NTY ADMINISTRATOR RECOMMENDATION DATE:
gprove
Recoemendartion of Director of Human Resources
sapprove Recommendation of Director of Human Resources
ti Other:
orCounty n s rat or
BOARD OF SUPERVISORS ACTION: Phil Ba c elor, C erk of the Board of Supervisors
Adjustment APPROVED �` � y an ou Adm i trato
HATE: - - BY:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY R GLUTTON AtiE DNENT
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION
Adjust class(es)/position(s) as folloWst
If Request is to Add Project t►aitions/classes, �IANU a tap e`te z side
lW 0047)Rw 71WA6
1, The General Accounting/Accounts Payable Division is responsible for
managing the countywide Financial Systems and processing various types
of fiscal information.
2. Our Division provides support to county departments, special districts and
other non-county agencies.
3. Jennifer Webber, Supervising Accountant. County journals are reviewed
per County policy. Other work is reviewed as necessary.
4. She has an office approximately 20 feet from my desk.
5. Reconciling the Finance System and Redeemed Warrants System. This is
very important task requiring knowledge of the two systems and how they
interrelate. Understanding how the two systems process information, the
timing in which work flows through, and how to identify and correct
reconciling items is essential. If reconciliation is not done accurately, it
can jeopardize the integrity of the County's Financial reports.
6. Reconciling the Redeemed Warrants System and Finance System. These
two systems are separate entities and must be reconciled to ensure the
integrity of the County Financial Reports. There are entries integrating
into the Finance System from numerous sources, so knowledge of the
systems and governmental accounting are vital in performing this function.
The ability to analyze and interpret data is important because you must be
able to understand what needs to be done, how it should be done, why it
should be done, and how it affects the parties involved.
7. Ensuring the accuracy and timeliness of my work due to the importance of
my functions. Errors and delays could lead to fraud or inaccurate financial
reports.
S. N/A
9. I deal with other departmental accountants, supervisors, and bank
representatives; however, I do not encounter angry individuals on a regular
basis.
10. 7 years 10 months
11. Accounts Payable Purchase Order desk, Auditor Controller, Account
Clerk Advanced Level
Liz Arbuckle
Redeemed Warrants System 40%
I am responsible for reconciling the Redeemed Warrants System on a daily basis. This
includes verifying issues, cancels, redemptions, and corrections that have processed
through the system. To do this requires an intricate knowledge of the Redeemed Warrants
System, the timing in which checks enter the system, and how Redeemed Warrants
interfaces with the County Finance System. If there are differences in these areas, I must
take the necessary steps to correct them, this will help ensure that the Redeemed Warrant
System will accurately reflect the warrants that are outstanding.
Also included in the Redeemed Warrants responsibilities is reconciling on a daily basis the
issues processed in Redeemed Warrants with the issues processed at Wells Fargo. This
task is particularly important because if, for some reason, an issue is processed at Wells
Fargo that isn't in our Redeemed Warrant System, there is an opportunity for an
unauthorized check to be redeemed through our account.
County Finance System 40%
I am responsible for reconciling that County Finance System. This system is what
generates General Ledgers, Expenditure, Revenue, and Appropriations Reports that all
County Departments use for many different purposes. My duties include:
Creating journals for different departments based on information supplied using
my knowledge of the County Finance System Fund and Organizational
structure
• Clear the General Ledger Suspense account and the Auditor's Default Account
as items flow into them. This requires working with Accountants from other
County Departments. Performing this function is important because it helps
insure the integrity of the General hedger and other financial reports
• Reporting issues to the Treasurer on a daily basis enables them to determine
the amount of funds that can be invested on any given day. This requires
knowledge of how issues flow through the Finance System, the timing in which
issues are disbursed, knowing expected large expenditures(payroll, direct
deposit, etc),and insuring that everything that is processed through the
Redeemed Warrant System is reported to the Treasurer
• Obtaining Positive pay report from Wells Fargo Bank and verifying that all the
rejected items are posted correctly against valid checks in the Redeemed
Warrants System. If they cannot be matched against a valid issue, a valid issue
must be submitted or the item must be returned. This function is invaluable
and requires extensive knowledge of the Redeemed Warrants System. If this
function is not pi-operly handled, there would be opportunity for counterfeit
checks to clear through our bank account
• Reviewing journals and deposit permits received from the County Office of
Education, Mt. Diablo Unified School District,West Contra Costa Unified
School District, and Community College District. I am responsible for
ensuring that these documents have valid coding. If they do not, i contact the
appropriate Accountant, correct the item, and submit the documents.
• Maintaining the County Temporary Control Account(35 account), which
includes identifying, researching, and clearing checks that have rejected by
doing an adjustment to Redeemed Warrants as well as the County Finance
System
• Create County Financial Reports such as General Ledger, Expenditure
Reports, and Revenue Reports by completing Proc Sheets. This function
requires me to know when the County Finance System should be updated,
filling out the proper requests, submitting them in a timely manner, and
verifying that the correct reports were processed. If this function is not
handled properly, it would affect the entire county. County departments rely
on these reports for their cash balances,budgeting purposes, investments, etc.
Reconciline Redeemed Warrants and Finance 10%
I am responsible for reconciling the Redeemed Warrants Outstanding balance to the
N4'arrants Outstanding balance in finance. Theoretically, these two balances should be the
same. I must research the differences between these two systems and make the necessary
corrections to bring them into balance. This requires a great deal of knowledge as to how
the Finance System and the Redeemed Warrants System operates and how information
flows through and between them.
Reconciling Redeemed Warrants and Wells Far e► 10%
I am responsible for reconciling the Redeemed Warrants Outstanding balance to the Wells
Fargo Outstanding balance at each period end for the School Funds(5800, 5860, 7500,
7700, 7301, 7311, 7388). This requires not only knowledge of the Redeemed Warrants
and Finance System, but that of Wells Fargo as well. It is imperative that differences are
identified between the two systems and then subsequently corrected. If this is not done in
a timely manner, there could be an opportunity for counterfeit checks to clear through the
the bank account.
POSITION ADJUSTMENT REQUEST ra
1 '
Date -ICi A9
C OPERS
3 Department No./
Department General Services Budget Unit No 0079 Carg No.401 1 Agency No,0066
Action Requested Retitle the classification of Senior Architectural Engineer to Senior Project NfiMger at salary
level 54-2423. Abandon class of senior Arcite"tral Engineer end addttAl4f positionsc�f Senior
Project Manager.
Proposed Effective Date:2/1/99 ' >
classification Questionnaire Attached: Yes No Z
Cost is within Department's Budget: Yes[K No
Total One-Tune Costs(noxa-savary)Associated Vilith Request: $-0Ski, vk
-
: Estimated Total Coast Adjustment(salary/benefits/one time: ��� M`
Total Annual Cost $193,591 Net County Cost -0- t
Total This FX $80,663 N.C.C.This FY $-0- -
SOURCE OF FUNDING TO OFFSET ADJUST Capital project work
Department must initiate necessary adjustment and submit to CAO.
Use additional sheet for further explanations or comments,
(for) Departq&Head
REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCE DEPARTMENT
Deputy County Ahministrator Date
HUMAN RESOURCES DEPARTMENT RECOMMENDATION Date 5/5/99
Retitle Senior Architectural`Engineer (NEER) to Senior Capital Facilities
Project Manager (same class code} at salary level. M50-2423 ( 5121-6224) ; add two
positions at salary level M50-2423 ($5121--6224) and ab don ties class of Sr.
Architectural Engineer-Project.
Amend Resolution 71117 establishing positions and resolutions allocating classesto the Sasic/Exempt salary schedule described above. _
Effective: C] Day following Board Action. -
NM IVA4t (Date)
(f Dir or of man R66U s
r C0 NTY ADMINISTRATOR RECOMMENDATION Date
pprove Recommendation of[director of Human Resources
Disapprove Recommendation of Director of Human Resources � -
❑ Other
{for}County Administrator
BOARD OF SUPERVISORS ACTION: Phil Bate el ,Cie of the Board of Supervisors
Adjustment APPROVED an oun Admin! ' for
DATE: � _ By
APPROVAL OF THIS ADJUSTMENT CONSTITUTE$A PERSONNEL/SALARY RESCa3.UT AME w T
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING
BOARD ACTION
Adjust classes)/position(s)as follows;
P300 (M3447) Rev 7/1/95
3
N ADJUSTMENT REQUEST '4
POSITION
Date: _j_ -147
COPERS
Department No./f
Department General Services Budget Unit No 0079 Org No.4031 Agency No.0066
Action Requested Add two (40140)FTE Carpenter(GFWB}positions at salary level M50-2445 ($3869 -_ 4266).
Proposed Effective Date: Day following Board action. IWO
Classification Quest€onnaire Attached: Yes M No Z .
Cost is within Departments Budget: Yes Z No
Total One-Time Costs(non-salary)Associated With Request: $40,000(two vehicles)
Estimated Total Cost Adjustment(salary/benefits/one time:
};
Total Annual Cost $138,000 Net County Cost o c
Total This FX $23,004 N.G.C.This FY $4
.. SOURCE OF FUNDING TO OFFSET ADJUST Chargeable work. CD -V-
Department must initiate necessary adjustment and submit to cA0.
Use additional sheet for further explanations or comments.
s}
(for)Department He
REVIEWED BY CAO AND RELEASED TO HUMAN RESOURC S DEPA ENT
Deputy County drninistrator Date
HUMAN RESOURCES DEPARTMENT RECOMMENDATION Date -57 5T9 9
Add. two FTE Carpenter (GFWB) positions at salary level M50-21745 ($3869-4266)
x
in the general Services Department.
t.
Amend Resolhon 71! 7 establishing positions and resolutions allocating al to the Basic/Exempt salary schedule as described above.
Effect€ve: ay following Board Action.
(Date)
or) Di actor Human ources
COUNTY ADMINISTRATOR RECOMMENDATION Date "`
Approve Recommendation of Director of Human Resources
Disapprove Recommendation of director of Human Resources
Other --
(for)County A minitrator
BOARD OF SUPERVISOR ACTION: Phil Bat or, Cleric f the Board of Supervisors
Adjustment APPROVED� an un minis r
8 B
DATE:APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEUSALARY RESOLUT AMEN13MEff
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING
BOARD ACTION
Adjust c€ass(es)lpos€tion(s)as follows:
P300(M347)Rev 7!1!99
f;:
>, > POSITION ADJUSTMENT REQUEST NO.
Department No./ COPERS
Department SHERIFF'S Budget Unit No. 0255 Org No.2500 Action Reques e. asst y one Senlo Clerk (,.�'t xc) postenum WA !��kk#qNoj,�
to the Account Clerk Beep Class Series to more accurs.te y reE ect a ne inc en .
Proposed Effective %%tV.
Classification Questionnaire attached: Yes t No d
Cost is within Department's budget: Yes U No 0
Total One-Time Costs {non-salary) associated with request: c
Estimated total .cost adjustment (salary/benefits/one time.
Total annual Cost 3,000 Net County Cost
Total this FY o N.C.C. this FY 0
SOURCE OF FUNDING TO OFFSET ADJUSTMENT within. crept. budget
CApwt rw t+mint k ttta*noomemy v4uadtx wd and Wn!t to Q.
Un a ddbxw stwd for An tw moons or oomnw ts.
or spar men
REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DE ENT
IT_._
epu yWunty Administrator a
HUNAN RESOURCES DEPARTMENT RECOMMENDATION DATE April 21, 1999
RECLASSIFY Clerk - Senior Level (JWXC) position no. 3326 to Account Clerk _ Advanced Level
(JDTD).
PAIR M 71M ewsbWft poatlbna and a"olu ftm aftn"no dasm to the t3aatAsompt wary odwdu w as de mrtt*d ab".
Effective: 0 Day following Board Action.
May 1, 1999 (Date)
or re oro Human Resources
C LINTY ADMINISTRATOR RECOMMENDATION DATE: y/—
Wpprove Recommendation of Director of Human Resources "
I1 Disapprove Recommendation of Director of Human Resources
0 Other:
(forVCdqfity AciminlisTrAtor
BOARD OF SUPERVISORS N: Phil 4181alor, erk of the Board of Supervisors
Adjustment APPROVED � . an Cou Admi tra
DATE: ,+' BY**
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RE LUTION AMEN &ENT
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUNAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION
Adjust class(es)/position(s) as follows:
y�
tC :I1WV LI M65 "
PX)D Pam Hry 7fim ,
Peggy Smith #53330
1. w at is the function of your work unit? Our unit is the Administrative Lhit
or the Sheriffs Department. We process all new employees, promotions, salary
increments, re-assignments, maintain all personnel files, contract billing,
purchasing and requisitions for ministration, seperation of employees and
payroll.
2. For whom or for what group are you providing clerical support? I provide
clerical support for the Patrol Division of the Sheriff's Department for, all
payroll related issues. I also prepare for our fiscal Officer the monthly
billing to contracted cities and districts for police and dispatch services.
3. Designate the name and, title of the person who supervises your position.
How is your work reviewed? Sharon Pliler is my supervisor and her title is
Clerical Supervisor.
4. Where is your supervisor located in proximity to your desk? Sharon's desk is
directly behind mine, approximately 10 feet.
5. What are the most important assignments you perform and why? All my duties are
important as they must be done accurately and in a timely manner. I would say
contract billing, payroll issues and probation and salary reports are my most
important duties. I bill to all contract cities every month for police services
and I bill quarterly for dispatch services. I'm also responsible for payroll
issues for the Patrol Division and all probation and salary reports for the
department. This must be done in a timely manner to insure employees get paid
properly and on time.
5. What is the most difficult or complex work you perform and why? I feel contract
billing is my most difficult task or duty. Since our department went on line with
the new payroll system, I must research and confirm all figures from the payroll
cost reports before billing. This is very time consuming, There are many
problems and I have to verify what should be billed, what adjustments or journal
entries must be done and why the problems occurred and notify the appropriate
parties to rectify the problem.
7. What parts of your Job involve the greatest responsibility and why? All parts
of my job involve great responsibility with many of my duties solely my responsi-
bility to perform. I feel billing large amounts of money and making sure employees
are paid appropriately are great responsibilities which must be done accurately.
8. List the name and job titles of employees to whom you are assigned to provide
lead direction. Kathryn Harris, Clerk-Senior Level
Kathryn is our timekeeper for the Patrol Division which I oversee and assist on
Payroll related matters.
9. Do you deal with extraordinarily difficult, angry or potentially explosive
persons? Provide an example and indicate the frequency of these contacts
and what your responsibility is in these situations. 1 have dealt with angry
people before however in this job I deal with employees more upset over a payroll
problem than angry or explosive. I try to identify the problem the employees has,
figure out the solution and proceed with solving the problem or explaining why
something has occurred.
10. Now long have you been in your current position? 1 7 -
Years) Mont s
11. Where Were you assigned before this position? Desk, Department, Location,
Assignment. I was assigned to the Concord District Attorney's Office as a
Clerk-Experienced Level. I worked the front reception desk, the calendar
assistant desk for Delta and Walnut Creek courts and the subpoena desk for all
court casesled out of the Concord office.
(Signature)
(Date)
r
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Percent—7— Descr pt ora o Pork:
Time Required
40% CONTRACT BILLING: Monthly billing for police services to
contract cities and agencies (Danville, Diablo, Lafayette, Orinda, San
Ramon, AC Transit and the Housing Authority). I receive numerous
monthly reports for each contract city, which I file in my drawer under
the city as they come in(Payroll Cost report, Overtime Report,
Investigative Hours Report, and the Fleet Tracker report). I separate,
reduce and copy the Fleet Tracker report for contracts with vehicle
charges from the departmental report, which I then forwarded on to the
Lieutenant in charge of Fleet Services.
As I wait for reports to come in, I type address labels and prepare
envelopes for mailing. I also pull and copy the Patrol Staffing Report.
From this report I post a monthly chart of accounts with the total number
of employees for each city. The total number of employees must match
the total on the time sheets which often time does not and then I must
determine who should or shouldn't be billed. This is very time
consuming because it could be a number of reasons why a person is on
or not on a report. These reasons range from Sheriff"s personnel desk
not being notified of a reassignment or separation, delayed in
reassignment or separation being processed, or incorrect Org. #in
computer. After determining the problem I must notify my Supervisor
for her to make the necessary changes. If I have an employee who
should not be on the Payroll Cost report I must manually show the
deductions of funds in pencil on the report. If I need to add employees
to the report I would need to request a Payroll Cost on the individual and
pencil in those figures on the report. However the number of employees
is not the only factor that needs to be verified on the Payroll Cost report.
I perform arithmetic calculations and verify overtime totals. I must also
go into Peoplesoft, Paycheck.Data and find out the total overtime paid.
This amount could also include overtime adjustments and FLSA. When
I'm verifying total hours I sometimes find error in pasting which I need
to determine how to correct. Sometime an adjustment is trade on the
Payroll Cost report or a journal entry needs to be made.
.After all reports are received I prepare invoices in QuickBooks. I invoice
each city/agency making sure I have verified all totals for which I am
billing and have received all reports. I print out invoices and attach all
reports and supporting documentation for signature and review by our
Fiscal Officer. Once billing is approved I make one copy for our billing
files and mail out the invoices.
Contract billing has been a very complex task and a thorough knowledge
of payroll and accounting procedures and practices is required. I work
independently with limited supervision.
1
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Percent Ofscriptiono Work:
Time Required
3% P-DISTRICT BILLING: Monthly billing for police services to the
P-Districts (Blackhawk, R.oundhill &Alamo). This billing is processed
the same as the contract billing except the monthly amount billed is the
same each month. A TC 62 (Interdepartmental Transfer) is needed for
the P-District billing.
2% TC 62 (Interdepartmental Transfer): I prepare monody a TC 62 to the
District Attorney's Office for the services of personnel in the Special
Investigation Unit. Quarterly a TC 62 is prepared to charge the CAO for
a countywide grant for domestic violence. I also prepare TC 62's for the
Fiscal Officer as needed. These forms are typed and must be signed by
the Fiscal Officer and then forwarded to the Auditor's Office. A copy is
always keep for our file.
4% DISPATCH BILLING: Quarterly billing for dispatch services to
contract cities or agencies. Our dispatch contracts are with Clayton,
Moraga, Pittsburg, Rio Vista and Environmental Health. Invoices are
prepared in QuickBooks. Most contracts have a set annual amount and
are billed monthly. However, Pittsburg's contract billing is very detailed
and refigured each quarter. I must prepare a Billing Summary in
Quattro Pro for Pittsburg before invoicing. This is done by calculating
the top five Dispatchers', Supervisors' and supporting staff's monthly
salary and benefits. Invoicing to General Services and Public Works are
billed annually.
1% MSAGG BILLING: Quarterly billing for MSAG (Master Street Address
Guide). Our staff performs maintenance which we are then reimbursed
by the State of California. Invoices are prepared in QuickBooks. I bill
for the total hours submitted for the quarter. A state claim form must
also be filled out and submitted with our invoice.
1% ACCJIN BILLING: Annual billing for ACCJIN(All County Criminal
Justice Information Network). I bill Clayton, Moraga, Pittsburg and the
FBI. Invoices are prepared in QuickBooks. Billing is calculated by the
percentage of use by each agency.
2% DEPARTMENTAL REPORTS: I divide, copy, file and distribute all
departmental finance and payroll reports that come to the Fiscal
Department.
2
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Percent-To escr pt ono Work: `
Time Required
2% EMPLOYMENT VERIFICATIONS: I confirm verbal verification of
employment over the telephone. However, if written verification is
requested I verify that the person is a Sheriff's Department employee and
that the employee has signed an authorization to release employment
information. I then log the verification request and forward to the
Auditor's Office for completion. I do process and complete written
request on former employees unless year end totals are needed. Year
end totals must come from the Auditor's Office.
20% PAYROLL/PAYROLL ADJUSTMENTS: Kathryn Harris and I are
responsible for the Patrol Division, approximately 325 employees. My
main responsibility in payroll, since our department went online with the
new payroll system, is trouble shooting problems. EX: Employees not
receiving a pay check, not being paid for holidays, accrual problems or
any other issues that arise. I first must research the problem which
requires specialized knowledge of the payroll system as well as union
policies and regulations. Then I process adjustment memos to the
Auditor's Office to correct these problems. The Sheriff's Department
payroll is quite complex. Our employees are covered by four afferent
unions and each of the different job classifications has its own set of job
factors. I also process Request For Leave Of Absence forms which
involves typing additional information on the forms. After forms are
complete I obtain the department head's signature and then forward to
Human Resources.
2% FILING: I am responsible for filing-all of Patrol's monthly overtime
cards, absence reports forms and time sheets in the appropriate files.
20% PROBATION & SALARY REPORTS: I prepare and process all
probation and salary reports for the Sheriffs Department. Once a month
I request a Report 9 from Human Resources. From that report I process
all employees that are up for a probation and/or salary increment. EX:
In January I would process 3/l/99 anniversary dates. I pull the
employee's yellow file card and also pull the employee up in Peoplesoft,
CCC Employee Dates to verify employment dates. This confr ns that an
increment is due and the correct amount. If dates appear incorrectly I
must notify Marvel in Duman Resources to make the necessary changes.
Then I type either a Salary Increment Report or a Probation/Salary
Increment Report. After all reports are typed I separate there by division
and send a memo listing all employees up for review to the Division
Commander requesting approval. When approval/denial is received back
I indicate approval/denial on each form and forward to the Undersheriff
for signature. When I received them back from him, I separate copies
and distribute appropriately. I also update employees' yellow file cards
before refilling.
3
CLASSIFICATION QUESTIONNAIRE (CONTINUED)
Percent of De-i pt on o Pork:
Time Required
2% RECEPTION BACK-UP: I share in the back-up to our Receptionist by
answering the telephone or assisting anyone who may come into our
office. This involves general knowledge of the Sheriff's Department and
other county offices. We also take messages for the Sheriff or
Undersheriff if their secretaries are unavailable.
1% WATER BILLING: The employees in our office share in the expense
for bottled water. Each month after I receive the invoice for water I send
a memo with the total due to each employee. I then collect the money
and pay the bill.
4
Margaret(Peggy) Smith
861 Palisade Drive
Martinez, CA 94553
(925) 229-5623
SLPPz,EMENIAL
The following is a list of my previous employment before working for Contra Costa County.
11,194 - 10/95 A. Vanderkous & Son, Inc. Bookkeeper- AP, AR, Payroll,
Oil hrs./wk. 649 Main Street, Ste. 107 bank deposits/reconciliation,
Martinez„ CA 94553 process union reports,job costs
and word processing.
1/94 - 11/94 Madsen Personnel Various clerical assignments.
Temporary Key Resources
2/91 - 1/94 David Evans &Assoc., Inc. Secretary/Bookkeeper-Invoicing
40 hrs./wk. 792 Meridian Way, Ste. D bank deposits/reconciliation,petty
San Jose, CA 95126 cash,time sheets, ordering,travel
arrangements,word processing
and marketing assistance.
1/89 - 2/91 Melvin A. Gee&Assoc. Bookkeeper-AP,AR, Payroll,
10 hrs./wk. 200 Wooten Drive bank deposits/reconciliation,
Walnut Creek, CA 94596 process union reports and
financial reports.
3/87 - 2/91 Howe's Welding&Iron, Inc. Bookkeeper- AP, Al;, Payroll,
10 hrs./wk. 1410-A Lesnick Lane bank deposits/rec riciliation,
Walnut Creek, CA 94596 accounting reports/financial
statements and collection.
POSITION ADJUSTMENT REQUEST f �,� N0. 1
�✓ DA
Department No./ COPERS
y
Department Hen Resources Dept Budget Unit No.003 `Org NU,1351. Agency No. 05
Action ReQUe-ste one e Specialist le ) armed one (1) 401
Clerk - enior ve pow ion n 7
r0pose ective ate:
K. Classification Questionnaire attached: Yes o No o/Cost is within Department's budget: Yeso Noo
ii Total One-Time Costs (non salary) associated with request:
Estimated total cost adjustment (salary/benefits/one time:
Total annual cost $ $82,126 Net County Cast
Total this FY 8 N.C.C. this FY
SOURCE OF FUNDING TO OFFSET ADJUSTMENT. Offset Iran cost savings from torarSr salaries.
Department Must initiate necessary adjustment and submit to CAO.
{ Use additional sheet for further explanations or comments.
or - Department Rea ~
MEWED BY CAO AND RELEASED TO HUMAN RESOURCES DE
DdKty County AdMinistrator Date
HUMAN RESOURCES DEPARTMENT RECOMMENDATION DATE
Add one (1) 40/40 Clerk-Specialist Level (JWXD) position at salary level W-1781
($2562-$3273) and Add one (3) 40/40 Clem:Senior Level position (J C) at salary
level M-1658 ($2269-$2898)An the Hen Resources Department
A„a PANt nM establlsMng POSIt O"Wd res0luti0m 4110CM09 cta"M $aMc/Exawt salary scfredr Ie.
Effective: flay following Board Action.
a (Date)
r IMMr o 0 Human Resources
COUNTY ADMINISTRATOR RECOMMENDATION OATF:
Approve Recommendation of Director of Human Resources -
0 Disapprove Recommendation of Director of Human Resources
o Other: or Dun y minzstrator
BOARD OF SUPERVISORS CTION: Phil VBalor. Cl rk of the Board of Supervisors
AdjustmentUAPPRED _ ` and n Admin' ate----
DATE: - BY:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RES UTION AMEN NT
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD.ACTION
Adjust classes)/position(s) as fellows:
CC ;1 1 WV L I IN 66
A(1100 V!3��w V�i��t�
f°iS00 ctci�ry Rcor Si3i95
x