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HomeMy WebLinkAboutAgenda - 04-06-1999 - 9bOrange County Board of Commissioners Action Agenda Item Abstract Meeting Date: April 6, 1999 Action Agenda Item No. R -h Subject: Classification Plan Amendment - Social Services Business Officer Department: Social Services and Personnel Attachment(s): 1 - Orange County Classes At Salary Grades 70 - 74 2 - Class Specification Public Hearing: Yes No X Budget Amendment Needed: Yes No X Information Contact: Marti Pryor -Cook, Social Services Director, Extension 2802 Elaine Holmes, Personnel Director Extension 2550 Telephone Number: Hillsborough 732 -8181 Chapel Hill 968 -4501 Durham 688 -7331 Mebane 227 -2031 Purpose: To consider amending the Orange County Classification and Pay Plan to add a new class of Business Officer at Salary Grade 72 in recognition of a reorganization of financial and business functions within the Department of Social Services. The hiring range for Salary Grade 72 is $36,506 - $44,372. Background: Currently, the Social Services Department has an Administrative Officer II position at Salary Grade 69. The employee holding that position is retiring effective July 1, 1999. Prior to initiating recruitment, the Director conducted a comprehensive assessment of the administrative structure in the Department of Social Services. Based on the assessment results, the Social Services Director has reorganized the administrative service functions to achieve the following outcomes: 1. Maximize federal and state revenues to support departmental programs. 2. Improve efficiency through automation and technology support. 3. Organize support staff to better respond to priority coverage needs. 4. Comply with new and existing federal and state funding regulations and policies. 2 5. Provide centralized internal control and monitoring of all financial and business services. 6. Free additional professional hours for direct client contact. 7. Full implementation and management of the quick- response Quality Control System for economic assistance and family assistance. Currently, the Administrative Officer II is responsible for budgetary and accounting, and purchasing functions. This involves planning, organizing and supervising the preparation of budgets for both the County and State. The size of the County's Social Services budget is 12 million dollars with offsetting revenue of about six million dollars. The Administrative Officer II is also responsible for supervising the Social Services Accounting Unit. With the reorganization, the Administrative Officer II position will continue to perform the budgetary and accounting duties mentioned above with the duties expanded to include: v Developing the recommended budget for all areas of the department including such ones as the Skill Development Center and forecasting trends. Once the budget is approved, managing and overseeing revenue and expenditure in all areas. u Assessing revenue sources, identifying new revenue sources such as potential contract or grant resources, and maximizing the use of external non - Orange County revenue. Beyond this, this position will assume comprehensive responsibilities for managing all business functions of the Social Services Department. These additional responsibilities include centrally administering all contracts, performance agreements and purchase agreements; planning and managing automation support; supervising income assistance program review and quality control functions; facilities management, purchasing, personnel /payroll, records management and storage, reception services, office support and oversight of all statistical information tracking for the department. In accomplishing the above, the position will supervise an additional 11 employees increasing the total number supervised to 18. The reorganization is being carried out with existing positions only and no new positions are planned. The Social Services Director asked Personnel to review the duties and responsibilities of the Administrative Officer II position taking into consideration the impact that the reorganization has had on the duties and responsibilities of this position. Personnel has conducted the classification study and determined that the reorganization of financial 3 and business functions has impacted the functions of the Administrative Officer II and that a higher salary grade is warranted to recognize the overall duties and responsibilities of this position. Based on the classification study and review of labor market information, Personnel is recommending that the Administrative Officer II position in Social Services at Salary Grade 69 be reclassified to a new class of Business Officer at Salary Grade 72. Attachment 1 shows Orange County classes at Salary Grades 70 — 74. Financial Impact: Funds to implement this change are available within the approved budget for fiscal year 1998 -99. Recommendation: The Manager recommends the Board amend the classification and pay plan by adding a new class of Business Officer at Salary Grade 72. kApers \e1gin \classify \dss\221 abs.doc 3/30/99 Orange County Classes By Salary Grade for Grades 70 through 74 Salary Social Services Health and Related Finance Planning, Inspec Public Safety Land and Computer Other Grade and Related and Related and Related Related Senior Income Envir Health Prog Asst Planner II Deputy Sher /Lt Soil Computer 70 Maint Supervisor Specialist Revenue Conservationist Prog/ Director Analyst II Social Wk Clinical Public Health Erosion Control Dep EMS Dir - Specialist Education Supervisor Officer II Communications CPS Social Wker Child Welfare Prog Specialist Social Work Public Health Nurse II Chief Dep EMS Dir- Soil Scientist Computer Motor Pool 71 Supervisor Appraiser Admin Network Supervisor Admin Dep EMS Dir - Fire Marsh. CPS Supervisor Envir Health Code Enforce- GIS Applications Asst Public 72 Supervisor ment Supervisor Developer Works Dir Family Nurse Erosion Control Practitioner I Supervisor Planner III Public Health Nursing Land Resources Director of 73 Supervisor Conservation Elections Manager Envir Health Director Deputy Sher/ Systems Human Rts 74 Captain Analyst and Rel Dir 3 /30 /99CIass a H v r� z H Attachment 2 5 C1305-4/99 BUSINESS OFFICER GENERAL DEFINITION OF WORK: Performs difficult professional and administrative work managing the financial and business activities of the Department of Social Services; does related work as required. Work is performed under general supervision. Supervision is exercised over all division personnel. TYPICAL TASKS: Plans, organizes and supervises the preparation of the County and State budgets in the Department of Social Services; Oversees the tracking of expenditures and revenues and filing of all reimbursement reports with state and federal agencies to ensure the receipt of federal and state funds, as well as grant funds; Manages the program integrity and quality control of income maintenance cases by conducting random internal audits and monitoring the agency appeal hearings process; Manages contracts by ensuring compliance with federal, state and local contract procedures and policies; Oversees the automation support needs of the department and coordinates the work of the Human Services Automation Analyst; Maintains the agency's official records and documents, in accordance with State statute on records retention and confidentiality; Oversees facilities management by coordinating and tracking all repairs, renovations and special requests related to the Whiffed and Southern Human Services buildings; Oversees all agency purchases of supplies and equipment and ensures that capital needs are addressed in the annual CIP process. Serves as member of the Management Team by participating in administrative decisionmaking, monitoring, problem identification and problem solving; Plans, assigns, supervises and evaluates the work of subordinate staff in program integrity, accounting and reception areas; Performs related work as required. KNOWLEDGE, SKILLS AND ABILITIES: Comprehensive knowledge of Federal, State and local laws, regulations, programs and policies pertaining to fiscal and business operations in social services; considerable knowledge of the organization and structure of State and local governmental and volunteer agencies; considerable knowledge of budgeting, personnel, purchasing, and accounting practices and procedures; thorough knowledge of statistical analysis and of agency financing and audit procedures; ability to collect and analyze data, prepare and present complex technical reports; ability to establish and maintain effective working relationships with officials, employees, community agencies, the public and various community officials; ability to plan, organize and supervise subordinate personnel; ability to communicate effectively, both orally and in writing. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in accounting, finance, business administration or related field and at least three years experience in accounting, budgeting, financial management, or related area including at least 6 months supervisory experience.