HomeMy WebLinkAboutAgenda - 05-14-1996 - VIII-D 1
Orange County
Board of Commissioners
Action Agenda
Action Agenda Item Abstract Item No yam_0
Meeting Date: May 14, 1996
Subject: Position Realignment - Manager's Office, Finance and the
Commissioners' Office
Department: Personnel Public Hearing Yes_No_X_
Budget Amendment
Needed Yes No X
Attachment(s) Information Contact:
Elaine Holmes, Personnel
Director, Extension 2550
Telephone Number:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331 ,
Mebane 227-2031
Purpose: To consider realigning two existing office support positions in the
Manager's Office and Commissioners' Office in further refinement
of the staff sharing arrangement undertaken by the Manager's
Office with Finance in 1994. The two positions involved are the
Office Assistant II in the Manager's Office and an Assistant to the
Clerk in the Commissioners' Office.
Background: In 1994 the Manager's Office undertook a staff sharing
arrangement in which it has shared the Office Assistant II position
in the Manager's Office with the Finance Department on a half
time basis. The position has been physically located in Finance in
the afternoons. The arrangement has worked successfully in
providing needed additional support in Finance while retaining the
flexibility to meet Manager's Office needs. However, it has been
difficult with this arrangement to maintain telephone and reception
coverage in the Government Services Center in the afternoons.
The Office Assistant II position will become vacant in June. In
follow up to the Innovation and Efficiency Committee
recommendation to look at key positions when these become
vacant and in continuation of the on-going review, the Clerk to the
Board and the Manager have reviewed the sharing arrangement
and identified further refinements to better meet the needs.
2
A revised sharing arrangement has been developed which
provides for:
• The Manager's Office sharing the existing Office Assistant II
position in the Manager's Office with the Commissioners'
Office on a half-time basis, working in the Commissioners'
Office in the afternoons. (This is the position which had been
shared with Finance.) Throughout the day the position will be
located in the Government Services Center reception area
and provide reception/information coverage to the Center and
reception/telephone coverage for the Commissioners' Office
and Manager's Office.
• The Commissioners' Office reducing a permanent full time (40
hour)Assistant to the Clerk position in that office to permanent
part time (20 hours).
• Using the freed half time (20 hour) portion of the Assistant to
the Clerk position to establish a permanent part time position
in Finance to cover the needs previously covered by the
Manager's Office Office Assistant II position.
• Retaining the flexibility among the three sharing departments
to periodically alter schedules and assignments to cover
absences or situations where more hours are temporarily
needed in one area.
The approximately $4,000 in additional employee benefits costs
resulting from having two permanent part time positions rather
than a permanent full time position will be funded by the three
sharing departments by transfer of funds within existing budgets.
Through the above plan, the sharing arrangement and requested
position change requires no increase in County funding or staff full
time equivalent.
The staff sharing arrangement would be subject to an annual
review among the departments involved as to continuation of the
sharing arrangement and staffing needs.
Recommendation: The Manager recommends the Board authorize:
• Reducing permanent full time Assistant to the Clerk position
number 109 in the Commissioners' Office to permanent part
time (20 Hours or .5 full time equivalent) and
• Using the .5 full time equivalent from the Commissioners'
Office, establishing a permanent part time position (20 hours)
for use in the Finance Department under the planned staff
sharing arrangement.
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May 8 ,1996