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Home My WebLink AboutAgenda - 02-07-2001-8gORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 7, 2001 Action Agensia Item No._"" ? SUBJECT: Classification Plan Amendment - Central Services Clerk DEPARTMENT: Personnel and PUBLIC HEARING: (Y/N) No Purchasing and Central Services ATTACHMENT(S): INFORMATION CONTACT: Class Specifications Pam Jones, Purchasing and Central 1 - Central Services Clerk I Services Director, Extension 2652 2 - Central Services Clerk II Elaine Holmes, Personnel Director Extension 2550 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider amending the Orange County Classification and Pay. Plan by: • Changing the class title of the existing class of Central Services Clerk at Salary Grade 58 to Central Services Clerk I, still at Salary Grade 58. Salary Grade 58 has a hiring range of $20,798 - $23,491. • Establishing a new class of Central Services Clerk II at Salary Grade 59. Salary Grade 59 has a hiring range of $20,798 - $24,664. BACKGROUND: As park of the actions to address lowest salaried employees last fall, Personnel identified the need to complete a classification review of several positions at salary grade 58 where it appeared the positions' duties may have changed. This included Central Services Clerk positions. Personnel now has completed the classification review of the three Central Services Clerk positions. Changes in Central Services Position Duties The Purchasing and Central Services Department consists of two divisions: Purchasing and Central Services. The primary functions in the Central Services division are switchboard operation, mail courier services, central store operations, and photocopying services. The Purchasing and Central Services Director had assessed the needs of the department and based on the assessment decided to restructure the duties and responsibilities among positions. As part of this, the Director has realigned some clerical purchasing functions from the Purchasing Division to the Central Services division. Currently, there are three Central Service Clerks. One of the Central Services Clerks has assumed new duties related to processing purchase requisitions for County departments in addition to previous switchboard, copying and inventory related duties. This requires use of computer skills to input information; consulting with Budget regarding accounts to charge; and ensuring that cost amounts entered into the computer are calculated correctly and if not, assuring that the errors are found and corrected. These additional duties involve additional skill and more judgement and discretion. The impact on end results also is increased because errors in ordering an incorrect item may result in a loss of department time and County funds. Classification Study Based on the classification study of the three Central Services positions, Personnel recommends that : • The existing class of Central Services Clerk at Salary Grade 58 be reclassified to a new class of Central Services Clerk I, still at Salary Grade 58 to recognize the fact that this class is primarily responsible for switchboard operation, mail courier services and central store operations. The Central Services Clerk position that has assumed additional purchasing related duties be reclassified to a new class of Central Services Clerk II at Salary Grade 59. This is recommended to recognize a higher level and broader scope of duties and responsibilities than that recognized in positions at Salary Grade 58. This places the position at the same level as Office Assistant I positions that have similar level responsibilities. FINANCIAL IMPACT: The estimated annual cost of the change is about $1,500. Funds to implement the results of the classification study are available within the approved budget for 2000-01. RECOMMENDATION(S): The Manager recommends that the Board amend the Classification and, Pay Plan by: Changing the class title of Central Services Clerk at Salary Grade 58 to Central Services Clerk I, still at Salary Grade 58. 6 Establishing a new class of Central Services Clerk 11 at Salary Grade 59. _s Attachment 1 C 1000-2/01 CENTRAL SERVICES CLERK I GENERAL DEFINITION OF WORK: Performs responsible clerical work in a Central Services department; does related work as required. TYPICAL TASKS: Operates the main switchboard; Forwards incoming calls to various County departments; Assists County employees with dialing area codes that are not programmed in system; Provides general information to callers regarding non-County business; Takes messages for telephone repair requests and forwards to Purchasing Agent; Provides mail courier services; Delivers and picks up US, inter-office and courier mail on a scheduled basis; Reviews certified mail for compliance with established rules and regulations; Sorts mail by department for delivery; Makes special deliveries; Uses mail machines, including postage meters in processing a variety of outgoing and incoming mail; Inputs departmental account numbers in postage machine; Responds to questions while on rounds and in the mailroom concerning mail processing and procedures; Uses computer to fill supply orders from Central stores for County departments; Maintains supplies in Central stores; keeps stocks and shelves in order; Distributes telephone bills to County departments; Performs related tasks as required. KNOWLEDGES. SKILLS AND ABILITIES: Some knowledge of standard office practices, procedures, equipment and standard clerical techniques; some knowledge of business English, spelling and arithmetic; ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines; ability to make simple arithmetic calculations and file alphabetically; ability to establish and maintain effective working relationships with other employees and the general public. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from high school Attachment 2 C1005-2/01 CENTRAL SERVICES CLERK II GENERAL DEFINITION OF WORK: Performs responsible clerical work requiring typing, customer service and record keeping skills in a Central Services department; does related work as required. TYPICAL TASKS: Receives and reviews purchase requisitions from all County departments; Inputs information from purchase requisition into computer; indicates if there are overrides or discounts on purchases; Makes telephone calls to departments to gather additional and/or new information for purchase requisitions; Contacts Budget regarding purchase requisitions where accounts have insufficient funds; Operates the main switchboard; Forwards incoming calls to various County departments; Assists County employees with dialing area codes that are not programmed in system; Provides general information to callers regarding non-County business; Takes messages for telephone repair requests and forwards to Purchasing Agent; Receives and signs for certified mail; . Receives and reviews purchase requisition and employee's driver's license prior to creating photo identification badge; Uses camera to take photos of County employees; Performs a variety of copying services such as duplicate copies, collating, stapling, binding, etc. to produce index cards, manuals, handbooks, and the like. Uses 1090 Xerox copier and Risograph 6300 Digital Duplicator to provide copying services for County departments; Counts and records inventory in Central Stores; Serves as back-up for courier services; receives, sorts, distributes and collects mail; Performs related tasks as required; KNOWLEDGES. SKILLS AND ABILITIES: General knowledge of standard office practices, procedures, equipment and clerical techniques; general knowledge of business English, spelling and arithmetic; ability to type accurately and at a reasonable rate of speed; ability to make arithmetic calculations and file alphabetically; ability to establish and maintain effective working relationships with other employees and the general public; ability to understand and follow oral and written instructions. EDUCATION AND EXPERIENCE: Any combination of graduation from high school and one year experience that involves typing, data entry, record keeping or related field.