BOARD MEETING DATE: April 2, 2004
AGENDA NO. 10
Approve Classification Recommendations
SYNOPSIS:
Based on the results of a comprehensive consultant-conducted classification study of selected clerical classes, staff recommends reclassification of seven positions, revision of two class specifications and deletion of one class. The annual fifth-step salary cost of these recommendations, at current salary levels, is approximately $22,524. The total cost to implement the changes for the remainder of FY 2003-04 is approximately $4,693.
COMMITTEE:
Administrative, March 12, 2004, Recommended for Approval
RECOMMENDED ACTIONS:
- Approve the classification recommendations described below and summarized in Attachment A;
- Approve the attached revised class specifications shown in Attachment B as part of AQMD’s classification plan and delete the Intermediate Stenographer class.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
AQMD is in the process of conducting a systematic review of positions and classes to determine the effect organizational changes, past downsizing, and addition of new programs have had and to develop a comprehensive classification plan that reflects current position duties and responsibilities and meets AQMD operational needs. The recommendations included here continue the series of recommendations resulting from that review. These classification reviews were conducted by Koff & Associates, Inc., under a Board-approved contract.
Study of 34 selected positions in six clerical classes was initiated at the specific request of Teamsters Local 911 on behalf of 34 Office Clerical and Maintenance Bargaining Unit members. Although these positions had been studied twice previously by outside consultants, the union expressed continuing dissatisfaction with the results of the prior studies. In an effort to be responsive to issues raised by the union, management agreed to have the consultants do a third and final study of these particular positions.
This comprehensive study involved review and analysis of information provided in employee-completed position description questionnaires, review of existing class specifications and relevant organizational data, desk audits, and interviews with employees, supervisors and management. Study findings and recommendations, which are summarized in Attachment A, are described below.
Proposal
With respect to positions in Information Management, the consultant recommended reclassification of four Office Assistant positions in Public Records to Senior Office Assistant. These positions are responsible for handling the large volume of public records requests the agency receives, which involves tracking down requested documents, seeing that documents are reviewed for confidential information that must be redacted, meeting the 10-day legal requirement for responding to requests, and invoicing and receiving payments. The recommended reclassification to Senior Office Assistant recognizes the job’s requirement for extensive contact with the public and a wide variety of internal staff and the relative independence of action and level of judgment and discretion required of those performing these duties. The annual fifth-step salary cost of reclassifying these four positions is approximately $16,624.
In Engineering and Compliance, the consultant recommended reclassification of one Intermediate Stenographer in Permit Services to Senior Office Assistant. The position is responsible for handling the permit information "hotline" and responding to a wide variety of procedural questions from permit applicants. The position also performs the same clerical permit processing duties performed by Senior Office Assistants. Reclassification of the position to match other positions in the unit increases the flexibility of assigning work within the permit processing unit and recognizes the level of duties performed. As the classification of Intermediate Stenographer is no longer in use elsewhere in the agency and is obsolete in terms of AQMD needs, staff recommends the class be deleted from AQMD’s classification plan. The annual, fifth-step salary cost of this reclassification is approximately $2,778.
In Science and Technology Advancement, two Senior Office Assistant positions are recommended for reclassification to Contracts Assistant. These two positions perform clerical duties related to MSRC contracts, including acting as the day-to-day contact for contractors, responding to questions, monitoring contract compliance to ensure receipt of periodic progress reports and completion of other activities required under contracts, processing invoices, and providing a variety of special reports for the MSRC. These duties are sufficiently similar to those performed by other Contracts Assistants, in Finance and in Science and Technology Advancement, to warrant reclassification. This change will create greater consistency within AQMD and will recognize the level of responsibility and specialized nature and complexity of the duties involved in the preparation, processing, and monitoring of AQMD contracts. The annual, fifth-step salary cost of reclassifying these two positions is approximately $3,122.
In addition to the above recommendations, staff recommends minor revisions to the Office Assistant and Senior Office Assistant class specifications in order accurately to reflect current job duties.
Staff recommends the Board approve the actions listed under "Recommended Actions" at the beginning of this Board letter, which are described in greater detail above and are summarized in Attachment A. If approved, these actions would be effective at the beginning of the pay period following Board action. Since incumbents affected by these changes have been performing the duties on which recommendations are based for a significant period of time, it is also recommended they be reclassified with their positions, in accordance with AQMD policy.
These recommendations, which affect seven positions in classes contained in the Office, Clerical & Maintenance Bargaining Unit represented by Teamsters Local 911, were discussed with bargaining unit representatives, who indicated concurrence. However, the union continues to express dissatisfaction with the consultant’s findings relative to 23 positions in the study that were not recommended by the consultant for reclassification to higher-level classes. Since these 23 positions have been independently reviewed on three separate occasions, resulting in the same recommendations, management has indicated to the union that it considers this study completed.
Resource Impacts
The annual fifth-step salary cost, at current salary levels, of these recommendations is approximately $22,524. The total cost to implement the changes for the remainder of FY 2003-04 is approximately $4,693. Sufficient funds exist in the approved FY 2003-04 Budget to cover the cost increase of these recommendations.
Attachments
A
- Recommendation to Reclassify Positions
B - Class Specifications (2)
ATTACHMENT A
RECOMMENDATION TO RECLASSIFY POSITIONS
|
Organizational Unit |
Existing Class Title (Incumbent) |
Current 5th-Step Salary |
No. of Positions |
Recommended Class Title |
Proposed 5th-Step Salary* |
Recommendations (See notes below) |
Net Annual Cost |
|
Information
|
Office Assistant |
$36,549 |
4 |
Senior Office
|
$40,705 |
4, 5 |
$16,624 |
|
Engineering & Compliance |
Intermediate Stenographer |
$37,927 |
1 |
Senior Office
|
$40,705 |
3, 4, 5 |
$2,778 |
|
Science & Technology
|
Senior Office Assistant |
$40,705 |
2 |
Contracts
|
$42,266 |
4, 5 |
$3,122 |
|
Annual Fifth-Step Salary Cost: |
$22,524 |
|
Approximate FY 03-04 Impact: |
$ 4,693 |
*Incumbent salaries will be set in accordance with AQMD Salary Resolution provisions
NOTES:
(1) Add the class to AQMD’s Classification Plan
(3) Delete the existing class and salary from AQMD’s Classification Plan
(4) Allocate position(s) to the recommended class
(5) Add position(s) of the recommended class to the designated organizational unit
(6) Adopt the class specification as part of AQMD’s Classification Plan
ATTACHMENT B
TITLE: OFFICE ASSISTANT Approved: 05-03-91
DEFINITION: Under general supervision, performs a variety of general office assistance and clerical support duties of moderate difficulty; operates automated office equipment; and does other work as required.
CLASSIFICATION STANDARDS: This multi-position, journey-level class is the experienced, working-level class in the Office Assistant series. The class is characterized by the responsibility to perform a variety of general office assignments within a framework of established procedures and without close supervision. The class is further characterized by the responsibility to operate a variety of standard and automated office machines, such as typewriters, data-entry terminals, word processing equipment, and microcomputers. Incumbents assigned to this class typically perform one or more of the following responsibilities: filing and records management; document, application, permit and mail processing; and public contact that requires general explanation of rules, policies, and procedures specific to the area of assignment.
EXAMPLES OF DUTIES:
Types letters, reports, charts, tables, case records, vouchers, or similar documents using a typewriter or word-processing equipment from rough drafts, marginal notes, general instructions, or machine transcription; assembles information from various sources and arranges materials in proper format; proofreads finished copy to correct grammar, punctuation, and spelling.
Processes permit applications and performs a variety of related duties; pPerforms a variety of office support work in field offices; may be responsible for opening office and preparing for daily business activities; occasionally performs a variety of special clerical assignments and projects at field offices; provides a variety of administrative/clerical support for field office staff.
Receives and processes petitions from the Hearing Board; assigns petitions to attorneys; calendars and tracks Hearing Board-related activities for attorneys; enters petition information into District databases; establishes and maintains Hearing Board files; generates a variety of Hearing Board-related information for legal staff and investigators; develops activities reports.
Operates data-entry terminals and microcomputers to enter, retrieve, and update data for a variety of computerized recordkeeping systems; selects correct format or program to be typed or keyed; enters data from a variety of standardized source documents; retrieves data after referencing a number of sources and verifies for accuracy and correct format.
Processes a variety of documents, such as District applications, forms, notices, complaints, etc., according to established policies and procedures; examines documents for completeness, accuracy, and compliance with division, District, or other requirements; may contact District staff or representatives of other agencies to verify or clarify source document data; refers difficult or technical inquiries to other staff; maintains Computer-Aided Retrieval Systems; prepares documents for microfiching and long-term storage; assists District staff in using Computer-Aided Retrieval Systems and microfiche equipment.
Files documents in alphabetical, numerical, chronological and subject matter order; prepares, arranges, indexes, cross files and maintains computerized and manual records, logs, rosters and registers; compiles data for general information purposes and individual requests for special reports and projects by extracting and/or tabulating information from a variety of sources predetermined forms or procedures.
TITLE: OFFICE ASSISTANT - Continued
Answers telephone, routes incoming calls, addresses walk-in inquiries, and schedules appointments; directs individuals to appropriate offices and District staff; provides general information or explains District rules, policies, and procedures to District staff and the public; may assist the public and others in the preparation and filing of various District applications or forms.
Compares, processes, or maintains a variety of reports and documents, such as purchase orders, receipt slips, petty cash expenditures, statistical reports, and others to check for arithmetical accuracy and general completeness; may maintain petty cash fund, employee attendance, and payroll-related records.
Composes memoranda or letters; may answer correspondence requiring the selection of information or data necessary to formulate the reply.
Maintains general office supplies and reviews requisition forms to ensure receipt of ordered supplies; prepares supply requisition forms based on office needs; receives or refers office equipment repair requests to appropriate District staff or vendor; may maintain duplicating equipment or supplies.
Receives, opens, and time stamps mail; sorts and logs correspondence; may deliver and pick up various materials, stuff envelopes, and assemble packages for mailing.
May receive and dispatch calls, on two-way radio, to District field personnel to report complaints or breakdowns.
May provide a variety of basic, administrative support duties for management and supervisory personnel, as required.
MINIMUM REQUIREMENTS:
SKILL: Type 30 net words per minute. Positions with emphasis on production typing may require demonstration of a higher level of typing proficiency.
EITHER I-
EXPERIENCE: One year performing a variety of clerical duties.
OR II-
EDUCATION / TRAINING: Completion of 18 semester or 27 quarter units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field, or completion of 360 hours of training from a recognized occupational training program in any of the above-listed areas.
KNOWLEDGE OF: Modern office and recordkeeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation in order to prepare routine correspondence; standard office machines and automated office equipment, including calculators, data-entry terminals, word processing equipment, and microcomputers.
TITLE: OFFICE ASSISTANT - Continued
ABILITY TO: Learn and apply policies, regulations, and procedures specific to the area of assignment; read, understand, and follow instructions or procedural guides; sort, classify, compile, and verify data, and make accurate arithmetical computations; operate a variety of automated office equipment; maintain logs, registers, and records, including computerized filing systems; effectively communicate with the public, District employees, and others to obtain and transmit information; understand and follow verbal and written instructions; establish and maintain effective working relationships with District personnel and others contacted in the course of work.
TITLE: SENIOR OFFICE ASSISTANT Approved: 05-03-91
DEFINITION: Under general supervision, assigns, coordinates, reviews, and participates in a variety of office assistance and clerical support duties; performs specialized, complex office assistance and clerical support duties of above-average difficulty; operates automated office equipment; and does other work as required.
CLASSIFICATION STANDARDS: This multi-position class is the lead-worker or advanced journey-level class in the Office Assistant series. The class is characterized by responsibility for acting in a lead capacity over a unit of journey-level office support staff or for performing a variety of specialized office assignments requiring a substantial amount of independent judgment and initiative. The class is further characterized by the extensive experience and knowledge of specialized clerical methods and procedures specific to the area of assignment and the extensive public contact responsibilities requiring the explanation of detailed and complex rules, regulations, or procedures. The Senior Office Assistant class is distinguished from the Office Assistant class in that the latter class performs a variety of journey-level office support duties of moderate difficulty, while the former class has lead responsibilities over journey-level clerical staff or performs specialized, complex, and responsible office support work.
EXAMPLES OF DUTIES:
Assigns, reviews, participates in, and coordinates the activities of a unit engaged in performing general or specialized office support work; monitors the workload and prioritizes assignments to ensure the timely completion of work; compiles unit statistical production reports maintained by staff for supervisory review; may coordinate the flow of work with other units.
Trains and instructs new employees on operational procedures and divisional rules, regulations, and procedures; provides technical guidance on difficult work problems by explaining the application of operational procedures specific to the situation.
Reviews the work of staff to ensure accuracy, completeness, and adherence to instructions and prescribed work methods, and counsels staff on work assignments; meets with supervisory staff to provide information, and discuss reassignment of staff and work performance problems; prepares draft performance evaluations.
Performs specialized complex and responsible office support work requiring the review and analysis of a variety of information sources; processes permit applications and performs a variety of related duties; performs extensive searches of records, files, reports, and/or computerized databases and recordkeeping systems, and abstracts information not readily available; summarizes and interprets data to prepare narrative or statistical reports.
Responds to a variety of inquiries, requests, or complaints; identifies, analyzes, and prepares appropriate recommendations, and initiates corrective measures to resolve problems; provides information that requires referencing a number of sources and the explanation of detailed rules, regulations, and procedures to District staff and the public; handles difficult situations and sensitive requests for information by District personnel or external agency representatives; may screen and route incoming telephone calls.
Reviews documents, files, applications, and records for form and content, and to ensure compliance with established operational policies and procedures; performs arithmetical calculations to compile statistical reports; may calculate and prepare special billings, reinstatement fees, and prorations for billing cycle changes.
TITLE: SENIOR OFFICE ASSISTANT - Continued
Receives and processes petitions from the Hearing Board; assigns petitions to attorneys; calendars and tracks Hearing Board-related activities for attorneys; enters petition information into District databases; establishes and maintains Hearing Board files; generates a variety of Hearing Board-related information for legal staff and investigators; develops activities reports.
Types letters, reports, charts, case records, and similar documents using word processing equipment or a typewriter from rough drafts, marginal notes, machine transcriptions, or general instructions; gathers and assembles information from a variety of sources, and arranges materials in proper format; proofreads finished copy to ensure standards for accuracy, completeness, and format; composes correspondence requiring the exercise of independent judgment in the selection of information or data necessary to formulate a reply.
Establishes alphabetical, numerical, chronological, and/or subject matter filing systems; prepares, arranges, indexes, and cross-references files, as needed; updates and organizes files to determine the appropriateness of revising, deleting, or purging information; maintains a variety of records, logs, rosters, and registers; may prepare statistical and other types of reports; may review office supplies and requisition forms, and prepares supply requests based on anticipated needs.
MINIMUM REQUIREMENTS:
SKILL: Type 30 net words per minute.
-EITHER I-
EXPERIENCE: One year as an Office Assistant.
-OR II-
EXPERIENCE: Two years performing a variety of journey-level clerical duties.
SUBSTITUTION: Completion of 18 semester (27 quarter) units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field, or completion of 360 hours of training from a recognized occupational training program in any of the above-listed fields may substitute for up to one year of the experience required under Option II.
KNOWLEDGE OF: Modern office and recordkeeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation to prepare correspondence and proofread finished copy; use and maintenance of computerized databases; standard office machines, and automated equipment, including calculators, data-entry terminals, microcomputers, and word processing equipment.
ABILITY TO: Train and review the work of other staff; explain and apply District rules, regulations, policies, and procedures specific to the area of assignment; effectively communicate detailed and complex rules, regulations, and clerical procedures to the public and District employees; sort, classify, compile, and verify data; review and proofread documents for accuracy and completeness; maintain logs and records, including computerized filing systems and databases; make accurate arithmetical computations; operate a variety of standard and automated office machines; understand and follow oral and written instructions; establish and maintain effective working relationships with District personnel and others contacted in the course of work.
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