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87-114 WHITE - CITV CLERK PINK - FINAN�E G I TY OF SA I NT PA LT L Council �7 V ��,,/. CANARV - OEPARTMENT File NO. T BLUE - MAVOR C uncil Resolution � Presented By �^ � Referred To /'�'� N���� Committee: Date ����� � Out of Committee By Date An administrative Resolution changing the grade for the classification of Civil Service Transactions Clerk II in the Salary Plan and Rates of Compensation Resolution. RESOLVED, that the rate of pay for the title of Civil Service Transactions Clerk II be changed from the rate set forth in Grade 34, Section I D 1 to Grade 36, Section I D 1 of the Salary Plan and Rates of Compensation Resolution; and be it FURTHER RESOLVED, that this resolution shall take effect and be in force on the first pay period after the passage, approval and publication of this resolution. COUNCILMEN Requested by Department of: Yeas Drew Nays � �� PERSONNEL OF Rettman In Favor Scheibel Sonnen � __ Ag81[lSt Tedesco Wilson Adopted by Council: Date �AN 2 9 1987 Form pprove by 't Attorney Certified Vas• d ounc.il Se tar BY ' By � Approved by Mavor: Date ��� �j � � ��$ Appro y Ma or for �mi n to Council By ���� — PUBIISNED F�� 7 - 1987 � Personnel�Office ��`//� lr� OS 44 , � . DEPARTMENT i • ' h.Tn n Sh�,�;.__ , CONTACT 4221 PHONE _ 12-29-86 DATE � � . e� � RSSIGN NUNBER FOR RQWi'ING ORDER Cli Al1 Locations for Si ature : _ � Department Director 3 Director of Management/Mayor ,� Finance and Management Services Director - 4 City Clerk Budget Director � City Attorney : - WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHEO MATERIALS? (Purpose/ Rationale) : See attached position audit report. �°✓ �C� � .��� �'' . COST/BENEFIT, BUDfETARY AND PERSONNEL IMPACTS ANTICIPATED: $1 ,926.34 annual ly RFC��� �Q ' •���� � � . a1AypR�� �1 { ��F � FINANCING SOURCE AND BUDGET ACTIVITY NUI�ER CHARGED OR CREDITED: (Mayor's signa- ture not re- Total Amount of'T:r.ansaction: quired if under � �10,000) Fuading Source: Activity Number: • , ATTACHMENTS (List and Number All Attachments) : � 1 . Resolution ' 2. Copy for City Clerk ' - . � I DEPARTMENT REVIEW CITY ATTORNEY REVIEW '"' Yes No Council Resolution Required? ' Resolution Required? Yes No Yes No Insurance Required? Insurance Sufficient? Yes No Yes No Insurance Attached: _ _ . . . . (SEE •REVERSE SIDE POR INSTRUCTIONS) � � Revised 12/84 � 7- //� POSITION AUDIT REPORT POSITION: Civil Service TransactionsClerk II AUDITOR: John H. Shockley BACKGROUND Recently an audit was conducted of the Civil Service TransactionSClerk II position held by Marlene Krupich. Such was done at the request of the Personnel Director. . DESCRIPTION � The position performs supervisory and technical work in the auditing of City and Board of Education payrolls and in the maintenance of personnel records in accordance with the Civil Service Rules. The position supervises an average of seven full time employees. General supervision is received from the Personnel Director. Some of the duties performed by this position are: 1. Assigns, supervises, reviews and evaluates the work of employees involved in payroll and records auditing. 2. Interprets and assists employees in applying Civil Service Rules and bargaining agreements in the audit of payrolls and personnel transactions. 3. Verifies reports of personnel transactions, such as certifica- tions, appointments, layoffs, leaves of absence, reinstatements, resignations, transfers, reductions, salary changes, etc. , for compliance with Civil Service Rules, and maintains records of such transactions. 4. Maintains a current Civil Service eligible, reinstatement and transfer register and certifies to the appointing authority candidates for position openings. 5. Prepares reports of personnel transactions. 6. Maintains records of inedical examinations of new City employees; transmits medical records to City Attorney for review; and schedules employees special medical examinations as requested by department heads. 7. Maintains records of judges used in City elections; assists Election Bureau in certifying judges in accordance with current rules. 8. Supervises and participates in the distribution and recording of probation reports and annual evaluations for new appointments and present City and Education employees; assists in follow-ups for unsatisfactory evaluations. . �. , ��-ii� 9. Handles inquiries and complaints from citizens or employees. 10. Participates in the interviewing and hiring of subordinate clerical employees. SUMMARY Interviews were conducted with the incumbent, Marlene Krupich and her supervisor Rafael A. Viscasillas, Personnel Director. Ms. Rrupich provided the information presented in the description and stated that she felt her position was undervalued. She also stated that when her position was audited by the HCA consultants, the auditor spent only ten. minutes interviewing her. She further stated that she advises Payroll Supervisors in the different divisions and departments and they received an upgrading to clerical grade 32 while her classification remained a grade 34. Mr. Viscasillas supported Ms. Krupich's statements. He stated that Ms. Rrupich's position was one of the more valuable mana- gerial positions in his unit. COMPARISONS The position as described was compared with the J.A.Q.s of positions allocated to the Clerical Supervisor, Office Manager, Clerk IV and Civil Service Transactions Clerk I and Payroll Supervisor Classifications. It was revealed that the position as described is performing duties similar to those of Office Managers and Clerical Supervisors except that the position as described, advises the positions in such classes as to . proper application of Civil Service Rules. The interpretation of such rules and the maintenance of the certification process are unique to the Personnel Office and to the Civil Service Transaction Clerk class series. Comparisons of the duties as described with the specifications for the aforementioned classifications revealed that the duties are, again, unique to the Personnel Office. Q.E.S. Evaluation and Analysis HCA Evaluation - Level Points Knowledge Required 5 470 Effect of Actions 3 245 Mental Effort 3 220 Amount of Discretion 3 205 Impact in Policies and Procedures 3 175 Consequence of Error 3 170 Hazard and Stress 2(0) 115 Contacts 2 80 Physical Effort 1 45 Surroundings 1 30 Personnel Authority 2 110 Units Supervised 2 _2� Total 1890 � . �- . � � �- ��y Q.E.S. Evaluation and Analysis (Continued) JHS Evaluation Level Points Knowledge Required 5 470 Effect of Actions 3 245 Mental Effort 3 220 Amount of Discretion 3 205 Impact on Policies and Procedures 3 175 Consequence of Error 3 170 Hazard and Stress 2R* 130 Contacts 3 * 100 Physical Effort 1 45 Surroundings 1 30 Personnel Authority 3 * 170 Units Supervised 2 25 Total 1985 The HCA evaluation resulted in 1890 points which places the position in grade 34 of the Clerical Standard Ranges. The Civil Service Transactions Clerk II class is currently in grade 34. The current evaluation re- sulted in 1985 points which places the position in 36 of the Clerical Standard Ranges. This is equivalent in compensation to that of a Personnel Technician III which is in Technical Standard Ranges grade 38. The factors that lead to the additional points and consequently an upgrading were Hazard and Stress, Contacts and Personnel Authority. A level of two regular was assigned the factor of Hazard and Stress because the position must meet regularly recurring payroll deadlines and handle emergency situations which meets the regular two level defini- tion. Regarding the factor of Contacts a three level was assigned because the position has daily contact with payroll people, finance people, personnel representatives and department heads that involves instructing, advising and directing those individuals in compliance with Civil Service Rules and regulations. This meets the three level defini- tion. As to the factor of Personnel Authority, the position meets the three level definition because the position makes effective de- cisions on hiring, firing, suspension, promotion, assignment, disci- pline, reward and work direction. RECOMMENDATION It is recommended that the Civil Service TransactionsClerk II classi- fication be assigned from grade 34 of the Clerical Standard Ranges to grade 36 and that the corresponding class specification be revised and updated. ��_i�� � � ���� �����:������� � Title of class; CIVIL SERVICE TRANSACTIONS CLERK II Duties and responsibilities: Under supervision, in the Civil Service Bureau, to supervise and perform the work involved in the checking of a11.City payrolls, the keeping of personnel records of all City employees, and the clerical work in connection with personnel transactions; to assist in the administration of the City's Health and Welfare program and to be responsible for the related clerical work; and to perform related work as assigned. Examples of work performed: To check the payrolls of all City employees for compliance with appropriate ordinances and Charter provisions. To check reports of personnel transactions, such as certifications, appointments, layoffs, leaves of absence, reinstatements, resignations, transfers, reductions, salary changes, etc. , for compliance with rules and regulations, and appropriate ordinances and Charter provisions; and to record such transactions. To keep Civil Service eligible and reinstatement registers up to date. ' To certify from eligible and reinstatement registers. � To keep records of current and cumulative sick leave of Civil Service employees. To keep up a scrap book of all Civil Service ordinances as published. To answer inquiries over the telephone. ' To prepare periodic reports of Civil Service transactions and related information. To supervise employees doing related work. To check the insurance billings with the payrolls to verify the total amount of the billing. To maintain a record of all employees on probation and process all probationary reports. To maintain a record of all retirees. To meet with individuals about to retire and explain, to them, the City's Health and Welfare program for retirees. To prepare the Health and Welfare budget. To assist in planning the Health and Welfare Committee meetings and to take notes and prepare the minutes of the meetings. To meet with insurance company representatives. To answer inquiries regarding the City's Health and Welfare program. To write reports. Minimum qualifications: High school graduation and two years' experience as a Civil 5ervice Transactions Clerk I; or seven years' experience as a Clerk III, or equiva.lent. � Effective November 30, 1968 . � � CODE: 36763 �7 ��� � B.U. . O1 EFFECTIVE: TITLE OF CLASS: �'�- �: . �''.�I�'�C,��'IONc CIVIL SERVICE TRANSACTIONS CLERK II DESCRIPTION OF WORK General Statement of Duties: Performs supervisory technical work in the certification of eligibles, the maintenance of Civil Service transaction records and in the auditing of the City and Board of Education payrolls; and performs related duties as required. Supervision Received: Works under the general direction of the Personnel Director. Supervision Exercised: Exercises within a unit general to moderate supervision over clerical workers. TYPICAL DUTIES PERFORMED The listed examples may not include all duties performed by all positions in this class. Assigns, supervises, reviews and evaluates the work of employees involved in payroll and records auditing. Interprets and assists employees in applying Civil Service Rules and bargaining agreements in the sudit of payrolls and personnel transactions. Verifies reports of personnel transactions, such as certifications, appointments, layoffs, leaves of absence, reinstatements, resignations, transfers, reductions, salary changes, etc. , for compliance with Civil Service Rules, and maintains records of such transactions. Maintains a current Civil Service eligible, reinstatement and transfer register and certifies to the appointing suthority candidates for position openings. Prepares reports of personnel transactions. Maintains records of inedical examinations of new City employees; transmits medical records to City Attorney for review; and schedules employees special medical examinations as requested by department heads. Maintains records of �udges used in City elections; assists Election Bureau in certifying judges in accordance with current rules. (continued on reverse side) CIVIL SERVICE TRANSACTIONS CLERK II CIVIL SERVICE TRANSACTIONS CLERK II . ,� � TYPICAL DUTIES PERFORMED (continued) Supervises and participates in the distribution and recording of probation reports and annual evaluations for new appointments and present City and Education employees; assists in follow-ups for unsatisfactory evaluations. Handles inquiries and complaints from citizens or employees. Participates in the interviewing and hiring of subordinate clerical employees. KNOWLIDGES, SKILLS AND ABILITIES Knowledge of numerous agreements for bargaining units, Civil Service Rules, City Charter, Salary Plan and Rates of Compensation, salary schedules, severance pay ordinances, Judge of Election's Rules and Supervisor's Manual. Knowledge of office policies, procedures and office equipment including computer terminals. Ability to supervise and evaluate the work of others. Ability to communicate effectively, orally and in writing, with employees and the public. Ability to maintain a variety of records and to prepare a variety of reports. MINIMUM QUALIFICATIONS High school graduation and four years of experience as a Civil Service Transactions Clerk I. CIVIL SERVICE TRANSACTIONS CLERK II _ � _ � � �7-��� . .. ;�: CITY OF SAINT PAUL INTERDEPARTMENTAL MEMORANDUM DATE: December 29, 1986 T0: Rafael A. Viscasillas Personnel Director Theodore Massey, President St. Paul Classified Confidential Employees Assn. FROM: John H. Shockley ��_ Personnel Of f ice� RE: Civil Service TransactionSClerk II Classification It has been determined that the Civil Service TransactionSClerk II class specification be revised to reflect some changes in duties. Therefore, please review the attached specification and notify us within 20 days of receipt of this notice if you wish to discuss the matter. If we here no objections, we will establish the new specification in our files in lieu of the old specification. We will also be processing a resolution placing the Civil Service TransactionsClerk II class in the Salary Plan and Rates of Compensation at Clerical Standard Range grade 36, section I D 1. It was in grade 34, section I D 1. Grade A B C D E F 34 939.36 981.80 1028.41 1075.05 1125.81 1180.76 10 yr• 15 yr. 20 yr• 25 yr. 1213.21 1247.34 1256.84 1266.34 Grade A B C D E F 36 991.79 1039.25 1085.87 1138.31 1193.26 1248.19 10 yr. 15 r. 20 yr. 25 yr. 1284.82 1 21.43 1330.93 1340.43� JHS:bcm -� , c�:. ;��.f ����- � � � � ! � � -� �� ' '=^ CITY OF' S32VT P3�L �-� .,...�I;.� - "�!i , OB'�'IC�. OF TH� CZTY'COUYCIL �Qmmi�tee Re�art , �`�anc�. l��a�e�e�t � F�r�an��j Ca�rni�ten . � �. JANtTARY 27, 1987 1• Approval of minutes from meeting held January I5, 1987. avnroved , 2. Report by Finance Director Gene Schiller regarding review of several financial • management issues (laid over from January 15, 1987) . discussed 3. Letter of the Mayor transmitting Planning Commission recommendations on the report entitled "Committee Report on the Findings and Reco�rmendations of the Citizens Commission on Bonding and Fiaancing Practices.". laid over to 2/12 4. Letter of the State Department of Revenue transmittirig Application No. 328587 of Barton Enterprises Inc. for reduction of certain real estate in the city of Saint Paul. discussed 5. Resolution establishing the rate of pay for title of_ Real Estate Risk and , Facilities-..Manager in Grade-20, Section I D 4, Professional Employees Supervisory � Standard Range of the Salary Plan and Rates of Compensation Resolution. � approved 6• ���;. ��tng the grade„for Civil Service Transaction Clerk II fro� �� � � � �i', $actioa'�`*'b I, o� the Salarp Plan aad Rates of Ce>mgan- �i`�o1u'�la�. �''�iil�d 7. Resolution amending the 1987 budget by transferring $5,106 from Contingent Reserve to Civic Organization Partnership Programs and authorizing payment to � various organizations for contractual services. approved at 1/15 meeting � � 8. Resalution adopting the 1988-1992 Program for Capital Improvement as part of ' the Comprehensive Plan, and for use in the Unified Capital Improvement Program and Budget Process. avvroved � —�_ 9. Resolution adopting the 1988-1992 Program for Capital Improvement as part of the Comprehensive Plan, and for use in the Unified Capital Improvement ProgXam and Budget Process. annroved — ,._,__ . 10. Resolution directing the Department of Finance and Management Services to prepare for 1987 General Obligation Bond sale. anproved � , 11. Administrative Order: D-8241: Additions of $800 to the Fuel Service Station Canopy Construction - Project (laid over from Januazy 15, 1987) . laid over• to 1/29 C'� �'L' � SEV�i'I�3 FLOOR �INT P4UZ.��ii NFSOTA SSI02 _.._ ___ _. __._,,_..�..�..,�_�.�.__________:_.�,..__-- ..