02-1201Council File # 0�1.� \ap\
Green Sheet # 200104
RESOLUTION
CITY OF SAINT PAUL, MINNESOTA
Presented
Refeaed To
Committee Date
RESOLVED, that the rate of pay for the classification of Legal Clerk-Typist be changed from the
2
0
rate set forth in Grade 024 to Grade 027, of Bargaining Unit Ol, AFSCME Clerical Salary Schedule in
the Salary Plan and Rates of Compensation, and be it
�S
FURTHER RESOLVED, that this resolution shall take effect and be in force on the first pay
period following its passage and approval.
Requested by Department of:
Human sourc 0 ce
By:
fl� /
Form Appro by Ci ,� ,�' ey � /' �
B y� ___ `�����-i� I�� ` �.�I
Adopted by Council: Date � �C� 3-0 0�_
AdopUOn Certified by Council Secretary
�
Approv ayor for Submi�
By . f�i�etiSsL.��
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DEPARTMENT/OFFICE/COUNCII,: DATE IMTIATED GREEN SHEET NO.: ZOOI�O4 ��
Human Resources 11/13/02 Q,�,.� �q�
CONTACT PERSON & PfSONE: � ATE A'R7aIIDATE
John Shockley - 266-6482 9 �� i nernanNEnr nn� a crrrcoiwca
Gina Bifulk - 266-6535 nss,crem ]CRYATTORNEY � c.�,ra�
NUMBE[i FOR ,
MUST BE ON COLNCII. AGENDA BY (DATE) ROt12ING }7ryqp���p7,SERV DQt � flNANCW.SERV/ACCfG
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s�.v.voaroxam'.)
TOTAL # OF SIG�ATURE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE)
ncrioN xe�uesrsn: Approve the attached resolution establishing the change in rate of pay for the classification of
Legal Clerk-Typist from Grade 24 to Grrade 27 of the AFSCME Clerical Bargaining Unit Ol salary ranges.
RECOMMENDAIIONS: Approve (A) wReject (R) PERSONAI. SERViCE CONTRACTS hNS1' ANSR'ER 1'I� FOLLOWING QUESTIONS:
1 }iuthispe`mNFim�evawod:eAimderaconvac[forthisdepartmeM?
_PLANNINGCOMIvIISSION Ya No
CffiCO2vIIvff1'IEE 2 Hasiltisperso�rmeverbernacityemployee�
C1VII,SERVICECOMA�IlSSION Yes No
3. DoestltispersoNfvmposessaskillnotnamallyposseoWbyatrycurtrntaryemployee�
Yes No
4. Is this person/f'vm a wgered vmdor�
Yes No
" E:plain di yea answers on upante sheet end atfac6 W groen sheet
INITL4TING PROBLEM, ISSUE, OPPORTUNITI' (Who, What, When, Where, Why):
This action is the result of a classification and compensafion study conducted at the request of the City Attomey's
Office. Current incumbents believed that their current daties and responsibilities needed to be reevaluated and
requested a compensation study of this classifisation and similar classes in other jurisdictions. The study was
supported by the CAO Management because of recent issues in retaining Legal Clerk-Typists.
' ADVANTAGESIFAPPROVED: �
Equitable compensation commensurate with the level of duties and responsibilities of the positions will be
established.
DISADVANTAGES IF APPROVED.
None
DISADVANTAGES [F NOT APPROVED:
Equitabie compensation will not be established and retention will continue to be an issue.
TOTAL AMOUNT OF TRANSACfION: COST�F VENUT�. BUDGETED:
FUNDING SOURCE: ACTIVITY NUMBER:
FINANCIAL INFORMATION: (EXPLAIN)
R ��E►VED
G:�Shared�qassiflCLASSIConsuhant-Bifulk\Gina's Class WoriclLegal Cle�k-Typist gs.wpd /'� '�A�
A �s V
�, i Y q�����Y
OFFICE OF HUMAIV RESOURCES �'� •t �O �
Angela S NaleZnyt Dvecmr
CITY OF SAINT PAUL
RandyKelly,Mayar •
TO:
FROM
DATE:
RE:
Barb Zusan, Office Manager
City Attorney's Office
Gina Bifulk
Office of Human Resources
November 13, 2002
400C�tyXallAnner Tetephone: 631-2666300
25WestFwrthStreer Jobline: 65J-2666501
SoinrPaul.M�nnuora 55102-1631 Fasnmile: 65J-192-7656
CLASSIFICATIOI�i & COMPENSATION S'fC3DY RESULT
We have completed our study of the Legal Clerk-Typist positions cumently held by three
incumbents. We have reviewed relevant job information, interviewed the incumbents and
immediate supervisor, and compared the position with related classes and positions. This
study indicates that the class should be assigned to Grade 27 of the AFSCME Clericai
Bargaining Unit O1.
Should you choose to impiement this action, we will process a Council resolution placing the
class in AFSCME grade 27
If you choose not to implement this, you can undertake other measures to keep the
position(s) at their current level. The process can be simple or involved depending upon the
needs of a particular study. It may involve any one or a combination of the following:
restructuring the duties of the studied positions to reassign higher-level duties to other
positions, modifying e�sting processes and procedures, or studying an entire unit - its
structure, functions, and operations - for the possibility of a reorganization.
If you have any questions or need assistance in this matter, please call me at 266-6535.
An Affirmative Action Equal Opportuniry ADA Emptoyer
Oa-1�a�
CLASSIF'ICATION AND COMPENSATION S'I'UDY REPORT
CLASS STUDIED: Legal Clerk Typist
INCUMBENTS:
STUDIED BY:
DATE STUDIED:
Rita Bossard, Paulette Youness, Mai Vang, Joan Richardson
John Shockley/Gina Bifulk
Septem6er/October 2002
PERSONS CONTACT'ED: Barb Zusan, Supervisor
Rita Bossard, Legal Clerk Typist
Paulette Youness, Legal Clerk Typist
Mai Vang, Legal Clerk Typist
APPROVAL OF CLASSIFICATION AND COMPENSATION MANAGER:
Background
The Legal Clerk-Typist class was created in 1995. The Office ofHuman Resources was asked to
study the administrative support positions in the Civil Division of the City Attorney's Office
(CAO) for appropriate classification and compensation. These positions had formerly been
allocated to the Clerk-Typist III class in AFSCME Cierical grade 24. The study deternuned that
the positions should be allocated to a separate Legal Clerk-Typist class because the positions
required specific tegal training and experience. However, it was also detemtined that the
compensation level should remain at AFSCME Clerical grade 24. The current incumbents believe
that their cunent duties and responsibilities need to be reevaVuated and requested a compensation
study. The study was supported by the CAO Management because of recent issues in retaining
Legal Clerk-Typists.
Studv Components
Review ofjob prafile
Interview with incumbents
Interview with supervisor
Comparisons with similar City job classes
Comparisons with similar job classes in other public jurisdictions
QES evaluation and analysis
Recommendation
.�
�0�-t � � �
Job Description
The positions in question perform high level clerical and administrative support functions relating
to the Civil and Criminal Divisions of the City Attorney's Office. They perform record
maintenance, transcription, case tracking, and background check tasks. Typical duties include:
i. Types, transcribes and prepares legal documents for serving and filing with various courts
according to legal forms and procedures.
2. Types council resolutions, ordinances, green sheets, reports, memos, and other
correspondence.
3. Enters information in the computer and maintains databases using various software
programs and generates reports as needed.
4. Opens, maintains, and closes legal case files; organizes and maintains manual and
computerized records and files.
5. Runs background checks such as criminal history or Department ofMotor Vehicles
reports.
6. Prepares correspondence and maintains documentation for DWI Forfeitures.
7. Composes routine cottespondence and signs outgoing conespondence as authorized.
8. Follows through on office communications to notify, confirm, request information, and
make arrangements for the serving and filing of legal documents, motions, depositions,
notices and other meetings.
9. Performs other duties as assigned such as scheduling meetings maintaining appointment
calendar, making arrangements and reservations, processing the mail, preparing payrolt
information and pay vouchers.
Comparisons
The positions in the Legal Clerk-Typist class were compared interc�ally to the Clerk Typist III and
Clerk IV classes of positions. Externally, they were compared to similar legai administrative
support classes of positions in other local jurisdictions.
The Clerk Typist ITI class is assigned to AFSCME Clerical Grade 24. Positions in this class
perform skilled cierical work including typing/word processing of a complex nature requiring the
exercise of independent judgement. The positions under review perform some of the duties
typically assigned to Clerk-Typist III positions. However, most of the duties of the positions in
qaestion are more complex in nature because the Legal Clerk-Typist positions perform skilled
clerical work requiring a specialized knowledge of legal proceedings, the United States Court
system, and legal documentation management. This knowledge can only be gained through Legal
Secretary training or equivalent legal administrative support experience.
Positions in the Clerk IV ciass are assigned to AFSCME Clerical Grade 29 and perform highly
skilled clericai work of a very complex nature involving planning, organizing, and producing work
which requires independent judgment and is performed under only general supervision. The
positions in question perform highly skilled work of a complex nature which requires specialized
knowledge obtained by training andlor cxperience within the legal speciality area. However, the
work of the Clerk TV class has a greater amount of discretion in planning and executing duties, is
oa-�1��
performed under somewhat less supervision requiring greater independence and may involve
technical supe�vision over lower level clerical staff and coordination of work efforts. The
positions in question do not typically provide supervision and are working less independently. The
work of the Clerk IV class is overali more complex than that of the positions under review.
In summary, the positions in question aze perfornvng duties that are more complex than those of
Clerk-Typist III positions and less complex than those of Clerk IV positions.
Externally, the positions under review were also compared with the following positions: Leeal
Secretarv (Dakota Countv, Ramsey Count� Hennepin Countv & State ofMN; Legal Twist fCity
ofMinneapolisl; and Court S,pecialist (Dakota County�. The specifications for the work being
performed in these titles compared in knowledge and complexity with the City of Saint Paul's
Legal Clerk-Typist with the exception of Court Specialist (Dakota County) and Legal Typist (City
of Minneapolis) which were somewhat less complex and required less training or experience.
Both Ramsey County and the State of Minnesota had positions titled Senior Legal Secretary;
however, the specifications for both these positions included coordination of work efforts as well
as direction or supervision of lower level clerical staff:
Compensation for similar legal administrative support positions in other jurisdictions ranged from
$29,900 per year at entry level to $42,500 per year for the 25-year step level. Comparable
positions within the City of Saint Paul are currently assigned to AFSCME Clerical, grade 24 with
a range of $29,300 per year at entry to $39,100 annually at the 25-year step level.
O. E. S. Evaluation and Analysis
A QES evaluation of the Legal Clerk-Typist positions revealed an increase in the factor level awards
for the factors of Knowledge Required, Effects of Action, and Consequence of Error.
The positions in question require extensive knowledge of a body of specialized rules, procedures,
practices and principles. In addition to sufficient comprehension to answer questions regarding the
work and explain the work process, these positions require the ability to detect and conect
problems and maintain, modify or adapt the work processes in order to support the full range of
services associated with the City Attorney's Office. Continuing education or additional
certification may be a requirement of these positions. As a result, the award factor for Knowledge
Required has increased from a leve] four to a level five.
The Effects of Actions factor increased from a level two to a level three. The positions under
review contribute to the accuracy or reliability of other processes or services within the
organization. The work of these positions also ensures the prope� design or operation of a system
or service within a unit of the organization. The work of these positions impacts subsequent steps
in the operation or system by providing the necessary preparatory work and also impacts the final
output of this unit upon completion of the legal proceedings.
01.•1 Ze�
The factor award for Consequences of Error was increased to a three. In these posirions errors
aze not usually detected before they are passed on to further work processes, or before the
product or service is rendered to the end user (I.eve12 of factor). There is also potential for
errors to be made by information, steps, or actions that were omitted or not considered. The
consequences of errors can include fines, loss of time for CAO and Court staff and the public
involved, dismissal of legal action and reprimands to attomeys.
The Hazards and Stress factor measures both hazards present in the work as well as deadlines
which create stress and the frequency of occurrence. These positions do not involve physical
risks or hazards. However, occasionally there is considerable stress through having to adjust
plans, schedules and deadlines to meet frequently changing requirements. Direction, deadlines
and schedules are dictated by a number of different sources (Court schedules, attorneys' case-
load, availability of witnesses, and an increasing number of para-professional staff in the CAO) all
with their own level of urgency. These positions are expected to respond as needed to minimize
the consequences described in the factor above. Thus, this factor was assigned 3-O.
These positions typically have no personne( authority and have no supervisory responsibilities.
Based on the points assigned to the individual QES factors for these positions, the result is an
overail increase of points for this classification.
Recommendation
The QE5 factor evaluation and comparisons ofboth internal and e�ctemal position specifications
support assigning the Legal Clerk-Typist position to Grade 27 of AFSCME Clerical Bargaining
Unit Ol.
The City of Saint Paul Class Specification p�.�1o�
Proposed Title of Class: LEGAL CLERK-TYPIST CODE: 570A
BU: O1
Effecrive:
DESCRIPTION OF WORK
General Statement of Duties:
Performs skilled clerical work typing, transcribing and preparing various legal documents; provides administrative
support to attomeys, law clerks, and legal assistants; creates and maintains legal case files; and performs other
related duties as required.
Sunervision Received:
Works under general supervision of a unit supervisor or an attorney.
Sunervision Egercised:
None. May lead the work of lower level clerical staff as assigied.
TYPICAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all positions in this class.
Types, transcribes and prepares legal documents for serving and filing with various courts according to legal forms
and procedures.
Types council resolutions, ordinances, green sheets, reports, memos, and other conespondence.
Enters information in the computer and maintains databases using various software programs and generates reports
as needed.
Opens, maintains, and closes legal case files; organizes and maintains manual and computerized records and files.
Orders criminal background checks, driver's license, and motor vehicle records.
Composes rourine conespondence and signs outgoing correspondence as authorized.
Follows through on office communications to notify, confirxn, request for information, and make arrangements for
the serving and filing of legal documents, morions, depositions, norices and other meetings.
Performs othex duties as assigned such as scheduling meetings, maintaining appointment calendaz, maldng
arrangements and reservations, processing the mail, preparing payroll inforxnation and pay vouchers.
KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES
Demonstrates an understanding of the full range of legal office procedures, legal forms and ternunology, and
demonstrates an ability to solve the full range of problems associated with legal administrative support work.
Demonstrates an undexstanding of appropriate grammar, spelling, and punctuarion associated with the English
language.
Demonstrates a familiarity with how the United States court system works.
Demonstrates an ability to prepare a wide variety of legal documents.
Demonstrates an ability to transcribe attomey notes and legal dictation from a dictaring machine with speed and
accuracy.
LEGAL CLERK-TYPIST Page 1
Proposed Title of Class:
LEGAL CLERK-TYPIST
CODE: 570A
BU: O1 '0 �
Effecrive: O �'�
Demonsuates an ability to use a computer keyboard and mouse; and demonstrates an ability to use word processing
sofhuare with speed and accuracy.
Demonstrates an ability to effectively maintain manual files and files using database management computer
applications_
Demonstrates an ability to set one's own priorities, meet ageed upon deadlines, and maintain the confidentialiry of
informarion.
Demonstrates an ability to speak, write, and listen effectively.
Demonstrates an ability to interact with a diverse variety of customers and coworkers in a courteous and respectful
mamier.
MINIMUM QUALIFTCATIONS
Satisfactory completion of a legal secretary program in a business or technical school; or two years of legal clerical
experience.
LEGAL CLERK-TYPIST Page 2
�• o P�
CITY OF SAINT PAUL
RandyKel[y. Mayor
TO:
FROM:
DATE:
RE:
Barb Zusan, Office Manager
City Attorney's Office
Gina Bifulk, Consultant
Office ofHuman Resources
November I5, 2002
Twenty Day Notice
OFFICE OF HUMAN RESOURCES
AngeloNalezny, Direcmr
400 CiryHallAnnez
25 WesrFourth Street
SamtPauLM+nnesam 55102-1631
oz•�aD�
Telephone: d51-266-6500
Jobline: 651-266-6502
Fascimile: 651-292J656
a�� �+, ��.
Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this memorandum is to inform
you that the following changes are being made to the-Legal Clerk-Typist classification:
The Knowledge, Skills, Abilities, and Competencies section ofthe position specification
has been updated with more descriptive language defining the competencies one should be
able to demonstrate in order to successfully perform in the position.
We are recommending to the City Council that the pay be changed from Grade 24 to
Grade 27 of the AFSCME Clerical Bargaining Unit O1, Salary Schedule.
M�nnative Action Equal Opportuniry ADA Employer
OFE7CE OF HUMAt�' RESOURCES
Angela Nal�ny. Dlrecmr
CTI'Y OF SAINT PAUL
Randy Kelly, bfayor
November 15, 2002
Kurt Errickson, Business Representative
AFSCME District Counci] #14 - Clerical #2508
300 Hardman Avenue South, Suite 2
South Saint Paul, Minnesota 55075-2469
Re: Legal Clerk-Typist - Twenty Day Notice
Dear Kurt:
;OOCiryHallAanex
?5 {4'est Faurth Sbeet
SatxrPaul.Minnesota 55702-1631
Cp �� O�-�''��
ic��o3
Telephane: 651-266-6500
Jobline: 65]-2666502
Fa s ci m i l e: 651-292-7 65 b
Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this letter is to inform you that
the following changes are being made to the Legal Clerk-Typist classification:
I. The Kno�vledge, Skills, Abilities, and Competencies section of the position specification
has been updated with more descriptive language defining the competencies one should
be able to demonstrate in order to successfull}� perform in the position.
2. We are recommending to the City Council that the pay be changed from Grade 24 to
Grade 27 of the AFSCME Clerical Bargaining Unit Ol, Salary Schedule.
ffyou have any questions, please call me at 266-6535.
Sincerely,
Gina Bifuik
Human Resources Consultant
An Affirmative Action Equal Opportunity ADA Employer
Council File � � �.� � ?��
Green Sheet ° 106365
CITY
Presented By
Referred To
WHEREAS, the Deparhnent of Public Works has awazded a contract for the Wyoming/Concord Sanitary
Sewer as part of the Local Stree� Alley & Sewer Imporvements progam, and
WHEREAS, [his work was originally adopted by City Council Resolurion O1-1311, known as Log #SU-6600817, and
WHEREAS, addiAOnal funding is needed for two emergency projects, to construc[ a deep access shaft in
rock to a sanitary sewer tunnel and pay for inspection services to inspect steel beams in l OP+ yeaz old sewer, and
WHEREAS, there is s�cient funding in the 2001 Major Sewer Repair progam to cover these costs, so
THEREFORE BE IT RESOLVED, by the Council of the City of Saint Paul, upon recommendation of the Mayor
that $114,811.00 is available for appropriation in the 2002 Capital Tmprovement Budgets, as heretofore
adopted and amended by this Council, be hereby further amended in the following par[iculars:
�
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Committee :
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Cucrent Amended
Budget Change Budget
FINANCING PLAN
Wyoming/Concord Sanitary Sewer
CO2-2T301-26094
Assessments 92,139.00 -10;189.00 81,950.00
PIA 13,000.00 13,000.00
Sewer Service Fund 170,000.00 125,000.00 295,000.00
275,139.00 114,811.00 389,950.00
SPENDING PLAN
Wyoming/Conwrd Sanitary Sewer
CO2-2T301-26074
ConstrucUOn
FINANCING PLAN
Major Sewer Repairs
C01-2T635
Sewer Service Fund
275,139.00 114,811.00 389,950.00
275,139.00 114,811.00 389,950.00
1,383,540.00 -125,000.00 1,258,540.00
1,383,540.00 -125,000.00 1,258,540.00
a �,_� zo�..
�
45
46
47
48
49
50
Construcvon
1,383,540.00 -125,000.00 1,25$540.00
1,383,540.00 -125,000.00 1,258,540.00
^ 2 S �
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Adopted by Council:
Yeas Nays Absent Requested by Department of:
���� ���� ��-�� �
4/02
� �� By: I \vyv - --- -- .
`� Approval Recommended by Office of
�
FYnancial Service Director:
� p t ' f'��' `r �-
Date � � _ � ��d�B,y:
Adoption Certified by Council Secretary
�
SPENDING PLAN
Major Sewer Repairs
COl-2T635
Date
Form Approved by City Attorney:
�
- 3c�-
By _ � X����
� Public Works
� Paul Kurtz - 266-6203
� MUST BE ON COUNpL AGENDA BY (DATt7
)ATE INITIATED I G R E
12/4/2002
nssicaa ❑
pT'ATTOPNEV
NUMBERFOR
��� .❑ FlNMICIALSERVICESDIR
OflDFA
HEET No. 106365�1Q
iNnavoare
i � cm couraci� � a ��
�� qTY CLERK
� FlNANCIALSERV/ACCTG
❑ 1 � ��!¢�
PaW Kui2
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Dick Fuoen
❑ MAYOF(ORASSISTANn
❑
TOTAL # OF SIGNATURE PAGES
1 (CLIP AL� LOCATIONS FOR SIGNATURE)
: AC710N REOUESTED
Appmval of attached Council Resoluaon amending the spending and financing plans of the Wyoming/Concord Sanitary Sewer by
transferring funding from the 2001 Major Sewer Repair program.
AECOMMENDAilONS'App�ove (A) ot Rejed (R)
_ PLANNINGCOMMISSION
CIBCOMMITiEE
CIVIL SERVICE COMMISSION
t. Has this persoNfim� ever worked uMer a contrect for this departrnent?
YES NO
2. Has this persoNfirm ever been a ciry employee?
YES NP
3. Dces this persoNfirm possess a skill not rrortnally possessed by any current city employee�
YES NO
4. Is ihis persoNfirm a targeted vendoR
YES NO
' � The Depaztrnent of Public Works has awazded a contract for the WyomingJConcord Sanitary Sewer. Additional funding for two emergency
- projects is needed: 1) construct a deep access shafr in rock to a sanitary sewer tunnel, and 2) p9y for inspecuon services to inspect steel
- beams in 100+ year old sewer.
ADVANTAGESIFAPPROVED
Emergency projects can proceed and adequate budget will be avaHable to pay contracror.
DISADVANTAGES IF APPROVED.
None.
DEC �. � 2002
CITY ATTORNEY
DISADVAMAGES IF NOT APPROVEU.
There will not be sufficient budget in the R'yomingJConcord Sanitary Sewer to perfonn the emergency work.
OTAL AMOUNT OP TRANSACTiON $ 114,811.0() CpST/REVENUE BUDGE7ED (CIRCLE ONE) YES No
FUNDING SOURCE Sewer Service Fund ACTNITY NUMBER W2-2T301-26074 & COl-2T63
FINANCIALMFORMATION (EXPLAIN)