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Home My WebLink About12/17/2020 Per the Governor's Proclamation 20-28.13, the Civil Service Commission is temporarily restricted from holding in-person meetings. All meetings will be held virtually via the Zoom platform at this time. If you need to listen to the meeting via your telephone, please contact Becky Rogers at 360-427-9670, ext. 268 or Email: rsr@co.mason.wa.us, twenty-four (24) hours before the meeting to obtain the call in number for the Zoom meeting. DRAFT Virtual Agenda Mason County Civil Service Commission Thursday, December 17, 2020 5:00 P.M. Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, William Kendrick and Mark Nault Business: 1. Approval of Minutes: November 19, 2020 regular meeting minutes. Action 2. Chief Examiner Update 2.1. Position Tracking - 5 vacant funded and unfunded FTE positions. 2.2. Approval of Establishment of Eligibility List for Financial Assistant Action 2.3. Approval of Establishment of Eligibility List for Support Specialist II Action 3. Sheriff's Office Update 4. Adjourn Next regular meeting is Thursday, January 15, 2021 Americans with Disabilities Act(ADA)accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 360-427-9670, Ext 268 or rsr(a�co.mason.wa.us twenty-four(24)hours prior to the meeting. Mason County Civil Service Commission Meeting Minutes November 19, 2020 The regular meeting was called to order at 5:00 p.m. virtually via the Zoom platform by Chairperson Ickes. Attendance: Susan Ickes, Chair; William Kendrick, Vice-Chair; Mark Nault, Commissioner Others: Tami Beyer, Sheryl Hilt, and Becky Rogers. Business: 1. Approval of Minutes: October 15, 2020 regular meeting minutes and November 5, 2020 special meeting minutes. Cmmr. Nault/Kendrick moved and seconded to approve the regular meeting minutes dated October 15, 2020 and the November 5, 2020 special meeting minutes. Motion carried unanimously. 2. Chief Examiner Update 2.1. Position Tracking - 6 total vacant FTE positions - 4 funded and 2 unfunded positions. 3. Sheriff's Office Update 3.1. Background Investigation Status - A female candidate has been given a conditional offer of employment for patrol deputy; two additional candidates are in the background process for patrol deputy. 3.2. Records Specialist (Support Specialist 2) Vacant Position - Chief Beyer stated a hiring freeze has been in place in the Sheriff's Office in 2020 not knowing what the year will bring. The MCSO has decided to lift the hiring freeze and proceed with moving forward, at this time, to fill this vacant position. 3.3. Memorandum of Understanding with Woodworkers Local Lodge W38 IAM for the collective bargaining agreement for the Corrections/Support Staff - Chief Beyer reported a draft MOU is in process to change the titles for Clerk, Record Specialist and Civil Clerk to Support Specialist 1, 2 and 3. The draft that Frank Pinter is working on will be presented to Chief Beyer. 3.4. Transport Deputies - Sheryl Hilt noted the county commissioners in their recent budget briefing are now holding off on approval of one of the two transport deputies for 2021 to reduce expenditures. The 2021 draft budget is not balanced. It appears that Building 10 will be a while before it opens and therefore the Commissioners could hold off on approval of the second position. Chair Ickes asked if recruitment is occurring for the two additional unfunded positions. Ms. Hilt noted that there has been a vacant corrections deputy position since April. Recruitment has been ongoing for many months with Mason County Civil Service Commission Meeting Minutes November 19,2020 Page 2 limited interest in the position. Becky Rogers added that Public Safety Testing is continuously testing for Correction Deputy positions. There is a sign in front of the Jail advertising they are hiring Corrections Deputies. Chair Ickes asked when the County 2021 budget would be adopted. Ms. Hilt stated the County Commissioners budget hearing is set for the early part of December. The Civil Service will postpone any further action until the 2021 County budget is approved. Chair Ickes asked that Chief Hanson be invited to attend the December meeting to discuss the two unfunded transport deputy positions. 4. Adjourn - The meeting adjourned at 5: 15 p.m. Approved Susan Ickes William Kendrick Mark Nault Chair Vice-Chair Commissioner Becky Rogers Secretary/Chief Examiner Mason County Support Services Department 411 North S'h Street Shelton,WA 98584 360.427.9670 Frank Pinter, Director MEMORANDUM To: Civil Service Commission From: Becky Rogers, Secretary/Chief Examiner Date: 12/17/2020 Subject: Civil Service Position Tracking Listed below are the 2020 Civil Service positions which are funded and vacant*: Vacant Positions i FTE—Financial Assistant(Eff 12/4/2020) 1 FTE—Corrections Deputy(Eff. 4/1/2020) 1 FTE -- Records Specialist (Eff. 1/30/2019) 3 FTE Vacant Positions Listed below are the zozo Civil Service positions, which are unfunded and vacant*: 2 FTE—Corrections Deputy(Transport Deputies) (Eff. 10/15/2020) 5 FTE Total Vacant Positions - Funded and Unfunded *Per MUNIS 12/10/2020 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management ITEM 2.2 - Approval of establishment of an eligibility list for the Financial Assistant position. Suggested Motion: Move to approve establishment of an eligibility list for the Financial Assistant position, Mason County Civil Service Commission Establishment of Eligibility List Job # 20-66 Job Title: Financial Assistant Department: Sheriff's Office Salary: $4,364 - $5,124 Reports To: Finance Manager Opening Date: December 14, 2020 Closing Date: January 4, 2021 GENERAL DESCRIPTION An incumbent in this entry-level position performs a variety of basic financial record keeping work for the Mason County Sheriff's Office. Duties may include but are not limited to payroll and personnel records, and general accounting and support services tasks as assigned. Work is performed independently, but may be reviewed for thoroughness, accuracy, and conformance to established policies and procedures. Incumbents must possess ability to use sound, independent judgment. This classification specification reflects the general concept and intent of the classification and should not be construed as a detailed statement of all the work requirements that may be inherent in the position. EXAMPLES OF DUTIES (duties include but are not limited to the following) Prepares, processes, and audits payroll for the sheriff's office. Prepares statistical reports including, leave reports, and payroll. May undertake independent research projects as assigned and prepare various schedules and reports. Completes all purchasing orders and requisitions as directed. Prepares audits, reconciles, and processes invoices and other financial documents to ensure accuracy, proper coding, adequate explanations, and other applicable information in accordance with appropriate regulations. Provides information and direction to the public in the business office, over the telephone and at the front counter. Assists the Accountant in reconciling and accounting for sums of cash received for service fees and various facility programs. Participates in the establishment of and maintains procedures pertaining to the operations of the section. Operates calculators, computers, and other office machines as required by the duties of the position. Prepares, tracks, documents files and audits personnel, medical and training records as required by accreditation standards. Regular, reliable and punctual attendance. QUALIFICATIONS-EDUCATION-EXPERIENCE Must be at least 21 years of age at time of appointment. Pursuant to RCW 41.14.100, must be a US citizen and be able to speak, read, and write the English language. Must possess a high school diploma or GED. One year of college level accounting course work and two years of accounting work experience. Experience may substitute for education requirement on a year-for-year basis. Acceptable scores on Civil Service skills examinations. Ability to pass a background investigation which includes a polygraph exam and behavioral assessments. Ability to use a personal computer and related software packages to successfully perform the essential job functions of the position. Ability to communicate clearly and concisely orally and in writing. DESIRED SKILLS Knowledge of methods and practices of financial recordkeeping, accounting, and bookkeeping including financial terminology, business math, modern office practices and procedures, and equipment. Knowledge of BARS governmental accounting and reporting systems. Knowledge of contemporary word processing, spreadsheet, and database software. Ability to prioritize tasks and work with minimal supervision. TO APPLY Civil Service application packet can be downloaded from the website at: http://www.co.mason.wa.us/forms/civil-service/entry gpplication.pdf or by picking up an application at the Mason County Human Resources Office at 423 N. 5th Street, Shelton, WA. Applications can be mailed to 411 N. 511 Street, Shelton, WA 98584 or emailed to civiI service(CD-co.mason.wa.us or faxed to 360-427-8439. Mason County is an Equal Opportunity—Affirmative Action Employer ITEM 2.3 - Approval of establishment of an eligibility list for the Support Specialist II position. Suggested Motion: Move to approve establishment of an eligibility list for the Support Specialist II position. Mason County Civil Service Commission Establishment of Eligibility List Job # 20-67 Job Title: Support Specialist II Department: Sheriff's Office Salary: $4,054 - $4,399 Reports To: Division Chief Opening Date: December 14, 2020 Closing Date: January 4, 2021 GENERAL DESCRIPTION An incumbent in this position performs a variety of duties associated with the management and maintenance of the central file system mandated by law and required for the proper operation and administration of a law enforcement agency for the Mason County Sheriff's Office. Duties may include but are not limited to processing disclosure requests, compiling statistical data reports for audits and other governmental agencies, and general support services tasks as assigned. Work is performed independently, but may be reviewed for thoroughness, accuracy, and conformance to established policies and procedures. Incumbents must possess ability to use sound, independent judgment. This classification specification reflects the general concept and intent of the classification and should not be construed as a detailed statement of all the work requirements that may be inherent in the position. EXAMPLES OF DUTIES (duties include but are not limited to the following) Prepares, processes, and audits records for the sheriff's office. Prepares statistical data and audit reports for internal uses and external agencies. May undertake independent research projects as assigned and prepare various schedules and reports. Oversee computer reporting within the Mason County Sheriff's Office. Process public disclosure requests as mandated by Washington State Law. Provides information and direction to the public in the business office, over the telephone and at the front counter. Prepares, tracks, documents files for public record litigation hold notices and retains records according to the Secretary of State record retention schedule and standards. Regular, reliable and punctual attendance. Provide basic required Public Disclosure and Criminal History Record Training to Sheriff's Office Employees as needed to maintain compliance and to address deficits.The Support Specialist 2 works with a variety of complex software and programs on a daily basis. Incumbents may experience highly stressful situations in the process of resolving problems under strict deadlines. Incumbents are expected to function with considerable independence and have latitude in exercising independent judgment within the framework of existing public disclosure laws and policies and procedures. Work is performed under general supervision and is reviewed periodically for adequacy and accuracy of records, reports, and functions. This class is distinguished from the Support Specialist 1 due to the required public disclosure and criminal history duties. This is a competitive examination process and requires the incumbent have prior experience in police services or a combination of equivalent qualifying specialized experience, knowledge, skills and abilities. This position requires a higher level of accountability, stress and deadlines inherent to the position and required proficiency in ability to use independent judgement under general supervision. In addition to be relied upon to provide training as directed to maintain compliance and expected standards. QUALIFICATIONS Must be at least 21 years of age at time of appointment. Pursuant to RCW 41.14.100, must be a US citizen and be able to speak, read, and write the English language. Must possess a high school diploma or GED. Acceptable score of 70% on Civil Service skills examinations. Ability to pass a background investigation which includes a polygraph exam and behavioral assessments. Knowledge of: Functions and procedures of a law enforcement agency. Public Record Disclosure Laws and how to apply them to a request. Business English, composition, grammar, spelling, punctuation, and letter format. Mason County is an Equal Opportunity—Affirmative Action Employer Ability to: Ability to use a personal computer and related software to successfully perform the essential job functions of the position. Communicate effectively, both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations. Maintain confidentiality of sensitive and confidential information. Organize and preserve essential records. Prioritize effectively to meet strict deadlines. Demonstrate one year of experience in a clerical position required to produce records electronically from databases for outside agencies and the ability to redact information using the appropriate software. Ability to maintain courteous attitude under stressful situations when citizens and staff are in various states of anxiety. Ability to deal with graphic language, photos, and events. Ability to perform duties of Support Specialist 1 EDUCATION AND EXPERIENCE Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. A typical way to obtain the knowledge and abilities would be: High school diploma or G.E.D. and two years of college or two years of progressively responsible office and clerical experience. TO APPLY Civil Service application packet can be downloaded from the website at http://www.co.mason.wa.us/forms/civil-service/entry-gpplication.pdf or by picking up an application at the Mason County Human Resources Office at 423 N. 5th Street, Shelton, WA. Applications can be mailed to 411 N. 5th Street, Shelton, WA 98584 or emailed to civilservice(a)co.mason.wa.us or faxed to 360-427-8439. Mason County is an Equal Opportunity-Affirmative Action Employer