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HomeMy WebLinkAbout11/05/2020 Per the Governor's Proclamation 20-28.11, 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 Special Meeting Agenda Mason County Civil Service Commission Thursday, November 5, 2020 5:00 P.M. Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, William Kendrick and Mark Nault Business: 1. Public Hearing Approval of revisions to Civil Service Rules relating to the Clerical Matrix. Action 2. Approval of revisions to the Position Descriptions for the following positions: Clerk, Records Specialist and Civil Clerk Action 3. Adjourn 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 Notice of Hearing NOTICE IS HEREBY GIVEN that the Mason County Civil Service Commission will hold a virtual public hearing on Thursday,November 5, 2020, at 5:00 p.m. SAID HEARING will be to consider the following revisions to the Civil Service Rules (CSR)— See attached: Revise CSR Section 6.1 - Examinations New CSR 6.14 - Clerical Promotions New CSR 7.4 H—Removals of Names by Chief Examiner If questions prior to the hearing, please contact the Chief Examiner at (360) 427- 9670, ext. 268. All interested citizens are invited to attend to speak for or against the proposal. DATED this 15th day of October 2020. MASON COUNTY CIVIL SERVICE COMMISSION Becky Rogers, Chief Examiner c: Mason County Sheriff Post: Building 9 (Human Resources) Bulletin Board Mason County Civil Service Website If special accommodations are needed,please contact the Human Resources office,427-9670, Ext. 268. New Language 6.1 Examinations: All examinations shall be impartial and shall relate to those matters that will fairly test the capacity and fitness of candidates to efficiently perform the duties of the position to be filled. Examinations may include written, oral, physical fitness, and performance tests, or any combination of these. Tests may take into consideration such factors as education, experience, aptitude, knowledge, physical fitness, or any other qualifications or attributes that, in the judgment of the commission or chief examiner, enter into the determination of the relative fitness of applicants. The results of personality tests, if given, may be considered as part of the scoring of any oral examination. Support Specialist Examination Process. Written application and examination by Civil Service in the presence of the chief examiner. Any of the examination modes outlined in Civil Service Rules 6.14 may be altered for good cause in the discretion of the Civil Service Commission 6.10 Promotional Examinations: Vacancies may be filled through promotional examination. When the commission determines that there will be a promotional examination, the commission shall: A. Establish, in addition to other eligibility requirements, the required minimum period of service in the lower classification or classifications, which shall not be less than one year; B. Approve the examination plan for each promotional examination process, which shall include the date of a single examination, or each date of a multiphase examination process; C. Set the minimum score required to advance in each phase of a multi- phased examination process if a minimum score will be required; D. Set the maximum number of applicants that may advance at the completion of each phase of a multiphase examination process. 1. When two or more applicants achieve the same minimum score and occupy the lowest rank of applicants approved to advance from the preliminary ranking examination, then all applicants with that minimum score advance to the next phase of the examination process even if the resulting number of applicants to advance will exceed the maximum set in accordance with Section 6.10. 2. A preliminary ranking examination may be waived by the chief examiner when the number of applications received at the deadline for filing applications is equal to or less than the number approved to advance from a preliminary ranking examination. E. Veteran's Scoring Criteria: Veteran's as defined by RCW 41.04.005 who were called to active military service from employment with Mason County shall be awarded 5 (five) percent added to promotional examinations until the first promotion only (RCW 41.04.10(3)). 6.14 Clerical Promotions: When vacancies occur in any grade they shall, whenever practicable, be filled by promotion from the next lower grade. Such promotions shall be upon merit and examination open to members from the next lower grade or grades of the division in which the vacancies exist, as may be determined by the Commission. Promotion shall be made upon positive merit of the person promoted as shown by previous service, as well as upon merit shown by the examination. 1. Examinations for promotions shall be practical in character and shall test the general intelligence, accuracy, and qualifications of the applicants for the position involved. 2. No person who fails to attain a 70/100 score or 70% average overall complete proficiency shall be deemed eligible for promotion. 3. Qualifications for admission for promotional examinations are as set forth in CSR Section 6.10 New Language 6.1 Examinations: All examinations shall be impartial and shall relate to those matters that will fairly test the capacity and fitness of candidates to efficiently perform the duties of the position to be filled. Examinations may include written, oral, physical fitness, and performance tests, or any combination of these. Tests may take into consideration such factors as education, experience, aptitude, knowledge, physical fitness, or any other qualifications or attributes that, in the judgment of the commission or chief examiner, enter into the determination of the relative fitness of applicants. The results of personality tests, if given, may be considered as part of the scoring of any oral examination. Support Specialist Examination Process. Written application and examination by Civil Service in the presence of the chief examiner. Any of the examination modes outlined in Civil Service Rules 6.14 may be altered for good cause in the discretion of the Civil Service Commission 6.10 Promotional Examinations: Vacancies may be filled through promotional examination. When the commission determines that there will be a promotional examination, the commission shall: A. Establish, in addition to other eligibility requirements, the required minimum period of service in the lower classification or classifications, which shall not be less than one year; B. Approve the examination plan for each promotional examination process, which shall include the date of a single examination, or each date of a multiphase examination process; C. Set the minimum score required to advance in each phase of a multi- phased examination process if a minimum score will be required; D. Set the maximum number of applicants that may advance at the completion of each phase of a multiphase examination process. 1. When two or more applicants achieve the same minimum score and occupy the lowest rank of applicants approved to advance from the preliminary ranking examination, then all applicants with that minimum score advance to the next phase of the examination process even if the resulting number of applicants to advance will exceed the maximum set in accordance with Section 6.10. 2. A preliminary ranking examination may be waived by the chief examiner when the number of applications received at the deadline for filing applications is equal to or less than the number approved to advance from a preliminary ranking examination. E. Veteran's Scoring Criteria: Veteran's as defined by RCW 41.04.005 who were called to active military service from employment with Mason County shall be awarded 5 (five) percent added to promotional examinations until the first promotion only (RCW 41.04.10(3)). 6.14 Clerical Promotions: When vacancies occur in any grade they shall, whenever practicable, be filled by promotion from the next lower grade. Such promotions shall be upon merit and examination open to members from the next lower grade or grades of the division in which the vacancies exist, as may be determined by the Commission. Promotion shall be made upon positive merit of the person promoted as shown by previous service, as well as upon merit shown by the examination. 1. Examinations for promotions shall be practical in character and shall test the general intelligence, accuracy, and qualifications of the applicants for the position involved. 2. No person who fails to attain a 70/100 score or 70% average overall complete proficiency shall be deemed eligible for promotion. 3. Qualifications for admission for promotional examinations are as set forth in CSR Section 6.10 7.4 Removals of Names by Chief Examiner: The chief examiner may at any time remove the name of an eligible person from an eligibility list for any one or more of the following causes: A. A request from the eligible person that his or her name be temporarily or permanently removed. B. Failure to respond to an inquiry by the commission or sheriff's office regarding the eligible person's availability. C. Failure to respond to any documented request for any form of contact within the established and published period of time, or failure to provide requested information in connection with any one of the following: medical examination, background investigation, employment interview, polygraph examination, or psychological examination. D. Declining an offer of regular employment. E. For attempted deception, fraud, or other impropriety in connection with any application or test or the securing of an appointment; failure to pass a required test; or if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. F. In any case where the chief examiner finds that an eligible person is or has in any manner become disqualified for the position for which they are listed in accordance with Rule 8.5. G. Failure to notify the chief examiner of changes in address. H. In the case of promotional lists only, upon separation, other than layoff, from the classified service. I. Failure to attain a score of 70% on the employment interview. MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION rxcr Title: Support Specialist 1 Department: Sheriff's Office Affiliation: IWA Reports to: Division Chief Exempt: Non-Exempt: X Supervises/Directs: None Job Class: Risk Class: Salary Range: According to current Collective 3013 5306-07 Bargaining Agreement Civil Service Commission Approval Elected Official / Human Resources Date: MMIDD12020 Approval Date: MMIDD12020 GENERAL DESCRIPTION Provides a variety of specialized administrative support services in a law enforcement agency under general supervision. Employees provide assistance to the public, law enforcement, and court employees and perform various office support work in person, over the phone, and through written correspondence. Work involves a variety of support services tasks providing timely, reliable, and accurate information; processing a variety of records, court document, and other paperwork; entering, validating, and correcting information in various computer systems. This class 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 a position. ESSENTIAL JOB FUNCTIONS (any one position may not include all duties listed, nor do the examples include all tasks that may be performed in positions of this class.) • Responsible for independently accomplishing daily objectives of a specialized enforcement or compliance support function • Recommends updates to forms and department policy. • Interacts with Mason County Sheriff's Office employees, correction officers, law enforcement agencies, court officials, prosecutor's office, and the public on issues in assigned duty areas. • Reviews and processes time sensitive legal documents from criminal justice, social services, professional organizations, citizens, and public disclosure requests to ensure accuracy, completeness, and legal compliance with federal and state laws and sheriff's office policy. • Initiates legal documents as needed. Clarifies, and/or provides guidance on Revised Codes of Washington, various types of court orders, subpoenas, affidavits and other legal documents to assist officer(s) in the field in determining proper legal course of action. Est. 1996/Rev 1-06.200/Rev.2-04/07/2014/Rev. 3-11/15/2018/Rev.4-MM/DD/2020 Page 1 of 3 Support Specialist 1 • Answers inquiries and receives requests for service from citizens and staff by phone, mail, fax, and in person. Provides information and instructions or makes contacts and referrals to persons and organizations. • Processes permits and legal documents as needed, which may include various types of court orders, subpoenas, affidavits, warrants and other legal documents. • Administrative support to the Sheriff, his Command Staff and/or other leadership as needed. • Regular, reliable and punctual attendance. DISTINGUISHING FEATURES The Support Specialist 1 works with a variety of complex software and legal systems on a daily basis including multiple Mason County systems, jail systems, and state and federal reporting systems. 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 policies and procedures. Work is performed under general supervision and is reviewed periodically for adequacy and accuracy of records, reports and functions. The Support Specialist 1 class is distinguished from the Support Specialist 2 & 3 due to its minimum qualifications. WORKING CONDITIONS Work is generally performed indoors in an office environment, both in the sheriff's office and the corrections facility. Lifting may be required, usually not in excess of 50 pounds. May be required to deliver items and operate county vehicles. Duties may include interaction with individuals who may be hostile or angry. 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 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 type proficiently and accurately. • Ability to communicate clearly and concisely orally and in writing. Est. 1996/Rev 1-06.200/Rev.2-04/07/2014/Rev. 3-11/15/2018/Rev.4-MM/DD/2020 Page 2 of 3 Support Specialist 1 DESIRED SKILLS • Knowledge of contemporary office practices and procedures. • Knowledge of business mathematics grammar and spelling. • Ability to maintain confidentiality of sensitive information. • Ability to operate contemporary office equipment including fax and copy machines, calculators and computer systems. REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment & Discrimination —Annually Smart Risk Management—Once Slip, Trip and Fall —Annually Safe Lifting Practices—Annually FEMA IS 100.c and 700.b All employee's-Once REGULAR MONITORED DRIVER: Yes X No Additional job specific trainings may be issued at a later date. Civil Service Commission Signature of Approval: Date: Date: Date: Elected Official / Human Resources Signature of Approval: Date: I have read and understand the above position description: Employee Name: Date: Employee Signature: Est. 1996/Rev 1-06.200/Rev.2-04/07/2014/Rev. 3-11/15/2018/Rev.4-MM/DD/2020 Page 3 of 3 Support Specialist 1 MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION Title: Support Specialist 2 Department: Sheriff's Office Affiliation: IWA Reports to: Division Chief Salary Range: According to the Collective Supervises/Directs: None Bargaining Agreement Risk Class: 5306-07 Job Class: 3011 Exempt_ Non Exempt X Civil Service Commission Approval Date: Elected Official/Human Resources MMIDD12020 Approval Date: MMIDD12020 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. ESSENTIAL JOB FUNCTIONS • 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 required Public Disclosure and Criminal History Record Training to Sheriff's Office Employees as needed to maintain compliance as to address deficits. Est..6.19.1996/Rev 1-1.17.2013/Rev 2-1.21.2016/Rev 3-11.15.2018; Rev 4-MM/DD/2020 Page 1 of 3 Support Specialist 2 DISTINGUISHING FEATURES 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. WORKING CONDITIONS Work is generally performed indoors in an office environment. Lifting of records and reports may be required, usually not in excess of 50 pounds. Maybe required to deliver items and operate county vehicles. Physical hazards may occur occasionally when dealing with hostile clients. 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. 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 REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment& Discrimination—Annually Smart Risk Management— Once Slip, Trip and Fall —Annually Safe Lifting Practices—Annually FEMA IS 100.c and 700.b All employee's-Once Est..6.19.1996/Rev 1-1.17.2013/Rev 2-1.21.2016/Rev 3-11.15.2018; Rev 4-MM/DD/2020 Page 2 of 3 Support Specialist 2 REGULAR MONITORED DRIVER: Yes X No Additional job specific trainings may be issued at a later date. Civil Service Commission Signature of Approval: Date: Date: Date: Elected Official / Human Resources Signature of Approval: Date: I have read and understand the above position description: Employee Name: Date: Employee Signature: Est..6.19.1996/Rev 1-1.17.2013/Rev 2-1.21.2016/Rev 3-11.15.2018; Rev 4-MM/DD/2020 Page 3 of 3 Support Specialist 2 I,, POP MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION �xu Title: Support Specialist 3 Department: Sheriff's Office Affiliation: IWA Reports to: Division Chief Salary Range: According to the current Supervises/Directs: None Collective Bargaining Agreement Risk Class: 5306-07 Job Class: 3012 Exempt_ Non Exempt X Civil Service Commission Approval Date: Elected Official/Human Resources Approval MMIDD12020 Date: MMIDD12020 GENERALTASKS Performs required services in processing civil papers; maintains appropriate records including applicable booking; ensures civil papers are processed in compliance with applicable Federal, State, and local laws and that bookkeeping is maintained in accordance with audit standards. ILLUSTRATIVE TASKS Including, but not limited to: Books in all civil papers from Superior and District Courts, attorneys and other law enforcement agencies, and prepares cover sheets for appropriate distribution. Makes returns of all papers, will bills, to attorneys, and receipts for monies received. Makes returns of all papers, with appropriate charges, to courts. Maintains appropriate, required files relating to civil papers. Including status and disposition. Prepares required forms and administers Sheriff's sales of real and personal property, levies and garnishments. Regular, reliable and punctual attendance. Perform the physical requirements of the position; work within the established working conditions of the position. May be required to assist with the duties and responsibilities of the Division Chief to include employee training with the exception of disciplinary matters. DISTINGUISHING FEATURES This class is distinguished from Support Specialist 1 & 2 due to the higher level of independent judgment and liability. The incumbent must demonstrate proficiency in all areas of Support Specialist 1, 2 & 3. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES This position requires knowledge of the principles of police services and governing laws relating to civil functioning; knowledge of civil functions and laws relating to Sheriff's sales of real and personal property, processing and conduction sales; knowledge of departmental missions, goals, policies and procedures, rules and regulations; ability to speak and write in a clear, concise, and comprehensive manner. Must be able to pass within the probationary period the Criminal Justice Training Commission training for Sheriff Civil — Basic and Sheriff Civil —Advanced. Est. 9.18.1996/Rev1-11.15.2018; Rev 2-01.23.2020/Rev 3-MMDD/2020 Support Specialist 3 Page 1 of 2 QUALIFICATIONS Possess basic bookkeeping skills and the ability to insure maintenance of civil records; general knowledge of office duties; possess basic computer skills and the ability to type a minimum of 50 words per minute; requires a high school diploma or GED, U.S. citizenship, and pass a written and / or oral examination; subject to background investigations and polygraph and psychological test. REQUIRED TRAINING FOR THIS POSITION Sexual Harassment & Discrimination —Annually Smart Risk Management—Once Slip, Trip and Fall —Annually Safe Lifting Practices—Annually FEMA IS 100.c and 700.b All employee's-Once FEMA IS 907 (Active Shooter) - annually REGULAR MONITORED DRIVER: Yes X No Additional job specific trainings may be issued at a later date. Civil Service Commission Signature of Approval: Date: Date: Date: Elected Official / Human Resources Signature of Approval: Date: I have read and understand the above position description: Employee Name: Date: Employee Signature: Est. 9.18.1996/Rev1-11.15.2018; Rev 2-01.23.2020/Rev 3-MMDD/2020 Support Specialist 3 Page 2 of 2