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HomeMy WebLinkAbout06/10/2021 Mason County Civil Service Commission Notice of Special Meeting NOTICE IS HEREBY GIVEN that the Mason County Civil Service Commission will hold a special meeting on Thursday, June 10, 2021 at 5:00 p.m. SAID meeting will be to consider the following items: 1) Approval of revisions to the Evidence Technician position description. 2) Approval of Job Posting for an Evidence Technician position. 3) Approval of revisions to the Support Specialist I, II, and III position descriptions. 4) Approval to schedule a special meeting and set a public hearing on Thursday, July 1, 2021 at 5:00 p.m. to consider approval of revisions to the Civil Service Rules relating to the Promotion in Place for Support Specialist positions. 5) Approval to cancel the June 17, 2021 regular Civil Service meeting. If questions prior to the hearing, please contact the Chief Examiner at(360) 427- 9670, Ext. 268. DATED this 8th day of May, 2021. MASON COUNTY CIVIL SERVICE COMMISSION Becky Rogers, Chief Examiner If special accommodations are needed,please contact the Human Resources office,427-9670, Ext. 422. Per the Governor's Proclamation 20-28.15, 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, June 10, 2021 5:00 P.M. Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, William Kendrick and Mark Nault Business: 1. Approval of revisions to the Evidence Technician position description. Action 2. Approval of Job Posting for an Evidence Technician position. Action 3. Approval of revisions to the Support Specialist I, II, and III position descriptions. Action 4. Approval to schedule a special meeting and set a public hearing on Thursday, July 1, 2021 at 5:00 p.m. to consider approval of revisions to the Civil Service Rules relating to the Promotion in Place for Support Specialist positions. Action 5. Approval to cancel the June 17, 2021 regular Civil Service meeting. Action 6. Adjourn Next regular meeting is Thursday, July 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. ITEM 1 - Approval of revisions to the Evidence Technician position description. Suggested Motion: Move to approve the revisions to the Evidence Technician position description. ITEM 2 - Approval of Job Posting for an Evidence Technician position. Suggested Motion: Move to approve the job posting for an Evidence Technician position. ITEM 3 - Approval of revisions to the Support Specialist I, II and III position descriptions. Suggested Motion: Move to approve the revisions to the Support Specialist I, II and III position descriptions. ITEM 4 - Approval to schedule a special meeting and set a public hearing on Thursday, July 1, 2021 at 5 :00 p.m. to consider approval of the Civil Service Rules revisions relating to the Promotion in Place for Support Specialist positions. Suggested Motion: Move to schedule a special meeting and set a public hearing on Thursday, July 1, 2021 at 5:00 p.m. to consider approval of the Civil Service Rules revisions relating to the Promotion in Place for Support Specialist positions. MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION rr.�r Title: Evidence Technician Department: Sheriff's Office Affiliation: IWA Reports to: Division Chief or Designee Salary Range: According to the current Collective Supervises/Directs: None Bargaining Agreement Risk Class: 1501-00 Job Class: 3008 Exempt_ Non Exempt X GENERAL DESCRIPTION: Maintain, under supervision of the Chief of the Detectives Division, the Evidence Section in the collection, preservation, transmittal, security, integrity and release of evidentiary and property items. ESSENTIAL JOB FUNCTIONS: Remove all property/evidence from the temporary storage areas and assign it a permanent storage place, in order to maintain the proper chain of evidence. Maintain accurate records of the storage location of all property/evidence so it is readily available to the courts or investigators. After the conclusion of the court process and when the property/evidence is released by the Prosecuting Attorney's Office, it is returned to its rightful owner and/or disposed in accordance with RCW statutes. Assist with evidence collection/transport off-site when directed in an on-call environment(i.e.in conjunction with a search warrant and/or major case investigation.) This position may be exposed to graphic detailed information, photographs and materials related to criminal cases. Prepare for sale, trade, retention, or disposal any property that cannot be returned to its rightful owner in accordance with RCW and document properly. Manage the impound facility; escort all non-evidence personnel and citizens into the secure area of the impound facility during search warrants,vehicle releases, maintenance, or other necessary reasons foraccess. Operates standard equipment such as vehicles, computers, copy machines, scanners, and telephones; operates other equipment such as radios, cameras, and alarm systems. Maintains and operates the Evidence Drying Cabinet; ensures the cabinet is sanitized and the filters are updated appropriately for use at all times when not currently in operation; able to perform cleaning of cabinet and hanging of potentially bio-hazardous evidence items while wearing appropriate PPE(Personal Protective Equipment)including a particle mask,safety glasses,gown or disposable jumpsuit, and gloves. Functions as the primary operator of the cabinet and may be called after-hours to process wet, potentially bio-hazardous items. Maintains a log of use of the cabinet including usage and maintenance. Manages emptying,tracking,and disposal of the contents of Unwanted Drug Collection Receptacles located at the North Mason Regional Fire Authority Fire Station#21 and the Mason County Sheriffs Office Shelton. Arranges for disposal of unwanted or purged ammunition and fireworks (commercially produced only)to the Washington State Patrol Bomb Squad.Arranges for proper storage and disposal of all bio-hazardous waste discarded at the Sheriff's Office North and South Precincts. Takes photographs of various evidence items as required. Conducts background checks for firearms/Concealed Pistol License returns including retrieving information from various government databases in a timely manner per RCW. Maintain ACCESS certification and required confidentiality requirements. Est. 11.17.2016/Rev 1 —11.15.2018; Rev 2—06.10.2021 Utilizes various databases to research and determine ownership and contact information for owners of property and evidence available for release. Work closely with deputies, records personnel, the court system, and the Prosecuting Attorney's Office to monitor the status of cases to determine what property/evidence can be disposed of without jeopardizing any action or due process of law. Work closely with crime labs by submitting evidence for testing and,after the testing is completed,take custody of the evidence, in order to maintain the proper chain of evidence. Care for and maintain, in a clean, orderly fashion, all property and evidence facilities and physical and digital evidence/property records and see that they are properly secured to maintain the chain of evidence. Care for and maintain a digital evidence system. Work with the Records Department to ensure the digital evidence retention is met. Work with the Records Department to ensure the Public Disclosure Laws are met for requests for digital evidence. Testify in court as to the proper chain of custody. Produce and update periodically procedures and training manuals for Evidence Section. Advise agency personnel on policies/procedures for packaging, documenting, and submitting evidence/property materials for storage and integrity. Provide departmental personnel with appropriate packaging supplies. This position maintains most current packaging and documentation standards acceptable within law enforcement and the criminal justicesystem. Compile statistics as requested. Enter, update, and search data in various modules of the Sheriffs Office RMS (Records Management System.) Respond to public and member inquiries by telephone, in person,and via email. Requisition equipment and supplies. Regular, reliable and punctual attendance. Other duties as assigned. DISTINGUISHING FEATURES: Ability to speak, read, and write the English language.Ability to follow oral and written instruction. Ability to understand and interpret procedures and regulations. Ability to operate standard equipment. Ability to operate other equipment as related to the Sheriffs Office Evidence section including the Evidence Drying Cabinet, radios, rolling jacks,security alarms, and cameras. Ability to communicate effectively with people regardless of age, sex, including persons with diminished social or behavioral capacities.Ability to maintain accurate and orderly records. Ability to perform strenuous physical tasks,such as dismantling equipment and lifting heavy items. Ability to work independently including prioritizing work duties to accommodate legal requirements and agency policies. Ability to function effectively in stressful or pressure situations. Ability to establish and maintain effective working relationships with other government agencies, other employees and the public. Ability to read, interpret, and categorize data rapidly and accurately. Ability to become ACCESS certified and maintain appropriate confidentiality requirements. Est. 11.17.2016/Rev 1 —11.15.2018; Rev 2—06.10.2021 Ability to deal with graphic language, report material, photos,video, orevents. Ability to work with computers and different technologies. WORKING CONDITIONS: Ability to lift objects weighing up to 50 pounds. Ability to see, with or without corrective lenses, well enough to read correspondence and law enforcement reports and information,focus for extended periods of time and perform general office work. Ability to hear with or without a hearing aid, and speak well enough to converse on the telephone, in person, and on a two-way radio.Ability to operate computer keyboard for extended periods of time. Ability to wear protective gear and clothing,when appropriate including filtration masks,safety glasses,nitrile or similar protective gloves,and protective suits. Ability to push large, heavy objects.Ability to climb ladders and stairs. Ability to lift objects overhead and bend to place or retrieve objects from lower shelves or the floor. Ability to perform basic cleaning functions; vacuuming, sweeping, mopping, and wiping/sanitizing of work surfaces and equipment. Ability to drive full-size Evidence van in various weather conditions up to 150 miles round-trip. MINIMUM QUALIFICATIONS: Must be at least 21 years of age at time of appointment. AA Degree-preferably in Criminal Justice or equivalent. Acceptable scores on civil Service examinations. Ability to pass a background investigation which includes a polygraph exam and/or behavioral assessments. Ability to legally possess a firearm. Pursuant to RCW 41.14.100, must be a U.S. citizen and be able to read and write the English language. Must possess a high school diploma or GED Must possess a valid Washington State Driver's License REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment& Discrimination—Annually Blood Bourne Pathogens—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: X Yes No DEFENSIVE DRIVING-ALL ANNUALLY: Basics R is for Reverse Intersections Reduce Winter Weather Accidents Est. 11.17.2016/Rev 1 —11.15.2018; Rev 2—06.10.2021 General Auto Risk Program for Drivers 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. 11.17.2016/Rev 1 —11.15.2018; Rev 2—06.10.2021 MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION Title: Support Specialist I 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 GENERAL DESCRIPTION Provides a variety of specialized administrative support services in a law enforcement agency under general supervision. Provides assistance to the public, law enforcement, and court employees and performs 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 1-06.2011/Rev.2-04.07.2014/Rev.3-11.15.2018/Rev.4-11.05.2020; Rev 5-6.10.2021 Page 1 of 4 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 and may include cash handling. Administrative support to the Sheriff, his Command Staff and/or other leadership as needed. Regular, reliable and punctual attendance. This position may at times experience highly stressful situations in the process of resolving problems under strict deadlines. This position is expected to function with considerable independence and have latitude in exercising independent judgment within the framework of existing policies and procedures. Work is reviewed periodically for adequacy and accuracy of records, reports and functions. DISTINGUISHING FEATURES The Support Specialist I 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. The Support Specialist I class is distinguished from the Support Specialist II & III classifications by their emphasis on learning and becoming proficient in the various tasks and functions of the position to which they are assigned. Support Specialist I's will generally work under closer supervision with less independence until proficiency is acquired. 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 or a lawful permanent resident 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. Knowledge of - General office practices and procedures. - Computers and other office equipment. - Sheriff's Office related documents, procedures and terminology. - Basic mathematical concepts. Est. 1996/Rev 1-06.200/Rev.2-04.07.2014/Rev. 3-11.15.2018/Rev.4-11.05.2020; Rev 5-6.10.2021 Page 2 of 4 Ability to - Learn Sheriff's Office software to successfully perform the essential job functions of the position. - Follow oral and written instructions. - Handle sensitive information with a high degree of confidentiality, - Deal with difficult and potentially volatile persons in a professional and calm manner, - Establish and maintain effective working relationships with co-workers, supervisors, Public Officials and the public. - Keyboard accurately and quickly. - Communicate effectively both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations - Set up and maintain a variety of files. - Sit or stand for long periods of time. - Multi task at a high level while performing the essential functions of the job. - Work under pressure and meet deadlines. - Operate standard office machines and equipment. - Maintain the confidentiality of sensitive and confidential information. - Physical ability to perform the essential functions of the job. 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: Required to have a high school diploma or G.E.D. One year of office support experience, preferably in a law enforcement, court, or legal office. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS Required to pass a background investigation, which includes a polygraph exam and behavioral assessments. If you drive to and from work and/or for any work related matter you must possess a valid Washington State Driver's License and vehicle insurance or request and approved reasonable accommodation. 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: Introduction to Incident Command System —All employees - Once FEMA IS-700.13: Introduction to National Incident Management System - 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. Est. 1996/Rev 1-06.200/Rev.2-04.07.2014/Rev. 3-11.15.2018/Rev.4-11.05.2020; Rev 5-6.10.2021 Page 3 of 4 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.4-11.05.2020; Rev 5-6.10.2021 Page 4 of 4 MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION Title: Support Specialist II 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 GENERAL DESCRIPTION Provides 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. Work involves a variety of support services tasks providing timely, reliable, and accurate information; processing disclosure requests, compiling statistical data reports for audits and other governmental agencies, and general support services tasks as assigned. 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 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.) 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. This position may at times experience highly stressful situations in the process of resolving problems under strict deadlines. Est..6.19.1996/Rev 1-1.17.2013/Rev 2-1.21.2016/Rev 3-11.15.2018; Rev 4-11.05.2020; Rev 5-6.10.2021 Page 1 of 4 Regular, reliable and punctual attendance. Provide required Public Disclosure and Criminal History Record Training to Sheriff's Office Employees as needed to maintain compliance and to address deficits. 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 within the framework of existing public disclosure laws and policies and procedures. DISTINGUISHING FEATURES The Support Specialist II works with a variety of complex software and programs on a daily basis. The incumbent has demonstrated proficiencies in the duties of Support Specialist I. This class is distinguished from the Support Specialist I due to the required public disclosure and criminal history duties. 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, 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 or a lawful permanent resident and be able to speak, read, and write the English language. • Must possess a high school diploma or GED. Knowledge of - Contemporary office practices and procedures. - Computers and other office equipment. - Sheriff's Office related documents, procedures and terminology. - Business mathematical concepts, grammar, and spelling. - Public Record Disclosure Laws Ability to - Learn Sheriff's Office software to successfully perform the essential job functions of the position. - Ability to apply Public Record Disclosure Laws to public records requests. - Ability to organize and preserve essential records. - Follow oral and written instructions. - Prioritize effectively to meet strict deadlines. - Handle sensitive information with a high degree of confidentiality. - Deal with difficult and potentially volatile persons in a professional and calm manner. Est..6.19.1996/Rev 1-1.17.2013/Rev 2-1.21.2016/Rev 3-11.15.2018; Rev 4-11.05.2020; Rev 5-6.10.2021 Page 2 of 4 - Establish and maintain effective working relationships with co-workers, supervisors, Public Officials and the public. - Keyboard accurately and quickly. - Communicate effectively both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations. - Set up and maintain a variety of files. Sit or stand for long periods of time. Multi task at a high level while performing the essential functions of the job. Work under pressure and meet deadlines. Operate standard office machines and equipment. Maintain the confidentiality of sensitive and confidential information. Physical ability to perform the essential functions of the job. 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: Required to have a high school diploma or G.E.D. A minimum of two years as Support Specialist I, or its equivalent, PLUS the initiative and ability to show proficiency in: a) Perform the duties as a Support Specialist I, b) Ability to operate departmental software efficiently and accurately, and c) Ability to review documents and videos which may have graphic language, photos and events. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS Required to pass a background investigation, which includes a polygraph exam and behavioral assessments. If you drive to and from work and/or for any work related matter you must possess a valid Washington State Driver's License and vehicle insurance or request and approved reasonable accommodation. REQUIRED TRAINING FOR THIS POSITION Public Records Training and ongoing annual training requirements for public record officers — Annually Record Retention Training - Annually Sexual Harassment & Discrimination —Annually Smart Risk Management— Once Slip, Trip and Fall —Annually Safe Lifting Practices —Annually FEMA IS-100.C: Introduction to Incident Command System —All employees - Once FEMA IS-700.13: Introduction to National Incident Management System - 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. Est..6.19.1996/Rev 1-1.17.2013/Rev 2-1.21.2016/Rev 3-11.15.2018; Rev 4-11.05.2020; Rev 5-6.10.2021 Page 3 of 4 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 4-11.05.2020; Rev 5-6.10.2021 Page 4 of 4 MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION Title: Support Specialist III 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 GENERAL DESCRIPTIONS Performs required services in processing civil papers; maintains appropriate records including applicable book; ensures civil papers are processed in compliance with applicable Federal, State, and local laws and that bookkeeping is maintained in accordance with audit standards. Work involves a variety of highly technical support services tasks providing timely, reliable, and accurate information. This position possesses the skills, expertise to provide assistance to the division Chief, Support Specialists I, and II staff members. 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 (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.) Books in all civil papers from Superior and District Courts, attorneys and other law enforcement agencies, and prepares cover sheets for appropriate distribution. Ensures 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. Est. 9.18.1996/Rev1-11.15.2018; Rev 2-01.23.2020/Rev 3-11.05.2020; Rev 4-6.10.2021 Page 1 of 4 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. DISTINGUISHING FEATURES This class is distinguished from Support Specialist I & II due to the higher level of independent judgment and liability. The incumbent must demonstrate proficiency in all areas of Support Specialist I & ll. This class is distinguished from the Support Specialist I and II due to the required knowledge of civil records, public records, and the operation of the Sheriff's Office. The position requires an expertise level of accountability. Stress and deadlines inherent to the position require proficiency and the ability to use independent judgement under general supervision. In addition, the position is relied upon to provide training as directed to maintain compliance and expected standards. 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 or a lawful permanent resident and be able to speak, read, and write the English language. • Must possess a high school diploma or GED. Knowledge of - The principles of police services and governing laws relating to civil function. - Civil functions and laws relating to Sheriff's sales of real and personal property, processing and conduction of sales. - Departmental missions, goals, policies and procedures, rules and regulations Ability to - Ability to successfully perform the essential job functions of the position. - Ability to apply Public Record Disclosure Laws to public records requests. - Ability to organize and preserve essential records. - Follow oral and written instructions. - Prioritize effectively to meet strict deadlines. - Handle sensitive information with a high degree of confidentiality. - Deal with difficult and potentially volatile persons in a professional and calm manner. - Establish and maintain effective working relationships with co-workers, supervisors, Public Officials and the public. - Keyboard accurately and quickly. - Communicate effectively both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations. - Set up and maintain a variety of files. - Sit or stand for long periods of time. - Multi task at a high level while performing the essential functions of the job. - Operate standard office machines and equipment. - Maintain the confidentiality of sensitive and confidential information. - Physical ability to perform the essential functions of the job. Est. 9.18.1996/Rev1-11.15.2018; Rev 2-01.23.2020/Rev 3-11.05.2020; Rev 4-6.10.2021 Page 2 of 4 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: Required to have a high school diploma or G.E.D. A minimum of two years as Support Specialist II, or its equivalent, PLUS the initiative and ability to show proficiency in: a) Perform the duties as a Support Specialist I and II, b) Ability to operate departmental software efficiently and accurately, and c) Ability to process civil documents in accordance with laws, rules, and regulations appropriately. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS Required to pass a background investigation, which includes a polygraph exam and behavioral assessments. If you drive to and from work and/or for any work related matter you must possess a valid Washington State Driver's License and vehicle insurance or request and approved reasonable accommodation. REQUIRED TRAINING FOR THIS POSITION Criminal Justice Training Commission - Sheriff's Civil Function — Basic & Advanced — Pass within probationary period. Public Records Training and ongoing annual training requirements for public record officers —Annually Record Retention Training - Annually Sexual Harassment & Discrimination —Annually Smart Risk Management — Once Slip, Trip and Fall —Annually Safe Lifting Practices — Annually FEMA IS-100.C: Introduction to Incident Command System —All employees - Once FEMA IS-700.13: Introduction to National Incident Management System - 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: Est. 9.18.1996/Rev1-11.15.2018; Rev 2-01.23.2020/Rev 3-11.05.2020; Rev 4-6.10.2021 Page 3 of 4 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 3-11.05.2020; Rev 4-6.10.2021 Page 4 of 4 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, July 1, 2021, at 5:00 p.m. SAID HEARING will be to consider revisions to the following Civil Service Rules: Section 2. Definitions; and Section 6.10 Promotional Examinations; and Section 6.14 Clerical Promotions (Promotions in Place). (See attached) 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 I Oth day of June, 2021. 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. 2. DEFINITIONS Definitions of terms used in these rules and regulations: Unless a different meaning is plainly required by the context, the following words and phrases, as used in these rules and regulations, have the meanings indicated ALLOCATE means the act of assigning each position to its proper class. APPOINT means the act of the appointing authority in assigning to a position an eligible applicant who has been certified by the chief examiner for assignment in such position. APPOINTING AUTHORITY means the Mason County Sheriff or his or her designee. CERTIFY means the act of the chief examiner in supplying the appointing authority with the names of eligible persons to fill a vacant position in the classified service for which certification is requested. CHIEF EXAMINER means the position of secretary and chief examiner of the Commission. CLASS/CLASSIFICATION means a position or group of positions having similar duties, responsibilities, and authority, requiring similar qualifications, which can be properly designated by one title indicative of the nature of the work and salary range. CLASSIFIED SERVICE means all positions within the Mason County Sheriff's Office except those specifically included in the unclassified service. COMMISSION means the Mason County Civil Service Commission. COMMISSIONER means any one of the members of the Mason County Civil Service Commission. CONTINUOUS SERVICE means employment in the classified service as a regular or probationary employee for the requisite period of time immediately preceding the application deadline or other deadline as established by the commission that is uninterrupted except for authorized leave of absence, disability or family medical leave, or separation due to layoff; however, time lost due to layoff, disability leave, or approved absence in excess of 30 days without pay shall not be included in the determination of length of continuous service except as otherwise provided by these rules or required by federal or state statute. DEMOTION means the change of a regular employee from a position in one class to a position in another class having a lower maximum salary range. ELIGIBLE means a person listed on an active eligibility list that has rights under these rules to be certified for appointment. ELIGIBILITY LIST means a list of all persons who have qualified for appointment to positions within a certain class under the provisions of these rules and who have not yet been appointed to such class or removed from such list in accordance with these rules. EMPLOYEE means a person occupying a position within the classified service who is paid a salary or wage for services rendered. EXTRA HELP means a temporary appointment above normal staffing levels during a short term, non-emergency situation requiring additional staff. Reasons for extra help include but are not limited to leaves, boat patrol, special events, training, and unforeseen service needs. LATERAL ENTRY means entrance into a Deputy Sheriff or Correction Officer position through an open competitive testing process, where candidates are required to be currently employed in a like classification. LEOFF means the Washington law enforcement officers and fire fighters retirement system. PART-TIME EMPLOYEE means an eligible person hired off of an eligibility list, lateral entry list, recall list, or rehire list into the classified service of the sheriff's office that is an employee hired in a regular, county-budgeted position who is budgeted to work set hours on a regular, recurring basis for a minimum of twenty hours and less than forty hours per week, and is subject to the rights, responsibilities, and rules of civil service; or PRELIMINARY RANKING EXAMINATION means an examination used to narrow and rank the field of applicants in the first phase of a multi-phased examination process. POSITION means a group of current duties and responsibilities described by a job specification that has been assigned or delegated by the appointing authority and that requires the full time or part time service of an employee. PROBATIONARY EMPLOYEE means any employee who is serving a probationary period. PROBATIONARY PERIOD means a trial employment period prior to regular employment to test the actual performance of duties and to determine the employee's fitness for the position. PROMOTION (and Promotion in Place) means the appointment of an employee certified from the appropriate promotional register to a position in a class having a higher maximum salary range. PROMOTIONAL LIST means an eligibility list established by a promotional examination. PROVISIONAL APPOINTMENT means a non-competitive appointment to fill a classified position pending establishment of an eligibility list for the class. PROVISIONAL EMPLOYEE means any employee filling a position by provisional appointment. REALLOCATE means reassigning a position to a different class in the classification plan. RECALL LIST means an eligibility list established by listing former regular or probationary employees who have been separated from the classified service by layoff and current employees who have been reclassified or reallocated in accordance with Rule 4.8. RECLASSIFY means changing the classification of a position. REFERRAL means the names certified by the Chief Examiner to the appointing authority in response to a request in order to fill a position. REHIRE LIST means an unranked employment list of persons who resigned voluntarily, left employment due to being laid off, or was reclassified or reallocated from the sheriff's office. REGULAR EMPLOYEE means any employee in the classified service who has completed a probationary period in a regular county budgeted position. REINSTATEMENT means the appointment to the formerly held position without competitive examination of an employee who separated from the classified service while in good standing, who has completed the probationary period in the classification, and who has maintained the qualifications for the position. RESIGNATION means a voluntary separation from employment initiated by an employee in writing. SELECTIVE CERTIFICATION means certification of names from an eligibility list for a position as requested by the appointing authority based on specific bona fide occupational qualifications that are necessary for sexual privacy, medical or psychological treatment, or undercover law enforcement. SHERIFF means the elected Mason County Sheriff. SUSPENSION means the temporary removal of an employee from duty. TRANSFER means the change of a regular employee from one position to another position within the same classification, or the change of a regular employee from one classification to another. UNCLASSIFIED SERVICE consists of the positions of sheriff, undersheriff, chief criminal deputy, chief civil deputy, chief of corrections, chief deputy of administration, or such equivalent positions as designated in accordance with RCW 41.14.070. The unclassified service is exempt from the provisions of these rules. VACANCY means a position that is not occupied. WORKING DAYS, for the purpose of any notice period provided for herein, means Monday through Friday, excluding legal holidays. 6. EXAMINATIONS 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. 6.2 Identity of Examinees Concealed: The chief examiner may require that the identity of all persons taking a competitive test be concealed by use of an identification number for all or specific parts of the examination process until all scores are established. 6.3 Rating Examinations: Final examination scores shall be expressed on, or converted to, a scale of one hundred (100) for maximum possible attainment with the required passing score set by the commission or the chief examiner. 6.4 Minimum Score on each Section: The commission or chief examiner may set a minimum score for any part, parts, or phase of entry-level examinations. Any candidate who fails to attain such minimum score shall be considered to have failed the entire examination. 6.5 Number of Applicants: The commission or chief examiner may limit eligibility in subsequent exam parts to those examinees scoring highest on a preliminary ranking exam or series of tests; provided, however, the number of examinees is established before the application deadline. 6.6 Review of Examinations: If the commission or chief examiner determines that the nature of an examination would allow review, a candidate may review the examination and the examination answer key. Such review must be requested and made within ten tggg(10) calendar days after the examination. The review shall be made in the presence of the chief examiner, and the candidate may not take notes. A. After such review, if a candidate wishes to challenge any answer, a written challenge shall be submitted to the commission. Such challenge must be made within the ten (10) day review period. All such challenges shall be considered by the commission. If the commission determines such challenge is valid, the examination answer key shall be revised accordingly. The original examination answer key, together with any changes, shall be used in scoring all examination papers. B. No eligibility list shall be established until the commission issues its determination. 6.7 Notification of Results: Each applicant taking an examination shall be given written and/or electronic notification of the results thereof, and if successful, of the total earned rating and relative position on the eligibility list. 6.8 Error in Scoring: An error in scoring or rating, if called to the attention of the chief examiner within the ten (10) day review period, shall be corrected. Corrections shall not impact any appointments made prior to the corrections. 6.9 Credit Applied to a Passing Examination: These credits may not be combined. A. Veterans Scoring Criteria: Veterans, as defined in RCW 41.04.005, who obtain a passing score on an examination for original appointment, shall receive credit in accordance with Chapter 41.04 RCW. To receive such credit, a Department of Defense Certification Number DD 214 must be presented prior to or on the day of examination. In addition, applicants must certify that they have not previously obtained employment using such veteran's preference. B. Service Credit for Reserve Deputies and Provisional Employees: Applicants who are current reserve deputies or provisional employees for the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment, shall receive an additional 10 (ten) percent preference points. C. Service Credit for Employees of the Mason County Sheriff's Office: Applicants, who are current employees in good standing and off probation within the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. D. Credit for Mason County Residents: Applicants who have a physical address in Mason County and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. 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)). Promotion in Place is permissible for Support Specialists when a position is filled at an entry level for recruitment, training, and development and when the employee's job performance and skill development support upgrading the incumbent and the position to the higher level. Promotion in Place is permissible for Support Specialist I & II. A promotion is the appointment of an employee to a different classification with a higher salary range. (eg. Support Specialist I to Support Specialist II). 6.11 Qualified as Eligible for Promotion: Applicants that successfully complete an assessment center examination or other type of final examination phase and are determined to be qualified as eligible for promotion will be ranked on the appropriate promotional eligibility list. 6.12 Time Interval: Any person who unsuccessfully competes in an examination for a particular class or is removed from an eligibility list under Rule 7.3 or 7.4 E shall not be eligible to compete in another examination for the same class within six (6) months of the establishment of the eligibility list resulting from the first examination unless otherwise authorized by the commission. 6.13 Postponement and Cancellation: Any examination may be postponed or cancelled at the discretion of the commission or chief examiner. In either case, each applicant shall be notified of the postponement or cancellation. 6.14 Clerical Promotions (Promotions in Place): It is the policy of Mason County Sheriff's Office to fill a position at a lower level for recruitment and/or training and development, until the employee's knowledge, skills and abilities (job performance) support upgrade of the position to the higher level. When vacancies occur in any class gfade they shall, whenever practicable, be filled by promotion from the next lower class gfade (eg. Support Specialist I to Support Specialist II). Such promotions shall be upon merit and examination open to members from the next lower class or classes gFade or gr of the division in which the vacancies exist, as may be determined by the Commission. Promotions in place shall be made upon positive merit of the person promoted as shown by previous service, as well as upon merit shown by the examination. A. Examinations for promotions shall be practical in character and shall test the general intelligence, accuracy, and qualifications of applicants for the position involved. B. No person who fails to attain a 70/100 score or 70% average overall complete proficiency shall be deemed eligible for promotion. C. Qualifications for admission for promotional examinations are set forth in CSR Section 6.10.