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Home My WebLink About12/21/2023Americans with Disabilities Act (ADA) accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 360-427-9670, Ext 268 or rsr@masoncountywa.gov twenty-four (24) hours prior to the meeting. DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5th Street, Shelton, WA Thursday, December 21, 2023 5:00 p.m. The regular meetings will be held in-person and via Zoom with remote options. Click on the Zoom link to join. https://zoom.us/j/96730318647?pwd=OU42a1gwcU16Y0l4YmFFREQ0eEZLdz09 Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, William Kendrick, and Mark Nault Business: 1. Approval of Minutes: November 16, 2023, regular meeting minutes. Action 2. Open Forum for Citizen Input 3. Chief Examiner Update 3.1. Position Tracking – 12 vacant funded positions: Community Service Officer–2, Corrections Deputy-4, Deputy Sheriff-2, Financial Assistant-2, and Support Specialist–2 3.2. Approval of revisions to Financial Assistant position description. Action 4. Sheriff’s Office Update 4.1. Corrections 4.2. Patrol 4.3. Support Staff 5. Adjourn Next regular meeting is Thursday, January 18, 2023 Mason County Civil Service Commission Meeting Minutes November 16, 2023 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair; William Kendrick, Vice-Chair Others: Tami Beyer, Mary Ransier, and Becky Rogers. Business: 1. Consideration of Smith appeal of removal of name from Corrections Deputy – Lateral eligibility list. Karisa Smith presented her appeal of the removal of her name from the Corrections Deputy lateral eligibility list. The Board considered the appeal, reviewed the report submitted by Chief Hansen asking for removal of the name from the eligibility list, and discussed the removal. Cmmrs. Kendrick/Ickes moved and seconded to uphold the decision for removal of the name of Karisa Smith from the Corrections Deputy Lateral Eligibility List. Motion carried unanimously. 2. Approval of Minutes: August 17, 2023, and September 21, 2023, regular meeting, and October 30 special meeting. Cmmrs. Kendrick/Ickes moved and seconded to approve the minutes for the August 17, 2023, and September 21, 2023, regular meeting, and October 30 special meeting. Motion carried unanimously. 3. Open Forum for Citizen Input – No public input. 4. Chief Examiner Update 4.1. Position Tracking – 14 vacant funded positions: Community Service Officer–3, Corrections Deputy-6, Deputy Sheriff-2, Financial Assistant-1, and Support Specialist–2 5. Sheriff’s Office Update 5.1. Corrections – A recent swearing in ceremony included one CSO-Jail candidate and two Corrections Deputy candidates. 5.2. Patrol – Staff are working with the new hires. 5.3. Support Staff- Five applicants scheduled for interviews and two applicants in background. 5.4. North Precinct Office -- Moving to the old North Mason Regional Fire Building by December 5. 6. Adjourn – The meeting adjourned at 5:19 p.m. Approved: Mason County Civil Service Commission Meeting Minutes November 16, 2023 Page 2 Susan Ickes William Kendrick Mark Nault Chair Vice-Chair Commissioner Becky Rogers Secretary/Chief Examiner Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management _______________________________________________________________________________________________ MEMORANDUM To: Civil Service Commission From: Becky Rogers, Secretary/Chief Examiner Date: 12/21/2023 Subject: Civil Service Position Tracking Listed below are the 2023 Civil Service positions, which are funded and vacant*: Vacant Positions 1 FTE – Financial Assistant (Eff 12/18/2023) 1 FTE – Community Service Officer (Eff 11/15/2023 1 FTE – Financial Assistant (Eff 10/10/2023) 1 FTE – Community Service Officer (Eff 9/18/2023) 1 FTE – Support Specialist (Eff 8/25/2023) 1 FTE – Support Specialist (Eff 4/28/2023) 1 FTE – Deputy Sheriff (Eff 3/9/2023) 1 FTE – Deputy Sheriff (Eff 1/1/2023) 1 FTE – Corrections Deputy (Eff 1/1/2023) 1 FTE – Corrections Deputy (Eff 8/1/2022) 1 FTE – Corrections Deputy (Eff 7/1/2022) 1 FTE – Corrections Deputy (Eff 8/12/2021) 12 FTE Vacant Funded Positions * Per MUNIS 12/14/2023 Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION 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. ESSENTIAL JOB FUNCTIONS • Prepares, processes, and audits payroll time- keeping for the sheriff’s office. • Prepares statistical reports including,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 Finance Manager 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. Title: Financial Assistant Department: Sheriff’s Office Affiliation: IWA/IAM Reports to: Finance Manager Salary Range: According to the current Collective Bargaining Agreement Supervises/Directs: None Risk Class: 5306-07 Job Class: 2021 Exempt __ Non Exempt _X_ Regular Driver: N Civil Service Commission Approval Date: 02/20/2020 Elected Official/Human Resources Approval Date: 02/202020 Formatted: Font: Not Bold Formatted: Font: (Default) Times New Roman, 12 pt Formatted: Normal, Left Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 • Prepares, tracks, documents files and audits personnel, medical and training records as required by accreditation standards. • Regular, reliable, and punctual attendance. DISTINGUISHING FEATURES Financial Assistants work with a variety of complex software and accounting programs on a daily basisdaily including the BARS system. 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 accounting policies and procedures. Work is performed under general supervision and is reviewed periodically for adequacy and accuracy of records, reports, and functions. 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. May be required to deliver items and operate county vehicles. Physical hazards may occur occasionally when dealing with hostile clients. MINIMUM QUALIFICATIONS • Must be at least 21 years of age at timethe 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. Preferred one year experience in finance office setting. • Acceptable scores on Civil Service skills examinations. • Ability to pPass a background investigation which includes a polygraph exam and behavioral assessments. • Ability to useUse a personal computer and related software packages to successfully perform the essential job functions of the position. • Ability to cCommunicate clearly and concisely orally and in writing. DESIRED SKILLSPREFERRED QUALIFICATIONS • Knowledge of mMethods 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. Formatted: Font: (Default) Times New Roman, 12 pt,No underline Formatted: Normal, Left Formatted: No bullets or numbering Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 • Knowledge of contemporary word processing, spreadsheet, and database software. • Ability to pPrioritize tasks and work with minimal supervision. • Preferred Oone year experience in finance office setting. 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. May be required to deliver items and operate county vehicles. 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: Formatted: List Paragraph, Left, No bullets ornumbering Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough Formatted: Line spacing: 1.5 lines Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 _____________________________________________ Date:_______________ I have read and understand the above position description: Employee Name:________________________________ Date:________________ Employee Signature:______________________________ Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION 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. ESSENTIAL FUNCTIONS • Prepares, processes, and audits time-keeping 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. • Assists the Finance Manager 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. Title: Financial Assistant Department: Sheriff’s Office Affiliation: IWA/IAM Reports to: Finance Manager Salary Range: According to the current Collective Bargaining Agreement Supervises/Directs: None Risk Class: 5306-07 Job Class: 2021 Exempt Non Exempt X Regular Driver: N Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 DISTINGUISHING FEATURES Financial Assistants work with a variety of complex software and accounting programs daily including the BARS system. 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 accounting policies and procedures. Work is performed under general supervision and is reviewed periodically for adequacy and accuracy of records, reports, and functions. MINIMUM QUALIFICATIONS • Must be at least 21 years of age at the 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. • Pass a background investigation which includes a polygraph exam and behavioral assessments. • Use a personal computer and related software packages to successfully perform the essential job functions of the position. • Communicate clearly and concisely orally and in writing. PREFERRED QUALIFICATIONS • 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. • Prioritize tasks and work with minimal supervision. • One year experience in finance office setting. 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. May be required to deliver items and operate county vehicles. Est. 2006/Rev 1-12.2007/Rev 2-1.2015/Rev 3-7/23/2015/Rev 4-11.15.2018/Rev 5-02.20.2020/Rev 6-12.2023 Civil Service Commission Signature of Approval: ____________________________________________ ____________________________________________ ____________________________________________ Elected Official / Human Resources Signature of Approval: _____________________________________________ Date:_______________ I have read and understand the above position description: Employee Name:________________________________ Date:________________ Employee Signature:______________________________