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Home My WebLink About01/18/2024 January 18.1 DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5t" Street, Shelton, WA Thursday, January 18, 2024 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/m/96730318647?pwd=OU42alqwcUl 6Y014YmFFREQOeEZLdz09 Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes and Mark Nault Business: 1. Selection of 2024 Chair & Vice-Chair Action 2. 2024 Meeting Schedule Action 3. Approval of Minutes: December 21, 2023, regular meeting minutes. Action 4. Open Forum for Citizen Input 5. Chief Examiner Update 5.1 Position Tracking - 14 vacant funded positions: Community Service Officer-2, Corrections Deputy-5, Deputy Sheriff-3, Financial Assistant-2, and Support Specialist-2 5.2 Approval to schedule promotional testing for Patrol Corporal, Sergeant, and Lieutenant positions. Action 5.3 Approval of position conversions to Administrative Assistants. Action 6. Sheriff's Office Update 6.1. Corrections 6.2. Patrol 6.3. Support Staff 7. Adjourn Next regular meeting is Thursday, February 15, 2024 Americans with Disabilities Act(ADA)accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 36o-427-967o,Ext 268 or rsr(a masoncountywa.gov twenty-four(24)hours prior to the meeting. Mason County Civil Service Commission 2024 Meeting Schedule The Mason County Civil Service Commission meets at 423 N. 5t' Street, Shelton, WA 98584 at 5:00 pm on the third Thursday of each month. Meetings are held via the Zoom platform with in person and remote attendance. See dates listed below. January 18, 2024 February 15, 2024 March 21, 2024 April 18, 2024 May 16, 2024 June 20, 2024 July 18, 2024 August 15, 2024 September 19, 2024 October 17, 2024 November 21, 2024 December 19, 2024 Mason County Civil Service Commission Meeting Minutes December 21, 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; and Mark Nault, Commissioner Others: Michele Goldsby, Tami Beyer, Kevin Hanson, and Becky Rogers. Business: 1. Approval of Minutes: November 16, 2023, regular meeting. Cmmrs. Nault/Kendrick moved and seconded to approve the minutes for the November 16, 2023, regular meeting minutes. Motion carried unanimously. 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. Michelle Goldsby, Finance Manager, gave a brief overview of the proposed changes. Cmmrs. Nault/Kendrick moved and seconded to approve the revisions to the financial assistant position descriptions. Motion carried unanimously. 4. Sheriff's Office Update 4.1. Corrections - Chief Hanson stated that four corrections deputies and one community service officer positions were filled; however, one of the corrections deputies has gone back to their previous employer. Two applicants are in background. They are outsourcing approximately half of the inmates to Nisqually, due to the jail staffing being reduced from four to three during the day. It will take four to six months to get the new employees trained and therefore outsourcing will continue for a while. The Criminal Justice Training Commission (CJTC) academy is booked out almost 1.5 years. The earliest date available to send the new corrections deputies is July 2025 and the latest, October 2025. 4.2. Patrol - Chief Beyer stated they have new hires waiting to get into the CJTC academy. 4.3. Support Staff - They are having trouble getting applicants through the background. New hires are continuing with training. 5. Adjourn - The meeting adjourned at 5: 15 p.m. Mason County Civil Service Commission Meeting Minutes December 21,2023 Page 2 Approved: Susan Ickes William Kendrick Mark Nault Chair Vice-Chair Commissioner Becky Rogers Secretary/Chief Examiner r . '° Mason County Support Services Department 411 North S'h Street Shelton,WA 98S84 360.427.9670 MEMORANDUM To: Civil Service Commission From: Becky Rogers, Secretary/Chief Examiner Date: 1/18/2024 Subject: Civil Service Position Tracking Listed below are the 2024 Civil Service positions, which are funded and vacant*: Vacant Positions i FTE—Deputy Sheriff(Eff i/l/zoz4) 1 FTE—Financial Assistant(Eff 12/18/2023) 1 FTE—Corrections Deputy(Eff 12/17/2023) 1 FTE—Community Service Officer(Eff 11/15/2023 1 FTE—Financial Assistant(Eff 10/10/2023) 1 FTE—Community Service Officer(Eff 9/i8/zoz3) 1 FTE—Support Specialist(Eff 8/25/2023) 1 FTE—Support Specialist(Eff 4/28/2023) 1 FTE—Deputy Sheriff(Eff 3/9/2oz3) 1 FTE—Deputy Sheriff(Eff z/i/zoz3) 1 FTE—Corrections Deputy(Eff 1/l/2023) 1 FTE—Corrections Deputy(Eff 8/1/2022) 1 FTE—Corrections Deputy(Eff 7/1/zo22) 1 FTE—Corrections Deputy(Eff 8/12/2021) 14 FTE Vacant Funded Positions *Per MUNIS 1/10/2024 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management #AVS4 Z, MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION Title: Administrative Assistant Department: Sheriff's Office Affiliation: Non-Represented Reports to: Designated Command Officer Salary Range: According to current Non- Supervises/Directs: None Rep salary scale Risk Class: 5306-07 Job Class: Exempt Regular Driver: N Non Exempt: X DEFINITION: The Administrative Assistant independently coordinates and performs a broad range of technical support services to the Sheriff, Undersheriff, or Chief Deputies. This position is responsible for ensuring correspondence, reports, statements, policies, and other law enforcement paperwork generated by command staff meets Sheriff's Office standards and is properly directed. May produce original drafts or transcribe when creating forms or preparing correspondence. Schedules appointments, assists the public, and completes diverse projects as assigned.. This position requires sound decision making, judgement, and confidentiality. ESSENTIAL JOB FUNCTIONS: (Any one position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) • Type, transcribe and write various forms, correspondence, reports, statements, policies, evaluations, search warrants and other law enforcement information from written material, tapes, and dictation. • Organize, research, collect and prepare information for union negotiations. • Enter, update and search for data in various Sheriff's Office computer systems as needed. • Maintain and secure administrative and employment files. Purge archived files according to retention guidelines. • Schedule and maintain appointment calendars for the Sheriff, Undersheriff or Chief Deputy. • Prepare agendas and attend administrative briefings and meetings, record and transcribe minutes. • Respond to public and member inquiries. • Maintain policies and manuals. • Receive and screen visitors and incoming calls for the Sheriff, Undersheriff or Chief Deputy. • Prepare personnel, special and general orders for administrative signatures. • Copy, distribute, archive, and purge various law enforcement documentation according to policy, procedure, law, or as instructed by supervisor. • Process incoming mail. • Answer, monitor and distribute Chief/Sheriff e-mail. • Enter training records and maintain training files for all bureaus. • Attend all scheduled meetings on time and participate when appropriate. • Create and issue photo identification cards for employees of the Sheriff's Office, other Mason County departments, and various law enforcement agencies. • Requisition necessary supplies in a timely manner. • Perform Notary Public services. • Schedule and notify employment applicants of psychological and polygraph examinations. • Act as testing proctor for pre-employment examinations outside of Civil Service. • Conduct and schedule new employee orientations. • Maintain conference and training room schedules, coordinate various meetings. • Technical liaison with Information Services for computer replacement and repair. Est 12.2024 • Assists Spillman Systems Administrator in meeting the needs of the Sheriff's Office. Coordinate Spillman system upgrades and maintenance for all user groups. • May be called upon to perform excess administrative duties in other divisions. • Perform other administrative duties as directed, independently completing diverse projects as assigned. • Respond and process public information requests. • Organize and track Office historical data. • Maintain a fiduciary relationship with the Sheriff, Undersheriff, and/or Division Chief. • Communicate effectively with the public in person. • Accurately file paperwork in various filing systems. • Operate office machinery in a competent manner. KNOWLEDGE, SKILL AND ABILITIES: • Microsoft Suite • Organization and prioritization work • Clear and effective writing • Organize data into appropriate format and prepare correspondence and documents from oral and written instructions • Accurately document and prepare meeting minutes • Competently enter, update, and search various data into required computer systems • Operate office equipment • Learn new skills • File alphabetically and numerically • Communicate effectively both orally and in writing, and to establish and maintain harmonious working relationships with other employees and the public • Maintain confidentiality • Maintain a courteous attitude under stressful situations when stakeholders are in various stages of emotional anxiety. • Deal with graphic language, photos or events • Work with minimum supervision • Read and write in English MINIMUM QUALIFICATIONS: • Citizen of the United States • Provide proof of eligibility to work in the United States • High school diploma or GED • Eighteen (18) years of age • Washington State driver's license • Two (2) years' experience in office/clerical work. • Pass polygraph and thorough background examination. • Able to obtain notary public status PREFERRED QUALIFICATIONS: • Previous experience in a law enforcement agency. • Notary public • Experience with Spillman WORKING CONDITIONS: Work is performed in an office environment while sitting at a computer or desk operating general office equipment. May move up to twenty (20) pounds. Lift objects weighing up to fifty (50) pounds. Ability to Est. 1.2024 see, with or without corrective lenses, well enough to read correspondence and law enforcement information, focus for extended periods of time and perform general office work. Hear, with or without a hearing aid, and speak well enough to converse on the telephone, in person, on a two-way radio, and transcribe statements verbatim. Operate computer keyboard for extended periods of time. Strength and flexibility to bend and file for extended periods of time. Wear protective gear and clothing, when appropriate. 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: Est. 1.2024