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Home My WebLink About02/15/2024 February 15.1 DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5t" Street, Shelton, WA Thursday, February 15, 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. htti)s://zoom.us/o/96730318647?pwd=OU42al gwcU16Y014YmFFREQ0eEZLdz09 Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes and Mark Nault Business: 1. Approval of Minutes: January 18, 2024, 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-1, Financial Assistant-2, and Support Specialist-3 3.2. Notice is given that Barbara Hubbard's provisional appointment as Support Specialist is being extended an additional four months through June 2024, per CSR 8.13 D. 3.3. Approval to appoint a provisional employee for up to four months to fill a vacant Support Specialist position, per CSR 8.13 A. Action 3.4. Approval of revised Community Service Officer 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, March 21,2024 Americans with Disabilities Act(ADA)accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 36o-427-9670, Ext 268 or rsr(a)masoncountywa.gov twenty-four(24)hours prior to the meeting. Mason County Civil Service Commission Meeting Minutes January 18, 2024 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair; and Mark Nault, Commissioner Others: Tami Beyer, Michelle Goldsby, Travis Adams, Mary Ransier, Kevin Hanson, and Becky Rogers. Business: 1. Selection of 2024 Chair & Vice-Chair Cmmrs. Nault/Ickes moved and seconded to appoint Sue Ickes as chairperson and Mark Nault as vice- chairperson for 2024. Motion carried unanimously. 2. 2024 Meeting Schedule Cmmrs. Nault/Ickes moved and seconded to approve the meeting schedule for 2024. Motion carried unanimously. 3. Approval of Minutes: December 21, 2023, regular meeting minutes. Cmmrs. Nault/Ickes moved and seconded to approve the December 21, 2023; regular meeting minutes as presented. Motion carried unanimously. 4. Open Forum for Citizen Input - None 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. Cmmrs. Nault/Ickes moved and seconded for approval to schedule promotional testing for Patrol Corporal, Sergeant, and Lieutenant positions. Motion carried unanimously. 5.3 Approval of position conversions to Administrative Assistants. Undersheriff Adams stated they would like to designate two Civil Service positions as non-represented appointed positions. The Sheriff is given the authority (RCW 41.14.070) to have a certain number of appointments, within his office, that are outside of the Civil Service. It is based on the number of employees in the office. Currently there are four appointed positions designated and the sheriff has the authority to have six, based on the number of employees. The statute is clear on the type of appointed positions, one of which is an Administrative Assistant. The reason they are outside of the Civil Service and are appointed is that they deal with confidential personnel matters Mason County Civil Service Commission Meeting Minutes January 18,2024 Page 2 and other administrative matters to support the command staff. They would like to convert a Support Specialist position from the Jail into an appointed Administrative Assistant position, fill one of the two vacant Financial Assistant positions, and then convert the second position into a non-represented appointed Administrative Assistant position. Cmmrs. Nault/Ickes moved and seconded for approval of the two position conversions, Support Specialist and Financial Assistant, to Administrative Assistants. Motion carried unanimously. 6. Sheriff's Office Update 6.1. Corrections - Chief Hanson reported that two new corrections deputies have been hired. Two applicants are in the background process. The required Corrections Officer Academy with the Criminal Justice Training Commission is booked out for 1 to 1.5 years. New corrections deputies will be trained up to the County standards and put into the workforce until they are able to get them into the academy. The county is still outsourcing some inmates to Nisqually to address staffing shortage in the jail. Chair Ickes questioned what happens to employees with the backlog of training and those who may not pass the academy when they go through 1 to 1.5 years out. Chief Hanson stated that the Corrections Deputy one-year probationary period starts from the date the employee is hired. Undersheriff Adams stated that the county would have done its due diligence to request an academy date and it would be out of the county's control. A condition of employment is a corrections deputy must pass the academy and get a certification. 6.2 Patrol - Undersheriff Adams reported that all the vacant positions will be filled on the patrol side. Two applicants will be starting on February 1, 2024. These are re-hires so the onboarding should be short. 6.3 Support Staff - Chief Beyer stated they have three employees in training. They have one extra help staff who will leave at the end of February. Michele Goldsby, Finance Manager, reported five people have been tested. Additional applicants are coming in and will be tested. The sheriff's office will request the top five names be certified on the eligibility list of those that will be tested. Mason County Civil Service Commission Meeting Minutes January 18,2024 Page 3 7. Adjourn - The meeting adjourned at Susan Ickes Vacant 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: 2/3.5/2024 Subject: Civil Service Position Tracking Listed below are the 2024 Civil Service positions, which are funded and vacant*: Vacant Positions i 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 9/3.8/2023) 1 FTE—Support Specialist(Eff 8/25/2023) 1 FTE—Deputy Sheriff(7/17 2023) 1 FTE—Support Specialist(Eff 4/28/2023) 1 FTE—Corrections Deputy(Eff I/l/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 2/9/2024 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management 8.13 Provisional Employees: Provisional employees may be appointed temporarily to vacant positions pending establishment of an eligibility list. A. Hiring of: Prior to hiring a provisional employee, the sheriff shall obtain approval from the commission. Following such approval, the sheriff shall forward to the chief examiner a completed application form for the employee together with salary and hire date. B. Performance Requirements: Provisional employees must meet the civil service requirements as well as applicable physical and educational standards set by the commission. C. Performance Tests: When considered necessary by the chief examiner, a performance test will be given to prospective provisional employees. Performance requirements for typing, stenography, spelling, etc. must be met before approval of the provisional appointment. D. Extension of Appointment: A provisional appointment expires after four (4) months of service. The appointing authority may extend the provisional appointment beyond the four (4) month period up to one year if the commission continues to advertise and test for the position. Each extension beyond the initial appointment must be reported to the commission. If, after one year from the date the initial provisional appointment was first made, less than five (5) persons are on the eligibility list for the class, then the appointing authority may fill the position with any person or persons on the eligibility list. 8.14 Emergency Appointment: Emergency appointments may be made by the appointing authority in case of a serious emergency that threatens life, property, or the general welfare of the county, but such appointments may not continue longer than thirty (30) calendar days. Emergency appointees need not be taken from eligibility lists. 8.15 Extra Help Employment: If the sheriff believes that an upcoming situation will require extra help, the sheriff may request a name from the current extra help list for the appropriate classification in writing from the chief examiner. The sheriff may use the appropriate extra help list to make emergency appointments. Any classified position may be hired as extra help. A. No extra help appointment shall continue for a period longer than four (4) months nor shall any individual serve more than four (4) months as an extra help appointee in any fiscal year. B. Based on the facts in any particular case, the commission may specifically limit an extra help appointment to a specific period shorter than the four (4) month maximum. CSR20230125 25 fSpH �()U/I�,F j MASON COUNTY CIVIL SERVICE COMMISSION POSITION DESCRIPTION wsr Title: Community Service Officer Department: Sheriffs Office Affiliation: IWA/IAM Reports to: Division Chief or Designee Salary Range: According to the current signed Supervises/Directs: None labor contract Risk Class: 1501-00 Job Class: 3017 FLSA Exempt Regular Driver: Y FLSA Non-Exempt X DESCRIPTION An incumbent in this entry-level position performs a variety of basic non-enforcement tasks such as service of civil process subpoenas, crime prevention duties, alternative sentencing programs, jail, and other non-enforcement duties as required. 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- (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 files items for record management, jail, Alternative Sentencing, property room and evidence systems. Assist jail administration by conducting interviews, background investigations, and new hire orientation. Reviews, and processes jail records, all inmate record requests, and inmate prisoner billing. Manages jail extraditions and coordinates prisoner transportation for prisoner relay. Manages all aspects of the county issued warrants and quashes after they are issued by the courts. Processes video footage and inmate phone call monitoring. Jail inventory, supply tracking and ordering including arranging gear and uniform fittings. Jail administrative support. Serves civil process subpoenas. Communicates clearly and effectively by phone, radio and in person with people from all racial, ethnic and economic backgrounds. Participates in the establishment of and maintains procedures pertaining to the operations of the section. Testifies in court. Performs crime prevention and other non-enforcement duties. Est.01.20.2011/Rev 1-02.16.2017/Rev 2-2.21.2019/Rev 3-10.20.2022/Rev 4-04.20.2023/Rev 5-2.2024 Operates calculators, computers, and other specialized equipment as required by the duties of the position. Performs field compliance checks on Alternative Sentencing participants. Supervises community inmate labor programs. Attends training and obtains required certifications as directed. Regular, reliable and punctual attendance. Performs all jail control room functions. Perform the physical requirements of the position; work within the established working conditions of the position. Incumbents are expected to understand the principles and practices of law enforcement work. Possess knowledge of applicable sections of the Washington State Law. Incumbents are expected to quickly and objectively recognize actual and potential problems and determine proper courses of action. 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. MINIMUM QUALIFICATIONS • Must be at least 18 years of age. • Must possess a valid Washington State Driver's License. • Pursuant to RCW 41.14.100, must be a US citizen and be able to read and write the English language. • Must possess a high school diploma or GED. • Acceptable scores on Civil Service examinations. • Ability to pass a background investigation which includes a polygraph exam and/or behavioral assessments. DIST1GUISHMG FEATURES PATROL In addition to the specialized duties, knowledge and abilities listed below, the 'Patrol CSO must also meet the Distinguishing Features, Working Conditions, and Qualifications as defined in the Civil Service Community Service Officer job description. This position is under the direction of the Shift Sergeant_ocd_esignated Supers isor_ The hours of work are generalized as daytime weekdays-1-- • Communicate effectively orally and in writing to conduct phone call investigat ion s for crimes and/or incidents that can be handled solely over Jhe phone, including gathering data,and evidence; preparing clear and concise . r reports, and maintaining and updating records as neededi • Work independently in the absence of supervision, exercising,good judgement and_ability to determine when supervisory input.is needed/required_ Est. 01.20.2011/Rev 1-02.16.2017/Rev 2-2.21.2019/Rev 3-10.20.2022/Rev 4-04.20.2023/Rev 5-2.2024 11 11 • Develop and maintain positive public relations with an emphasis on customer service;and mutual problem.solving; This may„include crime prevention;and community aoutreach. • Apply principles and practices of investigation and evidence law`including.consttitutional safeguards and search and seizure.,In'adtlition to'enforcing _pertinent-codes, ordinances, laws,and.regulations-with impartiality and;sound discretion in judgement; • Effectivelq re'spondto inquiries;-complaints and calls for service in fair,aactful and firm manner:: • Operate office equipment, communication equipment,,life safety equipment, domputers, and software syst ems i • Maintains:,a positive, helpful, constructive attitude and-working:relationship£with the•department_supervisor.and departmenfal,employees,_other County employees the public and Elected,Officials' • Complete;other assigned;duties iswdirected.' • Non''-exempt Staff me rquieorrequestedtowork,overtime. CONTROL)ROOM OPERATOR In addition,to the,specialized.duties,,knowledge and abil ties,listbd below the„Control Room Operator must also meet the Distingutshmg,Feature_s Working Cond itions ,arid Qualifications as defined m the Civil _ _ Service, ,Community Service, Officer lob description.' This position ,is- under„thet ydirect-ion _of the -Shift Sergeant. 'The hoursofworkrarevariable-. • UnderJimited supervision this position insures the safety of all Ja l employees,Misrtors,,and_mm_a_tes oy controlem observin and to 'g,,, w g, ggng;ail .internal and external=Jail movement using remotely, controlled doors,gates, cameras,_visual monitors- intercom systems, two-way radios and cornputersystems:,This . .- - -. position relays and prioritizes,calls that require Deputy action and maintains constant.Observation of staff and inmates'' • Monitors and manages %use, of'all doors and gates with visual surveillance,monitors sand intercom systemsrequinngprionYlzing and multi-tasking skills` • Oversees inmate visits with facility visitors bycoordinating schedules and inmate movement. • Directs high,secuntyand segregated-inmate movement viaan intercom system to,accommodate,_their const'tutlonalty guaranteed rights such as showers recreation ,access to legs[counsel,etc, maintains detailed records to verify inm er ates we,grantedthese rights,„ • Communicates directly.with Jail Deputies via radio/intercom t0 assist In„performing":housing . g,area responsibilities:' • Answers the telephone and provides informatwn oh inmates and Jail -related policies and procedures _ rz - to_law enforcement staff, ,court`officials and the general public or transfers calls to the appropriate authority: Operate office equipment communication equipment, life.safety equipment, personal-computers rand correctt On's automated systems' -_.._ • Identifies and„reports'existing and potential safety-hazards and security .threats, disturbances;, and irregularitiesto the shift supervisor; • Monitors and reports ';inmate„ruleJ'Violations to deputies, writes disciplinary tickets, documents rule Est.01.20.2011/Rev 1-02.16.2017/Rev 2-2.21.2019/Rev 3-10.20.2022/Rev 4-04.20.2023/Rev 5-2.2024 'violations,^and recommends disciplinary action.. • Maintains a „positive, helpful, constructive attitude and working 'relationship :with, the department supervisor and departmental employees; other County employees, the public and,Elected Officials.', • Complete other assigned duties as directed! • Non-exempt Staff may be required or reguestedto work overtime. In addition this is a shift_work_position which _; - may,involve.working nights weekends and holidays: ALTERNATIVE SENTINCING • In addition to the specialized duties! knowledge and=a6il(6es'listed`below the Alternative Sentencing Officer must also:meet the'Distinguishing Features, Working'Conditions, and Qualifications as defined in the Civil Service Community Service Officer job description. .This position is under the direction of the Alternative Sentencing Supervisor. The hours of work are variable: • Screen applicationsto determine`program Viability. • Conduct inmate pat downs stripsearches and body scans: • Display and maintain proficiency in,°laser, Defensive Tacticshandcuffing„and Chemical sprays, • Conduct hourly well-being and security checks on Alternative Sentencing inmate living',area's:; • • Perform community home checks to assure program compliance: • ,Conduct inmate Urinalysis collections • 'Operate office equipment c„ommunication egyipmept,,life safety_equipment,_personal ms, computers,and corrections automated syste • Identifies and reports existing and potential safafy'hazar'ds and security threats disturbances, and irregularities to, the Alternative Sentencing.supervisor • Monitors and reports inmate rule:violations. Writes disciplinary infractions, documents,rule violations and ;recommerds disciplinary action: • Maintain`s`a.positive, Helpful, constructive attitude and working relationship with the department,supervisorand_ departmental_employees,other County employees, the_public and_Elected Officials' • Review and refer files that-are-appropriate for program_place-ment • Prioritize multiple job tasks'; • Knowledge of and liabilities; swell as jail policies,in dealing with classification and other programs. • Work the jail Control Room as assigned: • Non-exempt SEa_ff may be,required or requested to work overtime:'. • Supervise lead, and direct inmates while assigned to community,lit terpick_up program: • Safely operatecounty vehicles,• Est. 01.20.2011/Rev 1-02.16.2017/Rev 2-2.21.2019/Rev 3-10.20.2022/Rev 4-04.20.2023/Rev 5-2.2024 WORKING CONDITIONS Work is performed both indoors or outdoors dependent on position. Lifting of records, reports, tools and equipment 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. Civil Service Commission Signature of Approval: Elected Official / Human Resources Signature of Approval: I have read and understand the above position description: Employee Name: Date: Employee Signature: Est. 01.20.2011/Rev 1-02.16.2017/Rev 2-2.21.2019/Rev 3-10.20.2022/Rev 4-04.20.2023/Rev 5-2.2024