ORDER NO. 17236
RECLASSIFICATION OF TWO DEPUTIES IN COUNTY CLERK'S OFFICE
FROM SENIOR CLERKS TO ADMINISTRATIVE CLERKS
On this the 13th day of April 1987, upon motion made by
Commissioner Holland, seconded by Commissioner Lich, with
Commissioners Holland, Lich and Baldwin voting "AYE" and
Commissioner Ray and County Judge Edwards "ABSTAINING FROM
VOTING", said motion carrying by a majority vote, approving
the reclassification of two deputies in the County Clerk's
Office from Senior Clerks, non-exempt status, to Administra-
tive Clerks, exempt status, effective as of April 16th, 1987,
listed as follows:
LOIS HUDSON, DEPUTY COUNTY CLERK - from Senior Clerk,
Pay Group 13 Step 4, $14,396.00 per annum,
$599.83 semi-monthly, to Administrative
Clerk, Pay Group 15 Step 1, $14,756.00 per
annum, $614.83 semi-monthly;
and
RUBY L. WHITLOCK, DEPUTY COUNTY CLERK - from Senior Clerk,
Pay Group 13 Step 3, $14,045.00 per annum,
$585.21 semi-monthly, to Administrative
Clerk, Pay Group 15 Step 1, $14,756.00 per
annum, $614.83 semi-monthly.

COMMI5SIONERS' COURT MEETING AGENDA REQUEST
** PLEASE FURNISH ONE ORIGINAL AND SIX COPIES OF THIS REQUEST AND ANY DOCUMENTS TO BE
`• REVIEWED BY THE COURT.
MADE gy; Pat Dye OFFICE: County Clerk
MEETING DATE: April 13, 1987 TIME PREFERRED: A.M.. OR P.M.
SUBJECT: (PLEASE BE SPECIFIC) Correcting Job Classifications
in Executive Session.
ESTIMATED LENGTH OF PRESENTATION: 20-30 minutes
SF PERSONNEL MATTER: NAME OF EMPLOYEE:
NAME OF PERSON ADDRESSING THE COURT: P at Dye
THE TIME FOR SUBMITTING THIS REQUEST FOR COURT TO ASSURE THAT THE MATTER IS POSTED IN .
ACCORDANCE WITH ARTICLE 6252-I7 IS AS FOLLOWS:
* MEETINGS HELD ON SECOND MONDAY OF THE MONTH: 5:00 P. M. PREVIOUS WEDNESDAY
* MEETINGS HELD ON OTHER DAYS: 5:00 P. M. FOUR WORK DAYS BEFORE MEETING DATE.
IF PREFERABLE, AGENDA REQUESTS MAY BE MADE ON OFFICE STATIONERY WITH THE ABOVE~INFORMATION
ATTACHED.
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON: @ A.M. - P.M.
ALL AGENDA REQUESTS WILL BE SCREENED BY THE COUNTY JUDGE'S OFFICE TO DETERMINE IF ADE-
QUATE INFORMATION HAS BEEN PREPARED FOR THE COURT'S FORMAL CONSIDERATION AND ACTION AT
TIME OF COURT MEETINGS. YOUR COOPERATION WILL BE APPRECIATED AND CONTRIBUTE TOWARDS
YOUR REQUEST BEING ADDRESSED AT THE EARLIEST OPPORTl3NTIY.

RE: Lois Hudson
Her classification is Senior Clerk. She is in charge of Elections,
Vital Statistics, (Birth, Death, and Marriage License) and Probate.
I feel that Ray and Associates were wrong in her classification.
The following will substantiate my reasons for re-classifying Lois
Hudson from Senior Clerk to Administrative Clerk:
Organizational Relationships:
1. Reports to the County Clerk directly.
2. Directs deputy in Vital Statistics and in Probate.
3. Directs from(3)three to(5)five people during absentee elections.
Handles the public in person and/or on the telephone regarding
election questions. i.e. directs them as to which polling place
they need to go to for their precinct. On Election Day helps
the election judges with problems. Not only with extra supplies
but with voter problems.
4. Gets the Election Docket ready for canvassing ballots after an
election sb the Commissioners, County Judge and County Clerk can
sign the Docket.
5. Other: She has frequent contact with Sheriff's Dept., County
Judge, Commissioners, lawyer's offices, appraisal office, vendors,
and the public.
General Statement of Duties:
This is a definite supervisory position with a good deal of
responsibility. Duties include training personnel in Vital Statis-
tics, probate court, and making certified copies. Also doing paper
work in Marks and Brands. For elections she draws up the ballot,
helps with ordering election kits, micro chips for machines, works
with Pearl McEwen on having enough supplies for all elections and
makes reports to Secretary of State on election totals. She helps
with the budgeting aspect of Elections, Vital Statistics and Probate.
Examples of Work:
1. Trains new employees and instructs employees in new procedures
regarding UCC's, Vital Statistics, Probate, New Fees for filing
and/or new laws governing these departments.
2. Helps the two deputies when work-load is heavy. i. e. while
the Probate Deputy is in court Lois helps customers and gets
paper work ready for the next day. When we receive a lot of
orders for certified copies of birth and/or death certificates
Lois will help by typing certificates and/or make searches.
Page 2
Lois Hudson
3. Periodically checks the work of Probate Deputy and Vital Sta-
tics Deputy for accuracy. She keeps the County Clerk informed
of problem areas and/or needs.
4. Lois helps write letters for pre-clearance from the Justice
Department regarding election changes in polling places. She
also helps with letters to election judges regarding being
chosen as judges and/or alternate judges. Opens the mail
for the County Clerk when needed to do so and distribute mail
to pertinate departments in the office.
5. Maintains pertinate information of the statutes regarding filing
all instruments, concerning elections and operations of the
County Clerk's office.
6. Helps index in Birth, Death, Marriage License, Lay Midwifery,
elections, probate and other records. i. e. plain UCC's and
helps Probate Deputy get ready records for filming.
7. Helps Alcoholic Beverage Deputy when needed. Fills in when
deputy is on vacation or ill_in Alcoholic Beverage, Vital Statistics,
and in Probate Dept.
8. Helps when Abstractors come
writing tickets, stamping
on each, and pricing them.
of great help. She trains
of filing.
in to file every day. By either
instruments or placing filing stamp
Her knowledge of instruments are
new deputies on prerequisites
The difference in her salary from Senior Clerk to Administrative
Clerk is as follows:
Administrative Clerk $14,756 (15-1) $614.83
Senior Clerk - 14,396 f13-4) -599.83
$ 360 $ 15.00
Job Description: Administrative Clerk
CLASS N0, 303 OCCUPAI~ONAL CATEGORY:
Office/Clerical
PAY GROUP: 15 FLSA: Exempt
JOB TITLE: Administrative Clerk
OBJECTIVE:
To assure that clerical, accounting, reporting. and filing functions are
performed accurately and in a timely manner within a unit of a county
department.
ORGANIZATIONAL RELATIONSHIPS:
1. Reports to: The department head, a chief deputy, or another specif-
ically designated supervisor.
2. Directs: One or more designated subordinate clerical or secretarial
employees.
3. Other: Depending upon assignment, may have frequent contact with
any or all of the following: Sheriff's Department, various offi-
cials and employees in the judicial branch of county government,
external auditors, the appraisal district, state mental hospital
patients and doctors. vendors, and the general public.
GENERAL STATEMENT OF DUTIES:
This is a responsible supervisory position. Duties include training and
supervising clerical workers, preparing routine and special reports
(including statistical reports), performing responsible clerical and
filing tasks; and may involve accounting work.
EXAMPLES OF WORK:
Trains new employees and instructs employees in new procedures and new
work assignments;
Plans and assigns clerical work, checks work of subordinates, makes
suggestions for improving efficiency;
Supervises clerical workers in maintaining records and preparing statis-
tical, accounting, or other reports;
Prepares technical or special reports as required or requested. prepares
reports on progress of work, and compiles statistical or accounting
reports;
Maintains current knowledge of various codes, statutes, rules and regula-
tions pertaining to the operations of a county department;
CLASS N0. 303 (Continued)
May perform any combination of the following duties depending upon
departmental assignment:
Checks, analyzes, and classifies materials;
Transfers information from reports, codes numerically, and posts to
a prepared code sheet, ledger, or journal;
Receives, classifies, and routes incoming mail;
Acts as receptionist or as a back-up for such a position;
Issues licenses, permits, certificates. subpoenas, precepts. writs
or other legal documents, and/or titles in accordance with depart-
mental rules and regulations;
Receives and records funds in payment for licenses. permits,
certificates. bonds. child support, taxes. fines, services, etc.;
Indexes records and information;
Answers inquiries in person or in writing. or may interview persons
regarding problems or complaints;
Operates typewriter, adding machine, calculator. copier. and/or
other office machines;
Conducts research of microfilm records for information relating to
taxes, titles. judgments, or verification or location of other
records or information;
Assists courts personnel, attorneys, and the general public in
locating information and resolving unusua] problems relating to
court records and cases;
Posts and maintains dockets;
Drafts routine correspondence for elected official's or department
head's signature;
Operates computer for manipulation of and retrieval of data;
May be required to attend special hearings or other public events direct-
ly related to work;
May be responsible for maintaining adequate supplies, materials, and
forms for use in the unit; and
Performs such other duties as may be assigned.
CLASS N0. 303 (Continued)
REQUIRED KNOWLEDGE, SKILLS, ANO ABILITIES: ~
Working knowledge of office practices, principles of office management,
departmental rules, regulations, procedures, and functions, and office
record keeping and reporting policies and procedures; ability to plan and
supervise the work of subordinates, interpret and execute oral and
sometimes complex written instructions and to perform responsible cleri-
cal work with a high degree of accuracy; ability to prepare operations]
and statistical reports; ability to establish and maintain effective
working relationships with other county departments, and the general
public. May require good working knowledge of generally accepted ac-
counting principles and/or ability to understand or demonstrated ability
to learn legal terminology.
ACCEPTABLE EXPERIENCE ANO TRAINING:
A bachelor's degree in public administration, secretarial or office
administration, or a related field, and one year's experience performing
varied clerical functions;
OR
High school graduation or its equivalent, preferably supplemented by
secretarial or bookkeeping courses, plus at least three years' progres-
sive]y responsible experience performing varied clerical functions
(business school or college course substituted equally for up to six
months' experience)
OR
Any equivalent combination of experience and training which provides the
required knowledge, skills, and abilities.
CERTIFICATES AND LICENSES REQUIRED:
May be required to be bondable.
RE: Job Classification of Ruby L. Whitlock
Her classification is Seniar Clerk in charge of the Land Department.
Mrs. Ray with Ray & Associates classified her as Senior Clerk. I
voiced my opinion and was over-ruled. As you can see the following
information substantiates my reasons for re-classifying Mrs. Whit-
lock as Administrative Clerk:
Organizational Relationships:
1. Reports to the County Clerk directly.
2. Directs two (2) subordinate deputy clerks that operate computers
and are directed by Ruby Whitlock. She also indexes on computers.
3. Other: frequent contact with Sheriff's Dept.,Commissioners,
judges, appraisal district, personnel at State Hospital, V.A.
Hospital, attorneys, vendors, abstractors from 5 (five) offices,
in Kerrville and out of county and general public.
Examples of work:
1. Checking work of two (2) assistant deputy clerks: i.e. envelopes
versus instruments to be mailed out to exact address; print-outs
alphabetical and numerical.
2. Ruby has to have knowledge of various codes, about 300 in the
computer, statutes, rules and regulations pertaining to operations
the land department and County Clerk's Office.
3. Trains Assistants.
4. Makes decisions on instruments. i.e. Name of instrument, what
category it is to be put in, who is grantor, grantee, or what
property description will fit in so many spaces on computer.
5.. Maybe required to be witness as to records in Land Dept. in the
District Court.
6. She is responsible for maintaining adequate supplies for her Dept.
and/or informing Pearl McEwen when supplies are low.
7.	Performs such other duties	as may be assigned.	i.e. helping in
	microfilming when needed as	typing last lines,	comparing original
	instrument to film copy.		
8.	Indexes instruments such as	Notice of Trustee'	s Sales.
9.	Holds classes for Board of	Realtors to acquain	t new realtors on
	Land Dept. Records and how	to operate computer	for retrieval of
	information.		
10.	Maintain effective working	relationships with	other county depts.
	and the general public.		
11. Good working knowledge of accounting principles and has ability
to understand legal terminology. i.e. with love and affection
(Gift Deed}, life estate in property, assumption deed, trustee's
deed, etc. She files instruments that come in the mail and an-
swers inquiries by writing letters.
12. Indexes plats by name, surveys and keeps alphabetical listing of
page 2 Ruby L. Whitlock
streets that is on each plat.
13. She is the first person asked questions by the public and
screens the needs of people either on the telephone or in
person.
The difference is salary from Senior Clerk to Administrative
Clerk is minimal. 14,756 (15-1) 614.83
Senior Clerk - 14,045 (13-3) - 585.21
$ 711 annual 29.62 semi-mo.
ORDER NC• L7236
TIC
~C~SSIFICATION CF CLERK' S
~ COUNTY CLEFS TC
DEPUTIE~R~M SENOR S
OFFICE TIVS CLERK
~pMI~ISTRA
~-I3-8~

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