Item No. 2.12 Presentation of Classification system and job descriptions for Kerr County IInployees by Allison & Associates. C. Rex Hall, Jr. addressed the Court and his recoms, 1992 OFFICE: Commissioners' Court TIME PREFERRED: 2:3o pm SUBJECT: (PLEASE BE SPECIFIC) Presentation of Classification system and io h riesrrint_i ons for. Kerr County Employees by Allison & Associates. EXECUTIVE SESSION REQUESTED: YE5 NO x PLEASE STATE REASON FOR EXECUTIVE SESSION ESTIMATED LENGTH OF PRESENTATION: PERSONNEL MATTER - NAME OF EMPLOYEE: NAME OF PERSON ADDRESSING THE COURT: Rex xall Time for submitting this request for Court to assure that the matter is posted in accordance with Article 6252-17 is as follows: * Meetings held on Monday: 12:00 P.M. previous Wednesday THIS REQUEST RECEIVED BY: THIS REQUEST RECE1 VED ON ,_ All Agenda Requests will be screened by the County Judge's Office to determine i adequate information has been prepared for the Court's formal consideration and actin at time of Court meetings. Your cooperation will be appreciated and contribute toward your request being addressed at the earliest opportunity. See Agenda Reques Guidelines. Az.Lisoiv 8z AssociaaxEs C~ttaxnex~s at ~aus .JAMES P. ALLISON vtn REGIILAR MAIL Hon. W. G. Stacy Kerr County Judge Kerr County Courthouse Kerrville, Texas 78028 Hon. T. H. Lackey Kerr County Commissioner Kerr County Courthouse Kerrville, Texas 78028 Hon. R. Gordon Morgan Kerr County Commissioner Courthouse Kerrville, Texas 78028 ROBERT T. GABS DAVID C. PAYNE C. REX HALL, JR. A NTNONV .~. NELSON Hon. Glenn R. Holekamp Kerr County Commissioner Courthouse Kerrville, Texas 78028 Hon. Bruce Oehler Kerr County Commissioner Kerr County Courthouse Kerrville, Texas 78028 Re: Job Descriptions and Classification Dear Judge and Commissioners: Attached you will find a classification system and job descriptions for Kerr County employees. Other than department heads and elected officials, job descriptions and classifications were prepared for every employee who submitted a completed questionnaire. While neither the classifications nor the job descriptions are in final form, they will give you a basis for analyzing the various issues involved in your budgetary process. The purpose of this letter is to give you an overview of both the processes involved in this project and the results of our efforts. A brief summary of both the job descriptions and the classification process is outlined below. JOB DESCRIPTIODiB The job descriptions enclosed are a combination of the existing job descriptions and the results of the survey we recently ..., conducted. With regard to every job title, we compared the existing job description with the survey responses provided by each employee with that job title. Job descriptions were not prepared WAlulz.Nasncsll Houss 208 Wssr 14T'H sTxes'r Avsa~mr, TRxws 78701 (612) 483-0701 FAX: (613)480.0802 July 2, 1992 Judges and Commissioners July 2, 1992 Page 2 for elected officials, or for any other employee whose duties are statutorily mandated. Some of the survey responses reflected job titles for which there was no existing job description. In this situation, we analyzed the substance of the duties performed by the employee, and if the job seemed to fit within an existing job description, it was assigned to an existing job title. If, on the other hand, no existing job description adequately described the position, we created a job description for that position. You will notice that the job descriptions are marked. The items in brackets are items in the existing job description which were not mentioned in the survey responses. The underlined items are those aspects of the job reflected in the survey responses which are not reflected in the existing job description. The portions of the job descriptions which are neither underlined nor bracketed appear in both the existing job description and the survey responses. The commissioners court ultimately will need to decide on a final job description for each position. We are prepared to make a recommendation regarding which portions of these job descriptions should be included in the final job description and which portions need not be included. However, it seems that a better determination could be made by consulting the various department heads during your budget workshops. It is the supervisor who is in the best position to determine what the job requirements should be. Please note that the pay group reflected on the job descriptions is the pay group I assigned to the position, not the existing pay group. If you want to compare a given employee's present pay group with the new pay groups I have assigned, this information is reflected in the classification plan. CLASSIFICATION When the job descriptions were compiled, reflecting both the existing job description and the survey results, each position was analyzed to determine haw it should be classified. A discussion of. the classification process is outlined below. We intend to use a conventional classification system, based on pay groups, with step increases within each pay group. This system will be almost identical to the one presently used by Kerr Judges and Commissioners ,~ July 2, 1992 Page 3 County. The central task is to assign each job title to a pay group. This involves using a point system to evaluate the position. In order to avoid comparing apples and oranges, there are actually three different evaluation systems: one for office employees, one for law enforcement and one for skilled crafts. The job description is analyzed, and points are awarded based on various considerations. Some of the more important considerations are: 1) the degree of knowledge and education required to perform the job; 2) whether supervisory or management skills are required; 3) the degree to which human relations skills are required; 4) the degree to which the decisions or actions of the employee have an impact on his or her department, or on county government as a whole; and 5) the conditions of employment, both in terms of physical discomfort or risk of injury and in terms of stress. Upon completion of the evaluation, the total number of points awarded determines the pay group to which the position is assigned. The attached classification plan is arranged by department. Each job title within the department is assigned to a pay group. Immediately below the job title is a list of all employees who should be assigned to this job title and pay group. If an employee is presently assigned to a pay group other than the one to which we recommend he be assigned, his existing pay group is shown in parentheses next to his name. If we were unable to determine an employee's present pay group, a question mark appears next to his name. You will notice that most of the positions have been assigned to the same pay group to which they are presently assigned. For those which would be changed pursuant to our calculations, you will have to determine whether to accept our recommendation. In doing so, it will be helpful to consult with the appropriate department head. If you like, I can also provide you with the underlying data which formed the basis for my recommendation. Finally, it is appropriate to mention that, while our evaluation is based on a logical system, the results are not scientific. First, the process requires the exercise of judgment and discretion on my part in determining how many points should be awarded for a given aspect of the job. More importantly, perhaps, good results depend upon the accuracy of the survey responses. In .- other words, if the survey responses are inaccurate or incomplete, the classification could be inaccurate as well. That is why we included the section for supervisor's comments--to insure the Judges and Commissioners ., ,, July 2, 1992 Page 4 accuracy of the employees' responses. Some supervisors appear to have done better than others at performing this task. CONCLIISION I will be out of town until Monday, July 13, 1992. This will give you a week to look over, and work with, these materials. I expect that, by the end of that time, you will have a list of questions, comments, and concerns to discuss. I look forward to working with you to refine what I believe to be the basis of a good system. As I envision things, the next order of business will be to provide you with a formal assessment of how your staffing and elected officials' salaries compare with those of other, comparable counties. Of course, if you need to address these issues within the next week, you already have the raw data from which the comparisons will be made. From there we will move on to assessing whether your FLSA designations are accurate, and then to the actual text of your personnel policy manual. These tasks should not take very long, as your manual is in good shape at this point. If you need anything while I am out of town, do not hesitate to call Wendy. She knows a great deal about this project, and will be glad to assist you. If you have any questions, do not hesitate to call. Sincerely, C ~~~ C. Rex Hall, Jr. CRH:lw Enclosure KERR\PERSON\coimii ss.001 RERR COUNTY PROPOSED CLASSIFICATION PLAN BY DEPARTMENT I. SHERIFF'S DEPARTMENT SECRETARY 1. E. Kral 2. J. Highfield CHIEF CRIMINAL INVESTIGATOR 1. C. Chapman (20) LIEUTENANT 1. W. Hierholzer (20) PATROL SERGEANT 1. P. Karacek 2. D. Gray (?) 3. G. Penick (18) SENIOR PATROL DEPUTY ,.. 1. B. Stokes (18) 2. B. Johnson (?) 3. G. Huffaker (20) ADMINIS TRATIVE SERGEANT 1. Schreckenbach CRIMINAL INVESTIGATOR 1. C. Alford 2. L. Behrens DEPUTY 1. G. Johnson 2. T. Sheets 3. R. Cawthon (?) 4. B. Follis 5. R. Rodriguez 6. T. Burdick 7. 8. 9. 10. PAY GROUP 12 PAY GROUP 21 PAY GROUP 21 PAY GROUP 20 PAY GROUP 18 PAY GROUP 20 PAY GROUP 17 PAY GROUP 17 NOTE: Numbers 1-6 are patrol deputies. Numbers 7-10 have other assorted duties. A. Sanchez (warrants) J. Graham (?) (civil/warrants) R. Brown (?) (S.W.A.P.) R. Green (crime prevention/DARE) II. JAIL JAIL ADMINISTRATOR (SGT.) PAY GROUP 20 1. T. Kneuper JAIL SECRETARY PAY GROUP 13 1. M. Kinkead (14j SHIFT SUPERVISOR PAY GROUP 15 1. M. Rust (?) 2. C. Golden 3. C. Twiss (?) JAILER PAY GROUP 14 1. L. Goodman (?) 2. M. Derry (?) 3. V. Habenicht 4. G. Thompson (?) 5. J. Rodriguez 6. C. Garcia (?) 8. K. Smith 9. D. Alexander 10. J. Wahl (?) 11. J. Williams (13) 12. Paul Ream (?) COMMUNICATIONS SUPERVISOR PAY GROUP 14 1. N. McElhannon DISPATCHER PAY GROUP 13 1. J. Furr (?} 2. J. Lavendar (?) 3. J. Schmidt (14) III. COUNTY CLER CHIEF DEPUTY PAY GROUP 17 1. Hudson ADMINISTRATIVE CLERK PAY GROUP 15 1. P. McEwen 2. E. Garza (calls herself Comm. Ct. Deputy) 3. Holmes (calls herself Supervisor Dep. Clk. C.C.L.) 4. Nicholson (calls herself Dept. Head: Land and Filming) "` SENIOR ACCOUNTING CLERK PAY GROUP 15 1. Medrano SENIOR CLERKS PAY GROUP 13 1. Mendoza 2. Bruce (12, but has supervisory duties) CLERKS PAY GROUP 12 1. Soria 2. Tuck 3. Pieper 4. Juenke 5. Steadham 6. Rodgers (?} 7. Alford (?) S. Sherman IV. DISTRICT CLERK ADMINISTRATIVE CLERK PAY GROUP 15 1. Garza ACCOUNTING CLERK/BOOKKEEPER PAY GROUP 13 1. Burlew SENIOR CLERK PAY GROUP 13 1. Whitt (does not directly supervise particular employees) CLERK PAY GROUP 12 1. Fleming (?) 2. Johnson 3. Anderson V. ROAD AND BRIDGE ADMINISTRATIVE SECRETARY PAY GROUP 15 1. T. Hardin MECHANIC FOREMAN PAY GROUP 17 1. Barecky (16} MECHANIC 1. Mosty FOREMAN 1. Bierman (14) 2. Behrens 3. Koennecke 4 Lackey 5. Stehling HEAVY EQUIPMENT SPECIALIST 1. Kraft 2. Carpenter 3. Lynoh 4. Masters (?) 5. Matter 6. Smith 7. Stewart (12) 8. Wheeler CREW LEADER 1. Butler 2. Jackson 3. Keidel EQUIPMENT OPERATOR 1. Bridges 2. Loughton (?) VI. AUDITOR ASSISTANT COUNTY AUDITOR 1. Hogue 2. Williams VII. PAY GROUP 16 PAY GROUP 17 PAY GROUP 14 PAY GROUP 13 PAY GROUP 12 PAY GROUP 15 ASSISTANT COUNTY TREASURER PAY GROUP 15 1. Nemec (Deputy Co. Treasurer) VIII. COUNTY COURT AT LAW ADMINISTRATIVE SEC./COURT COOR 1. Kuhlmann PAY GROUP 15 IX. MAINTENANCE FACILITIES MAINTENANCE SUPERVISOR PAY GROUP 17 1. Speakman (17) GROUNDS MAINTENANCE WORKER PAY GROUP 8 1. M. Riley (calls himself maintenance supervisor) (7) CUSTODIAN PAY GROUP 7 1. Venegas X. COMMISSIONERS COURT ADMINISTRATIVE ASSISTANT PAY GROUP 17 1. Sovil (15) (presently classified as administrative secretary, but performs some functions of administrative assistant. Pay group 17 would place her in a position comparable to a Chief Deputy) XI. JP 1 CLERK 1. Marquart (13) 2. Sckowran (13) XII. JP 2 ADMINISTRATIVE CLERK 1. XIII. JP 4 CLERK 1. Sevey Walters (10) PAY GROUP 12 PAY GROUP 15 NOTE: Other JPs use only clerks. PAY GROUP 12 XIV. TAX ASSESSOR "" CHIEF DEPUTY PAY GROUP 17 1. Guerrero ADMINISTRATIVE CLERK PAY GROUP 15 1. Garza (in survey, calls herself "Superv. Clk./Auto") ACCOUNTING CLERK/BOOKKEEPER PAY GROUP 13 1. Turner SENIOR CLERK PAY GROUP 13 1. Bolin 2. Carpenter (no apparent supervisory duties) CLERK PAY GROUP 12 1. Hanks (?) 2. Wied (10) 3. Schneider (10) ~- XV. DEPARTMENT OF PUBLIC SAFETY ADMINISTRATIVE SECRETARY PAY GROUP 15 1. Damron XVI. COUNTY EXTENSION AGENT 4H COORDINATOR PAY GROUP 15 1. Stewart CLERK PAY GROUP 12 1. Ryan XVII. ENVIRONMENTAL HEALTH ENVIRONMENTAL HEALTH TECHNICIAN PAY GROUP 16 1. Garza (?) CLERK PAY GROUP 12 1. Grosenherder XVIII. JUVENILE PROBATION OFFICER PAY GROUP 16-17 1. Stanard (?) (not clear that this position should be classified--salary set by Juvenile Board) SECRETARY PAY GROUP 12 1. Olga (?) XIX. DISTRICT ATTORNEY LEGAL SECRETARY PAY GROUP 14 1. Fritz XX. COUNTY ATTORNEY ADMINISTRATIVE SECRETARY PAY GROUP 15 1. Hanna LEGAL SECRETARY PAY GROUP 14 1. Stanga `°' PAY GROUP 7 PAY GROUP 8 PAY GROUP 12 PAY GROUP 13 PAY GROUP 14 PAY GROUP 15 PAY GROUP 16 PAY GROUP 17 PAY GROUP 18 PAY GROUP ZO PAY GROUP 21 NIIMSER OF EMPLOYEES PER PAY GROIIP 1 1 24 I4 23 19 2 22 3 5 2 KERR COUNTY INVENTORY OF JOB CLASSES BY DEPARTMENT FIINCTIONAL CAT GORY. CLA88 NUMBER AND TITLE 100 COIINTY JIIDGB AND COMMISSZONERB COIIRT 101 County Judge 102 County Commissioner 103 Administrative Assitant 107 secretary 150 BIIILDINGB AND GROIINDS MAINTENANCE 151 Facilities Maintenance Supervisor 154 Custodian 155 Grounds Maintenance Worker 158 Agriculture Barn Attendant (PT) 200 COIINTY AIIDITOR~S OFFICE 201 County Auditor 203 Assistant County Auditor 300 TA% OFFICE 301 Tax Assessor-Collector 302 Chief Deputy Tax Assessor-Collector 303 Administrative Clerk 304 Accounting Clerk 305 Senior Clerk 306 Clerk 310 Senior Accounting Clerk PAY GROIIP FLEA OCCUPATIONAL DESIGNATION SATEGORY FIINCTIONAL CATEGORY. CLASB NIIMBER AND TITLE 400 COUNTY CLERR~B OFFICE 401 County Clerk 402 Chief Deputy County Clerk 403 Administrative Clerk 404 Senior Accounting Clerk 405 Senior Clerk 406 Clerk 500 COIINTY TREASIIRER~B OFFICE 501 County Treasurer 502 Deputy County Treasurer 503 Accounting Clerk 505 Clerk/Typist 506 Chief Deputy County Treasurer PIIBLIC BAFETY: 600 BHERIFF~B DEPARTMENT AND JAIL 601 Sheriff 602 Chief Deputy Sheriff- Patrol 603 Chief Deputy Sheriff- Investigations 604 Deputy Sheriff - Sergeant 605 Deputy Sheriff (Warrants) 606 Deputy Sheriff 607 Traffic Control Officer 608 Administrative Secretary -~- 609 Secretary PAY GROIIP FLEA OCCIIPATIONAL DESIGNATION CATEGORY FIINCTIONAL CATEGORY. CLA88 NIIMBER AND TITLE 610 Clerk JAIL 611 Jail Administrator 612 Jailer (certified) 613 Dispatcher (Uncertified) 614 Patrol Deputy/DARE Officer 615 Deputy/S.W.A.P. Coordinator 616 Lieutenant 617 Criminal Investigator 618 Administrative Sergeant 619 Jailer/Jail Secretary 620 Corrections Officer Shift Supervisor 621 Communications Supervisor 700 JUSTICES OF THE PEACE 701 Justice of the Peace 702 Administrative Clerk 703 Senior Clerk 704 Clerk/Typist 800 CONSTABLES 801 Constables PIIBLIC WOR1C8: 900 ROAD AND BRIDGE 901 Foreman 902 Administrative Secretary 903 Mechanic's Foreman 904 Mechanic PAY GROIIP FLSA CATEGORY FIINCTIONAL CATEGORY. CLASS NIIMBER AND TITLE 905 Heavy Equipment Specialist 906 Crew Leader 907 Equipment Operator 908 Laborer 909 County Road Administrator 910 Administrative Assistant 911 Construction Superintendent 912 Secretary JIIDICIAL AND PROSECIITION: 1000 DISTRICT COIIRT 1005 District Judge 1010 Court Reporter DISTRICT ATTORNEY~B OFFICE 1030 District Attorney 1032 Assistant District Attorney 1034 Legal Secretary COIINTY ATTORNEY~B OFFICE 1035 County Attorney 1036 Assistant County Attorney (PT) 1037 Administrative Secretary 1038 Legal Secretary DISTRICT CLERR~B OFFICE 1050 District Clerk 1051 Chief Deputy District Clerk PAY GROIIP FLEA OCCIIPATIONAL DESIGNATION CATEGORY FIINCTIONAL CATEGORY. CLA88 NUMBER AND TITLE 1052 Administrative Clerk 1053 Senior Clerk 1054 Intermediate Clerk 1055 Clerk 1056 Microfilm Clerk PROBATION OFFICE 1060 Chief Probation Officer 1061 Adult Probation Officer 1065 Juvenile Probation Officer 1066 Juvenile Detention Superintendent 1069 Juvenile Detention Child Care Worker 1070 Secretary COMMIINITY BERVICEB COIINTY ERTENSION OFFICE 1110 County Extension Agent 1112 Home Demonstration Agent 1115 4H Coordinator 1116 Administrative Secretary PIIBLIC WEIGHER 1200 Public Weigher COIINTY COIIRT-AT-LAW 1250 County Court-at-Law- Judge 1251 Court Reporter 1253 Administrative Secretary/ Court Coordinator PAY GROIIP OCCIIPATIONAL DESIGNATION CATEGORY PQNCTIONAL CATEGORY. CLA88 NQM88R AND TITLE DPB OFFICB 1260 Executive Secretary 1270 ENVIRONMENTAL HEALTH 1271 Director Environmental Health 1272 Environmental Health Technician 1273 Secretary PAY GROIIP FLEA DESIGNATION