ORDER NO 28558 APPROVAL ON BENISON TO JOB DESCRIPTTION FOR COMMISSIONERS COURT COORDINATOR/ADMINISTRATIVE ASSISTANT On this the 8th day of March 2004, upon motion made by Commissioner Letz, seconded by Commissioner Nicholson, the Court unanimously approved by a vote of 4-0-0, on revisions to the job description for the Commissioners Court Coordinator/Administrative Assistant. L~ ~ `~ ~ ~~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: William H. Williams OFFICE: Commissioner, Pct. 2 MEETING DATE: March 8, 2004 TIME PREFERRED: SUBJECT: (Please be specific) Consider, discuss, and take appropriate action on revisions to the job description for the Coordinator of Administrative Services for the County Judge and Commissioners' Court. EXECUTIVE SESSION REQUESTED NAME OF PERSON(S) ADDRESSING THE COURT: Commissioner Williams. ESTIMATED LENGTH OF PRESENTATION: 5 Minutes IF PERSONNEL MATTER-NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: @ All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court meetings. Your cooperation is appreciated and contributes toward your request being addressed at the earliest opportunity. See Agenda Request Rule adopted by Commissioners Court. Agenda Item Backup Material Attached is March 1, 20041etter of resignation from Thea Sovil. Also attached is a copy of the current job description for Ms. Sovil's position as prepared by Nash and Company when they were last employed by Kerr County to assess and/or develop job descriptions. The current job description (as prepared by Nash and Company) leaves much to be desired-in my opinion. The last item to accompany this agenda item is a revision of the job description for this position incorporating some of my thoughts, which I hope will elicit comment, suggestions, etc., from other members of the court. Whoever is selected to fill this position should have the benefit of a clear, concise, unambiguous job description that everyone understands. March 1, 2004 Commissioners' Court Ken County Gentlemen: It is with mixed emotions that I hereby tender my intent to retire from Kerr County Employment. I went to work for Kerr County on January 1, 1986. As my accrued time sheet shows by the end of May, I will have 308.23 hours of vacation time and barring no more sick time I will have 2072.45 hours of accrued sick time. In view of these accrued hours, my last date of employment will be May 31, 2004. However, I will start my vacation on April 1, 2004 to continue until May 31, 2004. This will utilize all of my vacation and allow my medical insurance to continue until Medi-care kicks in. The education I have garnered by working in County Government is irreplaceable and I appreciate the opportunity to serve Kerr County. I will miss certain people but not the conflicts. I wish you all the best. Thea Sovil Kerr County Tezas Job Description Job Title: Department: Reports To: FLSA Status: Prepared By: Prepared Date: Approved By: Approved Date: Court Coordinator - CCOC County Judge and Commissioner's Court County and Judge and Commissioner's Court Nonexempt Nash & Co. June 2000 SUMMARY Provides a full range of efficient secretarial services to County Judge and Commissioner's Court by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is intended to be illustrative and does not represent an exhaustive list of duties and responsibilities. Incumbents may not perform all duties and responsibilities listed. Other duties may be assigned: Maintains telephone bank for elected officials including TTD for hearing impaired and provides general information for the County. Coordinates participation of commissioners in budget preparation, monitoring and justification. Prepares notices of Commissioners' Court and assembles documents for use during Court. Participates in scheduling and prioritizing County Judge Docket. Performs assistance work for Commissioners' Court activities. Coordinates work between Commissioners' Court and local, state and federal agencies, and private organizations. Responds to inquiries regarding programs, administrative regulations, policies and procedures. Attends Commissioners' Court meetings and implements Court Orders as applicable. Maintains contacts for Commissioners' Court with public and private executives and other officials. Prepares correspondence, reports, studies, forms and documents as directed by the County Judge. Develops, coordinates and maintains recordkeeping and filing systems. Performs related duties as required. Page 1 Court Coordinator - CCOC (continued) SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of: Commissioner's Court policies and procedures Teletype devise for hearing impaired Filing and recordkeeping procedures Legal terminology Modern office equipment including computers and specialized software, fax machines, copiers, dictation/transcription equipment, typewriter and telephone systems. Ability to: Operate modern office equipment including computers and specialized software, fax machines, copiers, dictation/transcription equipment, typewriter and telephone system including TTD for the hearing impaired Apply correct business English, spelling and arithmetic Apply various codes, statutes, rules and regulations pertaining to Commissioner's Court Type accurately 55 words per minute Establish and maintain effective working relationships with co-workers and employees in other departments and outside agencies Communicate effectively orally and in writing Understand and follow oral and written instructions and to request clarification when needed EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) required, some college preferred. Plus one year secretarial experience, experience as a legal secretary preferred; or Any equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as legal precedings and documents, regulatory manuals, and procedure manuals. Ability to write reports and legal correspondence. Ability to speak effectively before attorneys, outside agencies, other employees of the organization and the general public. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Page 2 Court Coordinator - CCOC (continued) REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES, REGISTRATIONS None Required. Notary Public desirable. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative ~! of those an employee encounters while performing the essential functions of this job. Reasonable "~ accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is in inside environmental conditions. The noise level in the work environment is usually quiet. Page 3 Draft Draft-Draft Draft--Draft Kerr County Commissioners' Court Coordinator of Administrative Services The Coordinator of Administrative Services reports to the County Judge and members of Commissioners' Court, and in this capacity will provide a full range of administrative support services to the five elected members of this court. The essential duties and responsibilities include, but may not be limited to the following: • Coordinates all administrative functions of Commissioners' Court. • Coordinates participation of Commissioners in budget preparation, workshops, and public hearings. • Prepares agenda books for, and prepares and posts notices of . Commissioners' Court meetings. • Schedules all public hearings; and is responsible for placement of all legal notices originating from Commissioners' Court. • Prepares correspondence, agenda items, backup material, etc. for all members of Commissioners' Court. • Maintains telephone and contact information for members of Commissioners' Court. • Schedules and prioritizes County Judge Juvenile and Probate Court Dockets. • Assists individual commissioners in document preparation, scheduling, contacts, and other activities associated with their responsibilities. • Coordinates work between Commissioners' Court and local, state and federal agencies as well as private organizations and agencies. • Responds to public inquiries regarding Commissioners' Court meetings, activities, programs, administrative regulations, policies and procedures. • Develops, coordinates and maintains record keeping and filing systems. • Orders and maintains supplies, postage sufficient to meet needs of County Judge and Commissioners. • Responsible for physical setup of Commissioners' Courtroom, i.e., projectors, screens, sound system and other presentation aids as needed. • Attends Commissioners' Court meetings as required, and implements Court Orders as applicable. • Performs related duties pertaining to Kerr County business as required.