2014 Reclassification Electronic Packet

RECLASSIFICATION REQUEST PACKET2014/2015 WINDOW

This packet contains instructions for completing employee-initiated reclassification requests for eligible employees represented by SEIU Local 521 and in accordance with section 20.1 Reclassification of the current SEIU 521 Contract. Outlined below is a brief description of the contents of the Reclassification Request Packet.

If you would like to complete an electronic packet, you may download an electronic packet by visiting the Countys website at www.sccjobs.org and clicking on Classification & Compensation and choosing Classification Overview from the drop down list. There you will find the link to the Reclassification Study information page.

Section A Outlines the reclassification request procedure for eligible employees represented by SEIU Local 521 or Confidential Clerical.

Please note that employees represented by SEIU Local 521 EHU, SSU and Supervisory units may not submit requests during this Reclassification Window.

Section B Contains two receipts. One receipt is for the employee who is requesting a reclassification; the other is to remain with the reclassification packet. It is very important that both receipts are completed and that the employee retains one as proof of timely submittal.

Section CContains important deadline information and a listing of Service Centers.

Attachment 1The Position Classification Questionnaire (PCQ) is to be completed by the employee requesting reclassification, the employees immediate supervisor and the Department/Agency Head or designee.Attachment 2Employee Checklist - this checklist is a guide for employees to ensure they have completed all the necessary steps prior to submitting their Reclassification Request Packet to their immediate supervisor for review, comments, and signature. SUBMIT BY 5:00PM, December 29, 2014.

Attachment 3Immediate Supervisor Checklist - this checklist is a guide for immediate supervisors to ensure they have completed all the necessary steps prior to submitting the Reclassification Request Packet to their respective Department/Agency Head or designee for review, comments and signature.

Attachment 4Department/Agency Head Checklist - this checklist is a guide for Department/Agency Heads to ensure they have completed all the necessary steps prior to submitting the Reclassification Request Packet to their respective Service Centers. SUBMIT BY 5:00 PM, January 16, 2015. (Service Centers submit to ESA Human Resources by January 20, 2015.)

SECTION AI. SEIU Local 521 & Confidential Clerical Reclassification Request - Employee Instructions

Prior to submitting your Reclassification Request Packet to your immediate Supervisor review the following:

A. You have been in the position performing the higher level duties for a period of time equivalent to the probationary period, March 29, 2015. Per Merit System Rule A25-103(d), if a position is reclassified to a supervisory unit, the incumbent must complete a period of service in the position and have performed the higher level duties for a period of time equivalent to one year

B. You should not be receiving Work Out of Class (WOOC) for duties used as a basis for the Reclassification Request.

C. Your current job description and the job description for the classification you are requesting, if one exists: (Copies can be downloaded from the Human Resources website at www.sccjobs.org.)

1) If you believe your current job specification does not cover the duties you are performing, submit the following information to your Immediate Supervisor no later than December 26, 2014.

i. A completed Reclassification Study Request Packetii. A completed County employment application (go to www.sccjobs.org. A link to the online application is available on the Reclassification Window webpage.)iii. A copy of your current job description iv. A copy of the job description of the classification you are requesting, if one exists

SEE EMPLOYEE CHECKLIST ATTACHMENT 2

II.Immediate Supervisor Instructions - Upon receipt of the completed PCQ:

A.Complete both receipts.

B.Give one receipt to employee (Section C), retain other with packet.

C.Complete section for the Immediate Supervisor.

D.Submit to the Agency/Department Head or Designee with the following:

1.Section A of the Reclassification Request Packet, the PCQ with attachments, (i.e. job descriptions, application, copy of receipt) and your statement.2. A current organizational chart (with incumbents position highlighted)

SEE IMMEDIATE SUPERVISOR CHECKLIST ATTACHMENT 3

III. Department/Agency Head Instructions:

A. Review packet B. Complete Statement of Department/Agency Head or Designee and attach additional information as required.C. Sign and submit to your respective Service Center no later than 5:00 PM, January 16, 2015. (see Section C for a listing of Service Centers)

SEE DEPARTMENT/AGENCY HEAD CHECKLIST ATTACHMENT 4

NOTE: Reclassification request and attachments must be submitted to the Service Center whether or not management supports the request.

SECTION BRECEIPT OF POSITION CLASSIFICATION QUESTIONNAIRE (PCQ)

I, ______________________________________ Departmental Representative

acknowledge receipt of the Position Classification Questionnaire (PCQ) submitted by

_____________________________________________________________________Employee

On: _________________________________Date

Signed: ______________________________Departmental Representative

RECEIPT OF POSITION CLASSIFICATION QUESTIONNAIRE (PCQ)

I, ______________________________________ Departmental Representative

acknowledge receipt of the Position Classification Questionnaire (PCQ) submitted by

_____________________________________________________________________Employee

On: _________________________________Date

Signed: ______________________________ Departmental Representative

SECTION C

Important Deadlines

Employees have until 5:00 PM, December 29, 2014, to complete their reclassification requests and submit them to their immediate supervisor.

Immediate Supervisors and Department/Agency Heads have from December 29, 2014, to January 16, 2015, to complete their responses to the employees reclassification request and submit to their respective Service Centers.

Service Centers must submit all original Reclassification Request Packets to Employee Services Agency, Human Resources Department, 70 W. Hedding Street. East Wing, 8th Floor, Attention: Staci Bjerk by 5:00 PM, Tuesday, January 20, 2015.

Service Center Listing

Child Support Services2851 Junction Ave, 4th FloorPhone: (408) 503-5318

District Attorney70 W. Hedding St.,West WingPhone: (408) 792-2686ESA Employee Service Center70 W. Hedding StreetEast Wing 8th FloorPhone: (408) 299-5880

Health & Hospital System2325 Enborg LanePhone: (408) 885-5450Library14600 Winchester Blvd.,Los GatosPhone: (408) 293-2326

Parks & Recreation298 Garden Hill DriveLos GatosPhone: (408) 355-2214

Probation2314 N. First Street, 2nd FloorPhone: (408) 468-1650

Roads & Airports101 Skyport DrivePhone: (408) 573-2406

Sheriffs Office/Dept of Correction55 W. Younger Ave.Phone: (408) 808-4610

Social Services Agency333 Julian StreetPhone: (408) 491-6300

ATTACHMENT 1

2014/2015 POSITION CLASSIFICATION QUESTIONNAIRE - PCQ

Employee ID *First NameLast NameWork Phone

44466PattersonBrown408-691-8608

Budget Unit *Agency/DepartmentDivisionWork Fax Number

0501Social ServicesProtective Services408-755-7903

Work AddressWork HoursE-Mail Address

373 W. Julian St 1st floor7am - 4pmpatterson.brown@ssa.sccgov.org

Job CodeCurrent ClassificationRequested Classification

U98Protective Services OfficerSSA Supervising PSO

Immediate Supervisor NameImmediate Supervisor Title

Steve PalmadessaSSA Security & Safety Manager

Supervisors Phone Supervisors E-Mail Address

408-755-7114steven.palmadessa@ssa.sccgov.org

* Budget Unit and Employee ID# are located under Employee Data on your electronic pay stub, which is available on the Countys intranet site, Connect. Click on Employment, then My Payroll.

* Budget Unit and Employee ID# are located under Employee Data on your electronic pay stub, which is available on the Countys intranet sit, Connect. Click on Employment, then my payroll.

IMPORTANT DATES

December 29, 2014Deadline for employee to submit completed packet to immediate supervisor.

January 16, 2015 Deadline for Department/Agency to submit packets to Service Center.

January 20, 2015Deadline for Service Centers to submit packets to ESA - Human Resources.

September, 2015

Tentative month for Appeal Hearings

1. Describe the general purpose of your position in one sentence:

I do patrol operations providing, leadership and supervisory oversight to SSA Protective Services Officers at SSA facilities located from Mountain View to Gilroy.

Please provide the following information as completely and succinctly as possible. Attach a separate piece of paper if needed to answer one or more questions.

2. Describe the work you do. Use your own words and make your description so clear that persons unfamiliar with your work can understand what you do. List your complete work assignments over a long enough period of time to picture your job as a whole. Show the time spent on different duties as percentages of your time in the right-hand column, (e.g., 75%). Use whatever method you think will give a clear understanding of how you spend your working time. Include the most important tasks and tasks performed most often. It is helpful to group similar tasks related to one work function, describing them in concise terms.

Please limit your tasks to no more than 10. Task Performed% of Time Spent on Task

Patrol: Vehicle / foot patrol of SSA facilities located in San Jose, Gilroy and Mountain View, issue parking citations, respond to incidents in progress and cold calls. Meet with management at facilities to discuss security related issues and problems. Conduct Security Surveys and Risk Assessments at SSA facilities. Meet with on site PSO to discuss and resolve security related problems or concerns.60

Incidents: Review and approve writtten incident reports by officers assigned to SSA facilities. Respond to incidents to assist officers. Provide liason to police, fire and EMS units during incidents.15

Training: Updating officers on new laws, unit procedures and agency policies. Develop and run scenarios with officers of different types of incidents that could occur on campuses i.e. Suspicious person, person with a weapon, physical and verbal disputes in lobby's, Medical emergencies involving clients or employees. Take part in evacuation drills by coordinating assigned offiers. 10

Admistrative duties: Scheduling for daily, special event, vacations and long term assigments. Complete payroll and approve time off requests for short term (daily) or longer (vacations). Re-assign officers to new permanent postings. Meet with the SSA Security Manager for updates and briefings on various facilities and new or scheduled events. Contact citation vendor as needed to address problems with issued citations. Contact law enforcement as needed to supply requested documentation. 10

Access Control - CCTV: At the direction of the SSA Security manager run badge audits of employees involved in access control incidents. Run event reports for SSA facilities badge readers. Run video searches for criminal incidents, reports of employee injury claims, property damage.5

TOTAL = 100% Press tab key in last cell to add an additional row.3. Which of your duties do you believe are not described in your current classification and why do you believe your position should be reclassified?

Section 20.3 defines a lead worker as such:Lead duties whether included in the job description or paid for through a differential shall include but not be limited to the following:a)Assigns, distributes and adjusts short-term workloadsI exceed this, as the majority of my workload changes are long term such as; re-assign personnel as needed for to permanent postings throughout the agency, long-term special assignments and shift changes. Add new changes to officer duties that are permanent.

b)Keeps appraised of the progress of the work;I exceed this by not only keeping appraised of progress but actively changing, updating or deleting the work that has been assigned to the officer. I take an active role in ensuring that the work is not only completed but also completed in a timely manner to meet the needs of the unit and agency.

c) Answers procedural and work-related questions;I exceed this by not only answering these types of questions but by developing new procedures and operating guidelines. The nature of Protective Services work can be fluid and new or unusual questions come up regularly so I review, modify and develop new procedures for the officers.

d)Assists the supervisor in reviewing the work;I exceed this, as I am the one doing the reviews of the PSOs work, this includes daily reports, incident reports, safety reports, citations issued. When I have finished reviewing, I let the manager know my decisions, thoughts and opinions on the level of the work. I also let him know if additional work is needed.

e)May train new workers by providing general orientation to office, instruction on specific tasks, and review of task performance;I exceed this by working as a Field Training Officer with all new officers to get them acclimated to the PSO unit. This involves training the officers on the SOPs (Standard Operating Procedures) for each building where officers are assigned. Guide them in learning patrol techniques, field contacts, issuing citations etc. During this period, I also assess the new officers work and show them the ways they can improve.

Use of the Lenel System Administration System that allows me to gather access reports, audit badges, access the SSA camera system for review of crimes and accidents.

At the direction of the manager, I conduct security surveys and risk assessments of SSA building. These surveys and assessments are defined as:

A Security Survey is a thorough physical examination of a facility and its operations with respect to personnel and company assets. We examine the risks these assets are exposed to, and review the measures that are in place to protect them and to mitigate liability.

A risk assessment is a process to identify potential hazards and analyze what could happen if a hazard occurs. A business impact analysis (BIA) is the process for determining the potential impacts resulting from the interruption of time sensitive or critical business processes.

Advises and coordinates with SSA staff, managers and others as appropriate in enforcing and improving safety and security measures;

I developed and maintain a training curriculum for the officers that we use throughout the year; This curriculum is a mixture of outside agency web based training and class and physical training. It is designed to give the officers information on how to react in to various crises and events.

I administer the traffic enforcement and citation program at SSA and SSA facilities throughout the county

I also regularly use the DataTicket Citation report system to check for repeat offenders parking at SSA facilities.

Respond to serious incidents and crimes that occur on the assigned shift, takes charge at the scene; coordinates the activities of the Protective Services Officers with other departments during serious incidents

Responsible for field operations during assigned shift; make decisions and directs Protective Services Officers during routine and emergency incidents

The closest class that compares is the Supervising Protective Services Officer for HHS (U9D). This is a hospital specific code that could be easily modified to be as specific to SSA.

Under definition: Under direction, to supervise Protective Services Officer personnel and support staff at Santa Clara Valley Health & Hospital System. Changing this to read : At Santa Clara Social Services Agency

Under typical tasks the following are hospital specific:

Advises and coordinates with hospital nursing staff, clinic managers, hospital division managers and others as appropriate in enforcing and improving safety and security measures;

This section would simply need to be made to read as: Advises and coordinates with SSA staff, managers and others as appropriate in enforcing and improving safety and security measures;

Responds to serious incidents and crimes that occur on the assigned shift, takes charge at the scene; coordinates the activities of the Protective Services Officers with other departments during serious incidents, pursuant to Joint Commission on Accreditation of Healthcare Organizations (JCAHO) requirements and the Hospital Security Management Plan;

Only the second half of section needs modification as it very hospital specific it can be dropped entirely from a SSA specific code.

Responsible for administering the traffic enforcement and citation program at SCVMC and SCVHHS facilities throughout the county;

This would simply need to change from SCVMC and SCVHHS to all SSA facilities.

The remaining part of the code would need no modification as the duties described in there a generic supervisors duties and typical in most security supervisor positions.

As listed above you can see that I have passed the normal duties of lead. Currently the SSA Protective Services unit has no supervisor. The fluid nature of our work requires that I go beyond the guidelines currently in place. A reclassification is needed to provide a defined supervisory role in SSA Protective Services unit.As the unit continues to grow there is a definite need for a supervisory position.

List the names & class titles of employees you supervise or lead. If you do not supervise or lead employees, write NONE.

SUPERVISELEAD

Chris ArmsteadChristopher DiazLondon GoodmanElvin MoralesJames MyersTerris SadlerArdith StoferAdnan TufekcicGilbert ValverdeMaria Angie VasquezJohn Washington

5. Are there office machines/equipment other than the standard machines such as copier, printer, fax, etc that you use regularly in your work? If so list the machines and how often you use them. Include any machines that you are responsible for maintaining.

Lenel system card access system and OnGuard CCTV system. DataTicket Citation report system.

6. List computer applications that you use on a regular basis in your work and how often you use them. (i.e. 1 hour per month, 6 hours per day, etc.)

Office softeware: DailyLenel and OnGuard CCTV System: 10hrs monthDataTicket Citation Report System: 6 - 7 times monthly

7. What is the nature & extent of instructions you receive regarding your work? How detailed are these instructions? For example, you may have had instructions only when you were new on the job, or you may get special instructions with each new task.

The instructions I receive from the manager are broad based. He gives me the result he wants to achieve and allows me to plan the best way to get that result. I start planning from the end back so that result the manager desires is met.

8. What is the nature & extent of the check or review of your work? For example, are there automatic checks by other offices, employees, supervisors or procedures that catch errors?

All of my work is reviewed by the SSA Security and Safety Manager. In times when I am filling in for him as WOOC then his manager, Central Services Manager would be the person to review all of my work and to direct me in new assignments.

9.Describe your contacts with departments other than your own, with outside organizations and with the general public. Explain the nature and purpose of contacts you have with people other than co-workers. Is the purpose to obtain or give information, to resolve issues, to persuade others, or to obtain cooperation?

I interact with SCC Sherriff's Deputies who are contracted to the Senter Rd facility. The contract deputy is there to handle needed law enforcement matters and felony crimes. I interact with SJPD, Mountain View PD, Gilroy PD. All of these departments respond to various facilities that SSA has. I also meet with various fire departments and emergency services personnel when responding to SSA facilities. I meet with SSA facility managers to discuss and address problems and concerns in their buildings. Including those involving PSO's. I meet with employees and clients when they have complaints or concerns regarding PSO's.

10. What training and experience do you have that prepared you for this job?

I have been in the security / law enforcement fieled since approximately 1989. The majority of the time in a supervisory or lead position. I am very familiar in the techniques needed to supervise and motivate employees. I am police academy graduate. I have certificates in private security, police sciences, investigations, FEMA certificates in emergency response to different types of emergencies. I continue to keep myself updated on new laws through newsletters and put out by law enforcemnt training centers and other organizations. I also keep up to date on new laws regarding security in California.

CERTIFICATION: I certify that the above answers are my own and are accurate and complete:

Employees Signature:

Date:

Print and submit your Reclassification Request Packet to your immediate supervisor by 5:00 PM on December 29, 2014.

CONFIDENTIAL STATEMENT OF IMMEDIATE SUPERVISOR

Do not make any alterations or changes to the employees statements.

1. Review the employees statements. Is it an accurate description of the position? Is any information overstated or understated? Is there any information that is described incorrectly?

2.What do you consider the 3 or 4 most important/critical duties of this position?

3.If you were recruiting for this position, what training, education, or experience would be required to perform this job? (Include specialized licenses and certifications needed.)

4.List the knowledge, skills and abilities needed for successful performance of this position.

5.List the name and the job classification of other employees, under your supervision, performing the same duties at the same level of difficulty/skill as the employee submitting this request.

6. Has the employee received work out of classification (WOOC) pay, if so which classification(s), when and for how long?

Immediate Supervisors Signature:

Title:

Print name:Date:

STATEMENT OF DEPARTMENT/AGENCY HEAD OR DESIGNEE

I have reviewed the PCQ and (check one):

|_| Duties described in PCQ accurately reflect the duties performed by this employee. OR|_| Duties described in PCQ do not accurately reflect duties performed by this employee. Explain:

(Check One):|_| Employee is properly classified and a study is not warranted.

|_| Employee is not properly classified and a study is warranted. |_| Other: __________________________________________________________________________

If you believe a study is warranted please indicate below how it would fit into the Board Policy:

Study fits Board of Supervisors classification policy for the following reason:

|_| To recognize newly-assumed County responsibilities;

|_| To accurately reflect the work involved when there is no salary adjustment;

|_| To establish approved reorganizations or other Board directives or to comply with legal mandates due to legislative changes that impact the Countys current job description.

Attach explanation of how study fits the selected criteria.

Executive Manager Signature:

Title:

Print name:Date:

ATTACHMENT 2

Employee Checklist

|_|I have completed Section A of the Position Classification Questionnaire. If completed electronically, I have printed and signed the Position Classification Questionnaire.

|_|I have attached a copy of my current job description.

|_|I have attached a copy of the job description that I believe best describes the work I now perform.

|_|I have completed a County employment application.

|_|I have submitted all of these documents to my immediate supervisor by 5:00 p.m., December 29, 2014.

|_|I have retained the receipt from my immediate supervisor showing I submitted the Reclassification Request Packet by December 29, 2014.

|_|I have made a copy of my Reclassification Request Packet for my records.

ATTACHMENT 3

Immediate Supervisor Checklist

|_|I have received the employees Reclassification Request Packet by 5:00 p.m.,December 29, 2014, and have given the employee a receipt.

|_|I have attached a copy of an organization chart indicating the employees position.

|_|I have reviewed the employees Position Classification Questionnaire and have completed the Confidential Statement of Immediate Supervisor.

|_|I understand my statement is confidential and is not to be shared.

|_|I have signed and submitted the Reclassification Request Packet to the Agency/Department Head for signature.

(Reminder: Be sure to allow enough time for Agency/Department Head to review and submit the Reclassification Request Packet prior to their deadline of January 16, 2015.)

ATTACHMENT 4

Department/Agency Head Checklist

|_|I have reviewed the employees Position Classification Questionnaire and the immediate supervisors comments.

|_|I have completed and signed the Statement of Department/Agency Head or Designee. I have attached any required additional information.

|_|I have forwarded the original completed Classification Study Request Packet to my Service Center by January 16, 2014.

.

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