HomeMy WebLinkAboutReports - 2023.08.03 - 40444
AGENDA ITEM: Implementing the Salary Administration Plan 3rd Quarterly Report for FY2023
DEPARTMENT: Human Resources
MEETING: Board of Commissioners
DATE: Thursday, August 3, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3152
Motion to authorize implementation of the Salary Administration Plan 3rd Quarterly Report for FY
2023, effective July 29, 2023; further, to change the salary grade of classifications according to the
attached Schedules B and C and to update positions according to the attached Schedule D; further,
that the FY 2023-2025 Budget be amended in the attached Schedule A.
ITEM CATEGORY SPONSORED BY
Resolution Gary McGillivray
INTRODUCTION AND BACKGROUND
Merit Rule 2 provides a process for departments and employees to request a review of the salary
grade placement of classifications to ensure accuracy of the 15 Point Factor evaluations of the
Salary Administration Plan. The results of these studies are presented to the Board of
Commissioners in the Human Resources Department Quarterly Report. The 3rd HR Department
Quarterly Report for FY2023 covers salary grade review studies completed from April through June
2023 and seeks approval to implement the following actions:
• to retitle one (1) classification with no change in salary grade, impacting one (1) FTE position
in the Water Resources Commissioner department.
• to retitle and change the salary grade of one (1) classification, impacting one (1) FTE position
in the Board of Commissioners department.
• to change the salary grade of one (1) classification, impacting one (1) FTE position in the
Circuit Court.
• to change the salary grade of one (a) classification, impacting three (3) FTE positions and
one (1) PTNE position in the Public Services department, Children’s Village division.
Funding for these changes exists within the budget favorability of each department and the General
Fund/General Purpose impact for FY2023 is $1,165.73.
POLICY ANALYSIS
Under the 3rd quarter Salary Administration Plan there is:
• 1 classification with a title change only
o Water Resources Commissioner Dept., retitle Chief WRC Administrative Services to
Chief WRC Financial Services
• Salary grade change of 2 classifications:
o Circuit Court, Court Resource & Program Specialist
o Public Services/Children’s Village, Treatment Services Clinician I
• 1 classification with a title and salary grade change:
o Board of Commissioners, retitle Operations Analyst BOC to BOC Operations Analyst
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Heather Mason, Supervisor Human Resources
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 8/3/2023
AGENDA DEADLINE: 08/03/2023 6:00 PM
ATTACHMENTS
1. 3rd 2023 SCHEDULE A - Budget Amendment
2. SCHEDULE B - 3rd Quarter FY 23 Classification Changes-1
3. SCHEDULE C - 3rd Quarter FY23 Factor Changes
4. SCHEDULE D - 3rd Quarter FY23 Biweekly Increases
5. SCHEDULE E - 3rd Quarter FY23 Draft Job Descriptions
COMMITTEE TRACKING
2023-07-25 Legislative Affairs & Government Operations - Recommend to Board
2023-08-03 Full Board - Adopt
Motioned by: Commissioner Ajay Raman
Seconded by: Commissioner Angela Powell
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia
Gershenson, Janet Jackson, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay
Raman (17)
No: None (0)
Abstain: None (0)
Absent: Gary McGillivray (1)
Passed
Oakland County, Michigan
HUMAN RESOURCES DEPARTMENT - SALARY ADMINISTRATION PLAN 3rd QUARTERLY REPORT FOR FY 2023
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)Cost Center (CCN) #
Account
# (RC/SC)
Program #
(PRG)Grant ID (GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2023
Amendment
FY 2024
Amendment
FY 2025
Amendment
FY 2026
Amendment
GENERAL FUND (#10100)
E General Fund Non Departmental FND10100 CCN9090101 SC730359 PRG196030 730000 Contingency $-$(24,835)$(24,835)$(24,835)
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG112700 BFA20293 788001 Transfers Out Child Care Fund -7,455 7,455 7,455
E General Fund Circuit Court Business FND10100 CCN3010201 SC702010 PRG121100 702000 Salaries Regular -6,488 6,488 6,488
E General Fund Circuit Court Business FND10100 CCN3010201 SC722750 PRG121100 722000 Workers Compensation -57 57 57
E General Fund Circuit Court Business FND10100 CCN3010201 SC722760 PRG121100 722000 Group Life -17 17 17
E General Fund Circuit Court Business FND10100 CCN3010201 SC722770 PRG121100 722000 Retirement -1,573 1,573 1,573
E General Fund Circuit Court Business FND10100 CCN3010201 SC722790 PRG121100 722000 Social Security -496 496 496
E General Fund Circuit Court Business FND10100 CCN3010201 SC722800 PRG121100 722000 Dental -714 714 714
E General Fund Circuit Court Business FND10100 CCN3010201 SC722810 PRG121100 722000 Disability -97 97 97
E General Fund Circuit Court Business FND10100 CCN3010201 SC722820 PRG121100 722000 Unemployment Insurance -4 4 4
E General Fund Circuit Court Business FND10100 CCN3010201 SC722850 PRG121100 722000 Optical -35 35 35
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC702010 PRG180010 702000 Salaries Regular -5,312 5,312 5,312
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722750 PRG180010 722000 Workers Compensation -47 47 47
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722760 PRG180010 722000 Group Life -14 14 14
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722770 PRG180010 722000 Retirement -1,288 1,288 1,288
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722790 PRG180010 722000 Social Security -406 406 406
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722800 PRG180010 722000 Dental -714 714 714
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722810 PRG180010 722000 Disability -80 80 80
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722820 PRG180010 722000 Unemployment Insurance -3 3 3
E General Fund Board of Commissioners Operations FND10100 CCN5010120 SC722850 PRG180010 722000 Optical -35 35 35
Total Expenditures $-$-$-$-
Child Care Fund (#20293)
R Child Care Fund Non-Departmental FND20293 CCN9090101 RC695500 PRG112700 BFA10100 695500 Transfer In - General Fund $-$7,455 $7,455 $7,455
R Child Care Fund Non-Departmental FND20293 CCN9010101 RC615359 PRG112700 615000 Child Care Revenue Subsidy -7,455 7,455 7,455
Total Revenues $-$14,910 $14,910 $14,910
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC702010 PRG112150 702000 Salaries Regular $-$10,522 $10,522 $10,522
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722750 PRG112150 722000 Workers Compensation -93 93 93
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722760 PRG112150 722000 Group Life -27 27 27
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722770 PRG112150 722000 Retirement -2,550 2,550 2,550
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722790 PRG112150 722000 Social Security -805 805 805
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722800 PRG112150 722000 Dental -714 714 714
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722810 PRG112150 722000 Disability -158 158 158
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722820 PRG112150 722000 Unemployment Insurance -6 6 6
E Child Care Fund Childrens Village Administration FND20293 CCN1070701 SC722850 PRG112150 722000 Optical -35 35 35
Total Expenditures $-$14,910 $14,910 $14,910
OAKLAND COUNTY HUMAN RESOURCES DEPARTMENT
SALARY ADMINISTRATION THIRD QUARTERLY REPORT FOR FY2023
SCHEDULE B – CLASSIFICATION CHANGES
DEPARTMENT CLASSIFICATION
#
POSITIONS
PROPOSED
GRADE REASON
Circuit Court Court Resource & Program Specialist 1 FTE 121 Increasing the salary grade from 119 to 121 to accurately reflect
the complexity of duties being performed.
Public Services/Children’s Village Treatment Services Clinician I 3 FTE
1 PTNE 120 Increasing the salary grade from 119 to 120 to accurately reflect
the complexity of duties being performed.
Board of Commissioners
Operations Analyst BOC
To
BOC Operations Analyst
1 FTE 122
Increasing the salary grade from 120 to 122 to accurately reflect
the complexity of duties being performed. Retitling a
classification to better align with the naming scheme of the
classifications within the Board of Commissioner department.
Water Resources Commissioner
Chief WRC Administrative Services
To
Chief WRC Financial Services
1 FTE 127 Changing Title from Chief WRC Administrative Services
to Chief WRC Financial Services. No change in salary grade.
OAKLAND COUNTY
SALARY ADMINISTRATION THIRD QUARTERLY REPORT FOR FY2023
SCHEDULE C – FACTOR & SALARY GRADE CHANGES
Department/Division Classification From
Grade
To
Grade Explanation of Factor Changes
Circuit Court Court Resource &
Program Specialist 119 121
Decrease Factor 1, Organizational Responsibility, from level 7 to 6 - functions as a coordinator but is not responsible
for supervising others.
Increase Factor 3, People Responsibility, from level 4 to 5 - responsible for persuading or influencing others in favor
of a service, point of view, or course of action. Position will coordinate grants and special projects for the Court, and
responsible to monitor new federal and state grant regulations and guidelines that may require changes to current
County policies and procedures.
Increase Factor 4, Asset Responsibility, from level 2 to 3 - responsible for achieving moderate economies and/or
preventing moderate losses by managing all aspects of multi-department grants including: preparing the grant
application, coordinating the grant application and grant award review process, communicating with granting agency,
requesting amendments, overseeing procurement, and completing performance reports.
Increase Factor 6, Educational Requirement, from level 4 to 5 - Requires a Bachelor’s degree in the following fields:
Social Science, Criminal Justice, Business Administration, Public Administration.
Increase Factor 7, Mathematical Requirements, from level 2 to 4 - uses fractions, percentages, and ratios for cost
analysis, grant budget reports and monitoring grant funds and expenditures.
Increase Factor 8, Communications Requirement, from level 5 to 7 to accurately reflect that this classification reads
technical journals, abstracts, financial reports, and legal documents; speak before professional and civic groups; write
complex articles, reports, and develop presentations. Responsible for reading and researching federal and state
guidelines, public acts, grant requirements and other Federal publications. Prepares complex grant applications and
reports.
Increase Factor 9, Judgement Responsibility, from level 3 to 4 - responsible for the actions of others, requiring almost
constant decisions involving making decisions regarding grant compliance, reporting and content that is included in
grant applications writing.
Increase Factor 11, Impact of Errors, from level 4 to 5 to accurately reflect that the impact of errors is serious –
affects most units in the department and may affect other County departments/functions (Circuit and Probate
Court). Grant budget errors and errors with reporting grant management could negatively impact future funding
opportunities.
Increase Factor 13, Equipment Usage, from level 2 to 3, to accurately reflect that this classification uses equipment
requiring moderate instruction and experience such as word processing, spreadsheets, and custom applications.
Sched. C page 2
Public Services/Children’s
Village
Treatment Services
Clinician I 119 120
Increase Factor 8, Communications Requirement from level 5 to 6 to accurately reflect this classification reads
professional literature and technical manuals; speaks to groups of employees, other public and private groups; writes
manuals and complex reports. The Treatment Services Clinicians are required to read and interpret legal documents,
develop, and present training materials, review professional journals/abstracts and review guidelines for professional
mental health assessments for validity and reliability.
Increase Factor 12, Physical Demands from level 2 to 3 to accurately reflect for this classification work involves sitting
at a desk with clients and families, sustained typing, and a significant and frequent amount of walking outside to go
to different buildings to meet with juveniles and their families.
Increase Factor 13, Equipment Usage from level 2 to 3 to accurately reflect this classification utilizes computers,
printers, MS Office, MS Teams, Workday, and department specific software such as an electronic case management
system called Next Step, and iPad and laptops for virtual family sessions. The Treatment Services Clinicians utilize the
MAYSI software s to assist in identifying juvenile behavioral health needs.
Increase Factor 15, Safety of Others from level 3 to 4 to accurately reflect this classifications’ decisions and
assessments regarding individual youths’ suicide and homicide risk are paramount to ensuring the safety and security
of individual youth clients, the Children’s Village population at large and the Children’s Village staff.
Board of Commissioners BOC Operations
Analyst 120 122
Increase Factor 1, Organizational Responsibility from level 3 to 4 to accurately reflect this classification is a lead
worker that provides assistance, guidance, and reviews the work of staff and counterparts as needed. Provides cross
training to senior level staff on policies and procedures.
Increase Factor 4, Asset Responsibility from level 3 to 4 to accurately reflect this classification is responsible for
achieving considerable economies and/or preventing considerable losses through the management of a large division
or minor department; and/or handling of very large amounts of money. This classification functions as a liaison with
Management and Budget Fiscal Services and Purchasing to carry through appropriations for initiatives assessing and
analyzing fiscal impacts of priority for Board consideration setting standards using best governing practices.
Biweekly
Position #Fund Classification Plan Grade Step Biweek Classification Plan Grade Step Biweek Difference
P00007051 GFGP Court Resource & Program Specialist UNI 119 12 2,434.33$ Court Resource & Program Specialist UNI 121 12 2,683.88$ 249.55$ 10%
P00000170 GF/GP Treatment Services Clinician I UNI 119 84 3,110.55$ Treatment Services Clinician I UNI 120 84 3,266.12$ 155.57$ 5%
P00011977 GF/GP Treatment Services Clinician I UNI 119 1 2,321.66$ Treatment Services Clinician I UNI 120 1 2,437.74$ 116.08$ 5%
P00007772 GF/GP Treatment Services Clinician I UNI 119 36 2,659.73$ Treatment Services Clinician I UNI 120 36 2,792.76$ 133.03$ 5%
P00011206 Emerg
GF/GP Treatment Services Clinician I HRL 119 60 36.06$ Treatment Services Clinician I HRL 120 60 37.86$ 1.80$ 5%
P00014974 GF/GP Operations Analyst BOC UNI 120 84 3,266.12$ BOC Operations Analyst UNI 122 72 3,470.41$ 204.29$ 6%
%
Change
SALARY ADMINISTRATION THIRD QUARTERLY REPORT FOR FY2023
OAKLAND COUNTY
CURRENT PROPOSED
SCHEDULE D - POSITION CHANGES & ILLUSTRATIVE COST
OAKLAND COUNTY
SALARY ADMINISTRATION THIRD QUARTERLY REPORT FOR FY2023
SCHEDULE E – DRAFT JOB DESCRIPTIONS
JOB DESCRIPTIONS
This section contains the draft job descriptions for any new classifications that will be created as a result of this Quarterly Report. These
drafts are not official, and the content may be revised after the adoption of the Salary Administration Plan Quarterly Report.
DRAFT 07/01/23
OAKLAND COUNTY MICHIGAN
Class Title: CHIEF WRC FINANCIAL SERVICES
Department: Water Resources Commissioner
Reports To: Manager WRC
FLSA Status: Exempt
Salary Plan: WRC
GENERAL SUMMARY
Responsible for business functions within WRC including budgeting and financial activities.
Prepares the budget, monitors expenditures, and coordinates departmental purchases. Oversees
personnel related activities within the Finance Unit, ensuring Merit System Rules are followed.
Represents WRC at the Oakland County Board of Commissioners meetings, with federal, state
and local agencies, at Drainage District Board Meetings, and acts as a liaison to County
Administration and County Fiscal Services. Assists in the development and administration of
contracts for WRC, Drainage District entities and other agencies. Performs related financial
analyses and special projects as requested. Develops plans, procedures, and new techniques to
increase the effectiveness of departmental operations. Directs planning, staffing, and budgeting
activities required for departmental operation. Utilizes current Countywide and/or department
specific software to complete assignments.
SUPERVISION EXERCISED
Working through one or more subordinate supervisors, plans, directs, makes staffing decisions, and
exercises control over the assigned section. Exercises authority over professional and clerical employees.
ESSENTIAL JOB FUNCTIONS
Develops, prepares, and submits for approval annual budgets for the various systems under WRC
jurisdiction including the development of 5-year planning budgets for utility rate setting
purposes. Monitors the budget implementation on a daily basis, evaluating expenditures,
ensuring adherence to authorized spending, and determining cost benefit computations. Assists
staff in analyzing human resources and financial requests.
Acts as liaison with the Compliance and Fiscal divisions, coordinating purchases for WRC. Reviews
and authorizes payment of invoices, purchasing requisitions and purchase orders. Ensures
conformance to budget line-item allocations.
Coordinates, oversees, and can prepare resolutions, fiscal notes, budget items, contracts, and
grants, as well as accounting related matters.
CLASS TITLE: CHIEF WRC FINANCIAL SERVICES
2
Assists staff in the determination of cost effectiveness regarding various staffing decisions.
Reviews, analyzes, and reports on legislation and related documents from the state and federal
governments that have a financial impact to WRC operations.
Represents WRC at Oakland County Board of Commissioners meetings, federal, state and local
agencies, and acts as a liaison to County Administration and County Fiscal Services.
Reviews and assists in the development of contracts between WRC and other agencies and local
municipalities concerning rates for maintenance & operation services. Can include monitoring
of these rates to ensure compliance.
Performs cost-benefit analyses, conducts research and makes recommendations as directed by
management on programs designed to increase the effectiveness of the department.
Checks unit work progress and monitors the monthly and annual closing of accounts to ensure
that deadlines are met, internal accounting problems are resolved, and quality of work is
maintained.
Utilizes current Countywide and/or department specific software to complete assignments.
Interprets governmental accounting policies and formulates and implements divisional fiscal
procedures to ensure accurate accounts in accordance with contemporary requirements and
methodology.
Assists with new and revised computerized billing system in conjunction with department users
and Information Technology to improve the accuracy and efficiency of accounting systems.
Prepares or supervises the preparation of special financial reports to the division manager,
department director, Water Resources Commissioner and elected officials or other parties
requesting financial data on specific WRC operations.
Assists managers, supervisors, etc. in preparing budget requests for all supervised units including
recommending personnel, equipment and supplies to facilitate the efficient completion of
section responsibilities.
Provides financial guidance, such as to the Water Resources Commissioner, Drainage Districts,
and local units of government. Work may concern appropriate rate models and structures,
methods of financing public works projects for local governments within legal requirements, and
interpretation of rate structures developed by regional drain and disposal systems authorities.
CLASS TITLE: CHIEF WRC FINANCIAL SERVICES
3
Coordinates with bond counsel, financial consultants, and County Fiscal and Treasurer
Department representatives on public works financing models and issuance of both general
obligation and revenue bonds.
Monitors the progress of accounting work performed for Water Resources Commissioner
construction projects, including the bonding of construction facilities.
Oversees and reviews assessment rolls of principal and interest amounts due the WRC for
projects. Monitors the preparation of notifications to municipalities of principal and interest
requirements to ensure accurate project accounts.
ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS
Ability to communicate and accurately convey information.
WORKING CONDITIONS
Work is performed in a typical office environment.
IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable
salary range for this job classification. Generally, only those key duties necessary for proper job
evaluation and/or labor market analysis have been included. Other duties and responsibilities
will be assigned by the supervisor.
EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES
A. REQUIRED MINIMUM QUALIFICATIONS
1. Possess a Bachelor's degree from an accredited college or university with a major in
Business Administration, Accounting, Finance or a closely related field.
2. Have had seven (7) years of full-time experience in the areas of accounting,
statistical and financial analysis and/or budgeting.
NOTE: A Master's degree in one of the fields described above may be substituted for
one (1) year of the required experience.
3. Pass the complete examination including the employment medical, established for
this classification.
4. Successfully complete the six-month probationary period.
CLASS TITLE: CHIEF WRC FINANCIAL SERVICES
4
B. ADDITIONAL DESIRABLE QUALIFICATIONS
1. Considerable ability to initiate, plan, coordinate and implement the WRC
financial and budgeting functions.
2. Considerable ability to analyze complex administrative fiscal problems and to
recommend and implement solutions.
3. Considerable knowledge of statutes, ordinances, resolutions and regulations
governing County, state and federal fiscal matters and budgeting procedures.
4. Considerable ability to compile statistics, decipher pertinent information, and
present oral and written financial reports to Water Resources Commissioner,
County Commissioners, Drainage District Boards and other parties.
5. Reasonable ability to establish and maintain effective working relationships with
employees within the department, and employees of other divisions and
departments.
6. Reasonable ability to utilize current word processing, spreadsheet, database, e-
mail and Internet software.