HomeMy WebLinkAboutReports - 2023.09.21 - 40577
AGENDA ITEM: Implementing the Salary Administration Plan 4th Quarterly Report for FY2023
DEPARTMENT: Human Resources
MEETING: Board of Commissioners
DATE: Thursday, September 21, 2023 9:30 AM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3335
Motion to authorize implementation of the Salary Administration Plan 4th Quarterly Report for FY
2023, effective September 23, 2023; further, adopt classification changes according to the attached
Schedule B, change the salary grade of classifications according to the attached Schedule C, and
reclassify positions according to the attached Schedule D; further, that the FY 2023-2026 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. The 4th Quarterly Report for FY 2023 identifies the job studies
conducted and the salary grade changes recommended by the Human Resources Department from
July 2023 through September 2023 and seeks approval to implement the following actions:
• Change the salary grade of four (4) FTE classifications, impacting ten (10) FTE positions
within Veterans Services.
• Retitle and change the salary grade of two (2) classifications, impacting one (1) FTE GF/GP
position within the Circuit Court and one (1) FTE PR position within Parks & Recreation.
• Delete one (1) unused classification with no position impact.
POLICY ANALYSIS
Under the 4th quarter Salary Administration Plan there is:
• Salary grade change (increase) of 4 classifications with Veteran Services:
o Veterans Benefits Counselor I
o Veterans Benefits Counselor II
o Veterans Benefits Coordinator
o Veterans Benefits Supervisor
• 2 classifications with a title and salary grade change (increase):
o Circuit Court: Court Business Manager to Manger Court Business Operations
o Parks & Recreation: Organizational Development Supervisor to Employee
Organizational Development Supervisor
• Deletion of 1 classification in Information Technology whose function was transferred to the
Department of Public Communications
o IT Digital Communications Coordinator
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 - 9/21/2023
AGENDA DEADLINE: 09/21/2023 9:30 AM
ATTACHMENTS
1. 4th 2023 SCHEDULE B - Classification Changes
2. 4th 2023 SCHEDULE C - Factor Changes
3. 4th 2023 SCHEDULE D - Biweekly Increases
4. 4th 2023 SCHEDULE A - Budget Amendment
COMMITTEE TRACKING
2023-09-19 Legislative Affairs & Government Operations - Recommend to Board
2023-09-21 Full Board - Adopt
Motioned by: Commissioner Charles Cavell
Seconded by: Commissioner Yolanda Smith Charles
Yes: David Woodward, Michael Spisz, 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 (15)
No: None (0)
Abstain: None (0)
Absent: William Miller III, Gary McGillivray, Michael Gingell, Penny Luebs (4)
Passed
OAKLAND COUNTY HUMAN RESOURCES DEPARTMENT
SALARY ADMINISTRATION FOURTH QUARTERLY REPORT FOR FY2023
SCHEDULE B – CLASSIFICATION CHANGES
DEPARTMENT CLASSIFICATION
#
POSITIONS
PROPOSED
GRADE REASON
Circuit Court
Court Business Manager
To
Manager Court Business Operations
1 131
Increasing the salary grade from 129 to 131 to accurately
reflect the complexity of duties being performed. Retitling
the classification to better align with the naming scheme of
the classifications within the Circuit Court.
Parks & Recreation
Parks & Recreation Organizational
Development Supervisor
TO
Parks & Recreation Employee
Organizational Development Supervisor
1 123
Increasing the salary grade from 121 to 123 to accurately
reflect the complexity of duties being performed. Retitling
the classification to better align the title with the main job
responsibilities.
Economic Development /
Veterans Services Veterans Benefits Counselor I 2 117 Increasing the salary grade from 115 to 117 to accurately
reflect the complexity of duties being performed.
Economic Development /
Veterans Services Veterans Benefits Counselor II 1 119 Increasing the salary grade from 117 to 119 to accurately
reflect the complexity of duties being performed.
Economic Development /
Veterans Services Veterans Benefits Coordinator 5 122 Increasing the salary grade from 120 to 122 to accurately
reflect the complexity of duties being performed.
Economic Development /
Veterans Services Veterans Benefits Supervisor 2 124 Increasing the salary grade from 122 to 124 to accurately
reflect the complexity of duties being performed.
Information Technology IT Digital Communications Coordinator –
Deletion 0 n/a Delete an unused classification. Function was transferred to
the Department of Public Communications.
OAKLAND COUNTY
SALARY ADMINISTRATION FOURTH QUARTERLY REPORT FOR FY2023
SCHEDULE C – FACTOR & SALARY GRADE CHANGES
Department/Division Classification From
Grade
To
Grade Explanation of Factor Changes
Circuit Court / Court
Business Division
Court Business Manager
retitle to
Manager Court Business
Operations
129 131
Increase Factor 2, Data Responsibility, from level 7 to 9 to reflect that this classification is responsible for
finding ways to capture data for grants or other funding mechanisms, analyzing data captured within systems
to find the most accurate information and create reports to obtain reimbursement for expenditures as
appropriate as well as to improve knowledge-based decision making.
Decrease Factor 5, Experience Related Requirement, from level 8 to 7 to accurately reflect that this
classification requires 4-8 years of experience to successfully perform the essential job functions.
Increase Factor 6, Educational Requirement, from level 5 to 7 to accurately reflect that this classification
requires a master’s degree to successfully perform the essential job duties.
Increase Factor 8, Communications Requirement, from level 6 to 7 to accurately reflect that this classification
reads and interprets legal documents, proposed legislation, court rules, financial regulations, grant
requirements, DHHS Child Care Handbook, contracts, memos, SOM & County policies, etc.
Increase Factor 9, Judgement Responsibility, from level 5 to 6 to accurately reflect that decision-making is a
significant part of the job, affecting a large segment of the organization and the general public; works in a
dynamic environment, responsible to assist in developing policies and practices. The Court Business Manager
is responsible for providing direction to staff throughout the Courts as well as assisting other County
departments including the Probate Court and Children’s Village.
Increase Factor 10, Complexity of Work, from level 7 to 8 to accurately reflect that this classification performs
work involving the application of principles of logical thinking, scientific, medical, or legal practice to diagnose
or define problems, collect data, and solve abstract problems with widespread Court impact; requires
sustained, intense concentration for accurate results and continuous exposure to unusual pressures.
Increase Factor 13, Equipment Usage, from level 3 to 7 to accurately reflect that this classification is
responsible for interpreting policy and establishes methods and procedures for acquiring, installing, testing,
and operating the computer systems for the Court; extensive latitude for judgment regarding attainment of a
standard or in selecting appropriate items.
Increase Factor 15, Safety of Others, from level 2 to 3 to accurately reflect that this classification requires
responsibility for the safety and health of others and for occasional enforcement of the laws and standards of
public health and safety.
Sched. C page 2
Parks & Recreation
Parks & Recreation
Organizational
Development Supervisor
retitle to
Parks & Recreation
Employee
Organizational
Development Supervisor
121 123
Increase Factor 1, Organizational Responsibility, from level 3 to 5 to accurately reflect that this classification
functions as a supervisor.
Increase Factor 4, Assets Responsibility, from level 2 to 3 to accurately reflect that this classification is
responsible for responsible for the implementation and payout of seasonal retention incentives for 460
employees who are eligible for a $300 bonus as well as responsibility for implementing retention bonuses for
Seasonal employees in select classifications that are eligible to receive additional bonuses once they work 150
or 250 hours this season.
Decrease Factor 5, Experience Related Requirement, from level 8 to 7 to accurately reflect that this
classification requires 4-8 years of experience to successfully perform the essential job functions.
Decrease Factor 6, Educational Requirement, from level 6 to 5 to accurately reflect that this classification
would require a bachelor’s degree in business, liberal arts, or any field other than engineering or the hard
sciences.
Increase Factor 8, Communications Requirement, from level 6 to 7 to accurately reflect that this classification
is responsible for speaking before others at various events such as middle school career days, high school
recruiting events, college outreach and workforce development projects and programs; support budgetary
planning by understanding financial reports and supporting budget recommendations with analysis of staffing
cost and looks at legal documents for millage awareness and ADA compliance.
Increase Factor 9, Judgement Responsibility, from level 3 to 5 to accurately reflect that this classification is
responsible for the actions of others, requiring development of procedures and constant decisions affecting
subordinate workers. Decision-making related to HR policy implementation and payroll at the Parks
Department is a major part of the job, affecting all parks staffing and including volunteers.
Increase Factor 10, Complexity of Work, from level 5 to 7 to accurately reflect that this classification is
responsible for the supervision of daily confidential employee record keeping, paycheck issues, employee
transactions, attendance and mileage reporting, and all other personnel record keeping activities in
coordination with the Human Resources Department.
Increase 11, Impact of Errors, from level 4 to 5 to accurately reflect the impact of errors is serious – affects
most units in the department and s responsible for the supervision of recruiting, training, employee and
organizational development and recognition initiatives that support retention of a diverse workforce that
includes full time, part time, seasonal employees, and volunteers.
Decrease Factor 14, Unavoidable Hazards, from level 6 to 1 to accurately reflect that this classification works in
a typical office environment the majority of the time. On a limited occasion, they participate in parks tours,
training at park sites or special events.
Increase Factor 15, Safety of Others, from level 1 to 2 to accurately reflect that this classification requires some
responsibility for safety and health of others and/or for occasional enforcement of the standards of public
safety or health.
Sched. C page 3
Economic
Development /
Veterans Services
Veterans Benefits
Counselor I 115 117
Increase Factor 2, Data Responsibility, from level 5 to 6 to accurately reflect this classification is responsible for
coordinating or determining time, place or sequence of operations or activities based on analysis of data or
information and may implement and report on operations and activities by interviewing the clients and
examining military, medical, financial, and legal records to determine what the client’s needs are, what
benefits they qualify for, what course of action will be most beneficial, what additional evidence is needed to
support and prove the client's claim, and what resources can assist with the client’s needs.
Increase Factor 3, People Responsibility, from level 4 to 7 to accurately reflect that this classification is
responsible for counseling and educating clients regarding federal, state, and county benefits available to
them. This includes providing advice on what supporting evidence and documentation is needed to support
their claim for benefits and increase their likelihood of approval.
Increase Factor 13, Equipment Usage, from level 2 to 3 to accurately reflect that this classification is
responsible for handling or using equipment requiring moderate instruction and experience such as Federal
databases VBMS, Vetraspec, Sharcapitals, SEP which require accreditation, security clearance, TRIP training
and Federal background check.
Economic
Development /
Veterans Services
Veterans Benefits
Counselor II 117 119
Increase Factor 2, Data Responsibility, from level 5 to 6 to accurately reflect this classification is responsible for
coordinating or determining time, place or sequence of operations or activities based on analysis of data or
information and may implement and report on operations and activities. The Veterans Benefits Counselor's II
collect data by interviewing the clients and examining military, medical, financial and legal records. They use
the information they have gathered to determine what the client’s needs are, what benefits they qualify for,
what course of action will be most beneficial, what additional evidence is needed to support and prove the
client's claim, and what resources can assist with the client’s needs.
Increase Factor 3, People Responsibility, from level 5 to 7 to accurately reflect that this classification is
responsible for counseling or instructing/training others through explanation, demonstration and supervised
practice or makes recommendations based on technical expertise. The Veterans Benefits Counselor’s II
counsel and educate clients regarding federal, state, and county benefits available to them. They explain and
instruct clients on the process to obtain and maintain these benefits, and advice on what supporting evidence
and documentation is needed to support their claim for benefits and increase their likelihood of approval.
Increase Factor 8, Communications Requirement, from level 5 to 6 to accurately reflect that this classification
is responsible for reading professional literature and technical manuals; speaking to groups of employees,
other public and private groups; writes manuals and complex reports. The Veterans Benefits Counselor’s II
have proficient knowledge of VA laws and benefits, the Code of Federal Relations, the Veterans Benefits
Manual, and the m21- VA policy manual. Their knowledge and experience allow them to communication
information to veterans and claimants, as well as effectively present claims information to the VA. The
Veterans Benefits Counselor’s II represent the division while conducting outreach and are expected to
communication benefits information to the public as well as individuals from professional organizations.
Sched. C page 4
Economic
Development /
Veterans Services
Veterans Benefits
Coordinator 120 122
Decrease Factor 1, Organizational Responsibility, from level 6 to 4 to accurately reflect that this classification
functions as a coordinator and is not responsible for the direct supervision of others.
Increase Factor 2, Data Responsibility, from level 5 to 6 to accurately reflect this classification is responsible for
coordinating or determining time, place or sequence of operations or activities by interviewing the clients and
examining military, medical, financial, and legal records. The information is used to determine what the client’s
needs are, what benefits they qualify for, what course of action will be most beneficial, what additional
evidence is needed to support and prove the client's claim, and what resources can assist with the client’s
needs.
Increase Factor 3, People Responsibility, from level 6 to 7 to accurately reflect that this classification is
responsible for counseling and educating clients regarding federal, state, and county benefits available to
them. They explain and instruct clients on the process to obtain and maintain these benefits, and advice on
what supporting evidence and documentation is needed to support their claim for benefits and increase their
likelihood of approval.
Increase Factor 8, Communications Requirement,5 to 7 to accurately reflect that this classification is required
to have knowledge of federal laws that pertain to eligibility to benefits (38 USCS, 38 CFR), to be able to
interpret these laws and communicate them to their clients. The Veterans Benefits Coordinators research laws,
regulations, addendums, court cases, and medical publications to gather evidence to support claims for
benefits.
Increase Factor 9, Judgement Responsibility, from level 3 to 4 to accurately reflect that this classification is
responsible for the actions of others and assist the Supervisors with overseeing the daily function of the office
and with decisions regarding staffing, public contact, quality of service, policies, and procedures, planning for
future services, and maximizing efficiency of staff services. Due to the population they serve, they often have
to make quick decisions regarding the health and welfare of their clients and staff.
Increase Factor 13, Equipment Usage, from level 3 to 4 to accurately reflect that this classification is
responsible for using complex equipment that requires extended training such as: Federal databases VBMS,
Vetraspec, Sharcapitals, SEP which require accreditation, security clearance, TRIP training and Federal
background check. They are responsible for the equipment used when transporting clients.
Increase Factor 14, Unavoidable Hazards, from level 1 to 6 to accurately reflect that this classification operates
vehicles in areas with heavy traffic due to the responsibility of transporting clients to VA appointments using
their 12 Passenger van anytime the PTNE Client Transporter is not available.
Increase Factor 15, Safety of Others, from level 2 to 3 to accurately reflect that this classification has
responsibility for the safety and health of others and for occasional enforcement of the laws and standards of
public health and safety.
Sched. C page 5
Economic
Development /
Veterans Services
Veterans Benefits
Supervisor 122 124
Increase Factor 2, Data Responsibility, from level 6 to 7 to accurately reflect that this classification is
responsible for planning and directing others in the sequence of major activities and report on operations and
activities which are very broad in scope. The Veterans Benefits Supervisors review and analyze division
statistics to ensure proper staffing, consistent workload, and appropriate workflow, and adjusting staff, public
contact/workflow (adjusting appointments), and prioritizing the needs of the public. They plan and direct the
Veterans Benefits calendar ensuring they have adequate staffing to meets the need of the public.
Increase Factor 3, People Responsibility, from level 6 to 7 to accurately reflect that Veterans Benefits
Supervisors supervise and assign work to Veterans Benefits Counselors and Coordinators including outreach,
collateral duties/jobs, front desk relief, etc. They assign workflow including client appointments, phone calls
and mail. They are responsible for instructing staff on best practices as it relates to filing and following up on
claims. The Veterans Benefits Supervisors counsel and educate clients regarding federal, state, and county
benefits available to them. They explain and instruct clients on the process to obtain and maintain these
benefits. This includes providing advice on what supporting evidence and documentation is needed to support
their claim for benefits and increase their likelihood of approval.
Increase Factor 3, Assets Responsibility, from level 2 to 3 to accurately reflect that this classification is
responsible for achieving moderate economies and/or preventing moderate losses by assisting the manager in
developing programs using the State of Michigan’s County Veterans Service Fund Grant which provides
monetary assistance and services to Oakland County Veterans such as the Meijer voucher program, emergency
relief, Veteran Resource Fairs.
Increase Factor 8, Communications Responsibility, from level 6 to 8 to accurately reflect that this classification
is responsible for reading and interpreting professional materials involving advanced bodies of knowledge. The
Veterans Benefits Supervisors research laws, regulations, addendums, court cases, and medical publications to
gather evidence to support claims for benefits, organize and communication information in an efficient format
to present to the VA and discuss sensitive information and convey the factors to government agencies to apply
for benefits, and participate on the Veteran Treatment Court teams. This involves advising judges, attorneys,
probation officers and mental health professionals on veterans benefits and how they can benefit veteran’s
participants.
Increase Factor 9, Judgement Responsibility, from level 3 to 5 to accurately reflect that this classification is
responsible for the actions of others, requiring development of procedures and constant decisions affecting
subordinate workers and clients by overseeing the daily functions of the office, which include making constant
decisions in regard to staffing, public contact, quality of service, policies and procedures, planning for future
services, maximizing efficiency of staff services, etc.
Increase Factor 13, Equipment Usage, from level 3 to 4 to accurately reflect that this classification is
responsible for using complex equipment that requires extended training and having moderate latitude for
judgment regarding attainment of a standard or in selecting appropriate items.
OAKLAND COUNTY
SALARY ADMINISTRATION FOURTH QUARTERLY REPORT FOR FY2023
SCHEDULE D - POSITION CHANGES & ILLUSTRATIVE COST
CURRENT PROPOSED Biweekly %
ChangePosition #Fund Classification Plan Grade Step Biweek Classification Plan Grade Step Biweek Difference
P00007503 GFGP Court Business Manager UNI 129 84 5,066.78 Manager Court Business Operations UNI 131 84 5,586.13 519.35 10%
P00007781 PR Parks & Recreation Organizational
Development Supervisor UNI 121 84 3,429.43 Parks & Recreation Employee Organizational Development
Supervisor UNI 123 72 3,643.93 214.50 6%
P00010335 GFGP Veterans Benefits Counselor I UNI 115 01 1,910.02 Veterans Benefits Counselor I UNI 117 01 2,105.80 195.78 10%
P00003668 GFGP Veterans Benefits Counselor I UNI 115 84 2,559.07 Veterans Benefits Counselor I UNI 117 72 2,719.13 160.06 6%
P00011601 GFGP Veterans Benefits Counselor II UNI 117 84 2,821.37 Veterans Benefits Counselor II UNI 119 72 2,997.87 176.50 6%
P00010334 GFGP Veterans Benefits Coordinator UNI 120 01 2,437.74 Veterans Benefits Coordinator UNI 122 01 2,687.62 249.88 10%
P00003091 GFGP Veterans Benefits Coordinator UNI 120 36 2,792.76 Veterans Benefits Coordinator UNI 122 24 2,948.53 155.77 6%
P00002189 GFGP Veterans Benefits Coordinator UNI 120 72 3,147.77 Veterans Benefits Coordinator UNI 122 60 3,339.93 192.16 6%
P00001724 GFGP Veterans Benefits Coordinator UNI 120 12 2,556.08 Veterans Benefits Coordinator UNI 122 1 2,687.62 131.54 5%
P00001275 GFGP Veterans Benefits Coordinator UNI 120 84 3,266.12 Veterans Benefits Coordinator UNI 122 72 3,470.41 204.29 6%
P00000817 GFGP Veterans Benefits Supervisor UNI 122 84 3,600.88 Veterans Benefits Supervisor UNI 124 72 3,826.13 225.25 6%
P00001401 GFGP Veterans Benefits Supervisor UNI 122 84 3,600.88 Veterans Benefits Supervisor UNI 124 72 3,826.13 225.25 6%
Oakland County, Michigan
HUMAN RESOURCES DEPARTMENT - SALARY ADMINISTRATION PLAN 4th 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 $(6,556)$-$-$-
E General Fund Non Departmental FND10100 CCN9090101 SC740037 PRG196030 740000 Classification and Rate Change -$(85,237)$(85,237)$(85,237)
E General Fund Circuit Court Business FND10100 CCN3010101 SC702010 PRG121100 702000 Salaries Regular 1,039 13,503 13,503 13,503
E General Fund Circuit Court Business FND10100 CCN3010101 SC722750 PRG121100 722000 Workers Compensation 9 119 119 119
E General Fund Circuit Court Business FND10100 CCN3010101 SC722760 PRG121100 722000 Group Life 3 35 35 35
E General Fund Circuit Court Business FND10100 CCN3010101 SC722770 PRG121100 722000 Retirement 252 3,273 3,273 3,273
E General Fund Circuit Court Business FND10100 CCN3010101 SC722790 PRG121100 722000 Social Security 79 1,033 1,033 1,033
E General Fund Circuit Court Business FND10100 CCN3010101 SC722810 PRG121100 722000 Disability 16 203 203 203
E General Fund Circuit Court Business FND10100 CCN3010101 SC722820 PRG121100 722000 Unemployment Insurance 1 8 8 8
E General Fund Veterans Service Administration FND10100 CCN1090401 SC702010 PRG132050 702000 Salaries Regular 3,832 49,828 49,828 49,828
E General Fund Veterans Service Administration FND10100 CCN1090401 SC722750 PRG132050 722000 Workers Compensation 34 438 438 438
E General Fund Veterans Service Administration FND10100 CCN1090401 SC722760 PRG132050 722000 Group Life 10 130 130 130
E General Fund Veterans Service Administration FND10100 CCN1090401 SC722770 PRG132050 722000 Retirement 929 12,078 12,078 12,078
E General Fund Veterans Service Administration FND10100 CCN1090401 SC722790 PRG132050 722000 Social Security 293 3,812 3,812 3,812
E General Fund Veterans Service Administration FND10100 CCN1090401 SC722810 PRG132050 722000 Disability 57 747 747 747
E General Fund Veterans Service Administration FND10100 CCN1090401 SC722820 PRG132050 722000 Unemployment Insurance 2 30 30 30
Total Expenditures $-$-$-$-
Parks and Recreation Fund (#50800)
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC796500 PRG160000 796500 Budgeted Equity Adjustments $(578)$(7,507)$(7,507)$(7,507)
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC702010 PRG160000 702000 Salaries Regular 429 5,577 5,577 5,577
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC722750 PRG160000 722000 Workers Compensation 4 49 49 49
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC722760 PRG160000 722000 Group Life 1 15 15 15
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC722770 PRG160000 722000 Retirement 104 1,352 1,352 1,352
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC722790 PRG160000 722000 Social Security 33 427 427 427
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC722810 PRG160000 722000 Disability 6 84 84 84
E Parks and Recreation PR Administrative Services FND50800 CCN5060101 SC722820 PRG160000 722000 Unemployment Insurance 1 3 3 3
Total Expenditures $-$-$-$-