Item C17BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: .tune 11, 2014
Bulk Item: Yes x No
Division: Public Works/Engineerin
Department: Solid Waste Management
Staff Contact Person/Phone 4: Wilson (453-8797)
AGENDA ITEM WORDING: Approval of an exception to Section 2.02E of the personnel policies and
approval to create a new position to be occupied for up to three months to allow for the hiring of a
replacement for the Senior Specialist Customer Service, Solid Waste, Key West ❑ffice (PWSW014).
ITEM BACKGROUND: The current Senior Specialist Customer Service employee will be retiring in
December 2014, after twelve years of service. Personnel politics allow up to a thirty (30) day overlap for
replacements and require BOCC approval for any new position establishment, With BOCC approval, a new
position will be established and a new Senior Specialist Customer Service will be selected as soon as
possible and overlap with the retiring employee. Upon the current employee's retirement, the additional
position will be abolished. The incumbent, who is the direct administrative support position in the lower keys
for approximately twelve (12) employees, plus administrative and accounting for the four (4) solid waste
haulers and the Specialty Haulers Program, has extensive experience with accounts payable and receivable,
contracts, certification of the Solid Waste roll, administer the Waste Works computer system, etc. A longer
overlap period will allow sufficient time for training and familiarization of required duties and
establishment of working relationships with other departments and agencies with whom he/she will be
required to work. Additional cost of the extra person for the overlap period will be covered by
unexpended funds in the Solid Waste personnel budget from positions that have been vacant for varying
periods of time during the year. This was not included in the FY14 budget since the incumbent had not
announced her plans for retirement at that time.
PREVIOUS RELEVANT BOCC ACTION: NIA
CONTRACT/AGREEMENT CHANGES: NIA
STAFF RECOMMENDATIONS: Recommend approval.
TOTAL COST: al2prox. $ 15.000 (ine1. benefits) INDIRECT COST: n/a BUDGETED: Yes x No
DIFFERENTIAL OF LOCAL PREFERENCE: n/a
COST TO COUNTY: same
SOURCE OF FUNDS: Solid Waste Fund 414
REVENUE PRODUCING: Yes No x AMOUNT PER MONTH S
APPROVED BY: County Atty. OMB/Purchasing Risk Management
DOCUMENTATION: Included x Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
YEAR S
JOB DESCRIPTION
MONROE COUNTY
JOB DESCRIPTION
Position Title SR SPECIALIST CUSTOMER SERVICE I hate: 04107/03
Position Level: 8 1 FLSA Status: NONEXEMPT Class Code: 8-20
GENERAL ❑ESCRIPTION
The primary function of this position is to maintain the residential Solid Waste (garbage) roll for the current
and upcoming year, verify payments for commercial disposal fees from the franchise haulers, determine
amounts for payment of residential collection fees to the franchise haulers.
KEY RESPONSIBILITIES
I . *Complete certification of the Solid Waste roll and insure delivery to the Tax Collector by specified date.
2. Process payments for current and delinquent assessments; update receivables list. make deposits and
prepare daily summary sheet for the Finance Department. Prepare satisfaction of lien as needed.
3. Update computer for upcoming year based on issuance of certificate- of occupancy.
4. *Verify payments from franchise haulers for comirtercial disposal.
5. *Prepare monthly payments to haulers for residential collection.
6, Prepare work orders and forward to field inspectors, make necessary changes to roll based on results of
inspections. Notify Tax Collector's office or Property Appraiser's office when necessary.
7. Assist public with inquiries regarding billing and/or services and with resolving disputes: complete written
requests for information regarding delinquent assessments.
8. *Maintain 1984 special assessment,; "due to customer" and process credits or refunds of same; determine
the amount due attorney for this judgement.
9. *Administer the Waste Works computer system; monitor scale house activity at the three transfer stations.
10. *Administer various licensing programs (Specialty I faulers, Animai Licensing, etc.)
11. Other duties as assigned.
* Indicates an "essential" job function_
The information on this description has been designed to indicate the general nature and level of work
performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this
ob.
0A
J
Position Title: SR SPECIALIST C[.iS'ToMER SERVICE I Class Code: 8-20 1 Position Level: $
KEY JOB REQUIREMENTS
E(lucation:
Vocational or technical school required
Experience:
3 to 5 years
Impact ofActions:
Makes recommendations or decisions ►►hich usually affect the assigned department, but
may at tithes affect operations, services, individuals, or activities of others outside of the
assi =ned department.
Cony)1erity:
Analytic: Work is non -standardised and widely varied requiring the interpretation and
application of a substantial variety of procedures, policies, and/or precedents used in
combination. Frequently, the application of multiple, technical activities is employed;
therefore, analytical ability and inductive thinking are required. Problem solving involves
identification and analysis of diverse issues.
Decision :baking:
Analytic: Supervision is present to establish and review broad objectives relative to basic
position duties or departmental responsibilities. independent judgment is required to
study previously established, often partially relevant guidelines; plan for various
interrelated activities; and coordinate such activities within a work unit or while
completing a project.
Connnrurication
Requires regular internal and external contacts to carry out programs and to explain
►vith Others:
specialized matters. Occasionally requires contact with officials at higher levels on
matters requiring cooperation, explanation and persuasion, as well as with the public
involvinE the enforcement of regulations, policies and procedures.
Managerhil Skill.►;
Responsible for orienting and training others, and assigning and reviewing their work.
May also be responsible for acting in a "lead" or "senior" capacity over other positions
performing essentially the same work, or related technical tasks and reporting to a higher
level un a formal basis.
Working C'o►rclitionsl
Work requires only minor physical exertion andior physical strain. Work environment
PhNsical 4f►rt.•
involves only infrequent exposure to disagreeable elements.
011 Call
On call 24 hours pending emergencies.
—Requirements:
01hcr:
Ilust be proficient with computers and various software app Iications.
Deper►ymrew Plead:
N arne.
Division Director -
Name: Kevin G. Wilson, P.E.
C'r►rurti• rtclnrircrstrcrtur:
Name:
APPROVALS
Signature:
Signature: L,
i
Signature: t.'i -
Date:
Date:
r
Date:
r
On this date I have received a copy of my job description relating to my employment with Monroe County.
Name:
Signature:
Date:
Extract of Personnel Policy & Procedures Manual
EMPLOYMENT POLICIES
SECTION 2
2.01 APPOINTING AUTHORITY
The Board of County Commissioners shall be the appointing authority for the County Administrator and
County Attorney. All other positions under the jurisdiction of the Board of County Commissioners shall be
employed and supervised by the County Administrator. Employment of Division and Department Heads will
require the confirmation of the Board of County Commissioners. The County Administrator will be
responsible for:
A. Approval of all changes in employee status ensuring that all changes are in accordance with the Personnel
Policies and Procedures and the Pay/Classification Plan.
B. Ensuring that all positions in all Divisions have been fairly and equally evaluated, rated and classified in
accordance with Personnel Policies and Procedures and the Pay/Classification Plan.
2.02 POSITION CONTROL
A. All positions in the County Service are established and maintained through a budget each fiscal year, in
accordance with procedures provided by the Board of County Commissioners.
B. The establishment of new or additional positions can only be authorized by the Board of County
Commissioners and the County Administrator, subject to adequate justification of need and availability of
funds. Establishment of Emergency Disaster positions on a year to year basis do not require the prior
approval of the Board of County Commissioners. The personnel in these positions will be trained and
utilized on an as needed basis before, during, or after an emergency or disaster and will be paid for by the
Hurricane Account Funds.
C. For training and transitional purposes, two individuals may fill a budgeted position simultaneously for up
to thirty (30) calendar dayscontingent on available funding. Both 'individuals shall accrue full benefits and
be classified as a Full-time Regular employee.'
D. Personnel to fill approved new positions shall be appointed after the position has been evaluated,
classified and assigned a pay grade.
2.03 TYPES OF EMPLOYMENT
A. Original employment is subject to budgetary restrictions. When a person is initially employed in a position
in County Service, he shall be employed in at least one of the following types of original employment status:
1. Full -Time Regular Employee
2. Substitute Employee
3. Temporary Employee
4. Emergency Temporary Employee
5. Part -Time Employee
6. Trainee
7. Contract
Effective April 17, 2013 14 of 81