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PHSS Re-Org Request_Full Document Meja Handlen, Director O 360.740.1223 F 360.740.1438 TDD 360.740.1480 Joseph Wiley, M.D. Health Officer Date: July 16, 2024 To: Lewis County Board of County Commissioners (BOCC) From: Meja Handlen, Public Health and Social Services (PHSS) Director RE: PHSS Re-Org Read Ahead Re-Org Request The purpose of this memorandum is to request approval for modifications to positions across multiple divisions of the Public Health & Social Services department. The modifications include revised job descriptions to align with the specific division roles and responsibilities. We intend to position the department better to retain existing employees by providing opportunities for career advancement while only utilizing incoming funding that is available so that there are no general fund costs associated with these changes. Proposed Modifications 1.Business and Office Manager: We are requesting Board approval to create a new Business and Office Manager position (Grade 125) and freeze the current Administrative Assistant Senior position (Grade 121). a.Benefits of request: This request will provide the department with an individual to fulfill duties that were once a portion of Deputy Director (Operations and Social Services) position. This includes direct oversight of fiscal and customer service staff (5.0 FTE) and support to the entire department as necessary (53.0 FTE staff). This position will assist in federal grant audit communications, annual county budgeting, customer relations, annual SEFA reporting, and revenue and expense trend monitoring. It will also assist in maintaining relations with outside agencies in terms of external and internal audits. 2.Accounting Analyst: We are requesting Board approval to create a new Accounting Analyst position (Grade 120) and freeze the current Accounting Specialist position (Grade 118). a.Benefits of request: This request will provide the department with an individual to serve as a grant and financial monitoring liaison between Lewis County and outside agencies. Our department currently oversees over 7 incoming and 40 outgoing contracts and coordinates over 50.0 FTE staff. This position would provide oversight of agreements to ensure that we align with local, state, and federal fiscal contract requirements and guidelines. This proposed job title also more closely aligns with the work currently completed by this position. Meja Handlen, Director O 360.740.1223 F 360.740.1438 TDD 360.740.1480 Joseph Wiley, M.D. Health Officer 3.Administrative Assistant: We are requesting Board approval to create a new Administrative Assistant position (Grade 117) and freeze the current Customer Service Representative position (Grade 114). a.Benefits of request: This request will provide the department with a primary point of contact to perform and assist with lower-level administrative tasks for the entire department. This position will fulfill some of the duties previously assigned to the Administrative Assistant Senior to free up time for the new Office Manager to focus on higher-level functions. The Administrative Assistant position will also assist in public record requests and with the Board of Health, PHSS Advisory Board, and other County advisory boards. This proposed job title also more closely aligns with the work currently completed by this position. 4.Social Services Supervisor: We are also requesting Board approval to create the position of Social Services Supervisor (Grade 123). a.Benefits of request: This request will allow department personnel to fulfill duties that were once part of the Deputy Director (Operations and Social Services) position. This includes oversight of the entire Social Services division, including, but not limited to, the Veterans Relief Fund, the Developmental Disabilities and Consolidated Homeless Grant (CHG) programs, and programs that distribute local document and recording fees and millage tax monies. 5.Code Compliance Supervisor: In response to changes in animal code oversight and general fund decrease, we also request Board approval to create a new Code Compliance Supervisor position (Grade 123) and freeze the current Code Compliance Manager position (Grade 126). a.Benefits of request: This request captures an intent to realize a cost savings to the general fund countywide. This position change will allow the Code Compliance Supervisor to conduct field inspections and investigations to enforce state and county codes and ordinances relating to public health and safety issues. Previously, the non- union management position was not able to fulfill these functions. 6.Code Compliance Specialist: In response to changes in animal control oversight and general fund decrease, we have also frozen one of the four Code Compliance Specialist positions (Grade 121). This position was vacant. a.Benefits of request: This change addresses an intent to realize cost savings to the general fund countywide. b.Additional Information: The Code Compliance Supervisor can take over some of the work done by this position since that position is within the union. Meja Handlen, Director O 360.740.1223 F 360.740.1438 TDD 360.740.1480 Joseph Wiley, M.D. Health Officer 7.Code Compliance Specialist: In response to changes in animal code oversight and general fund decrease, we are also requesting one Code Compliance Specialist position be reduced to a part- time (0.50 FTE) position (Grade 121). a.Benefits of request: This change addresses an intent to realize cost savings to the general fund countywide. b.Additional Information: The Code Compliance Supervisor can take over some of the work done by this position since that position is within the union. 8.Administrative Assistant Senior: In response to a reduction in general fund, we are also requesting the Environmental Health Administrative Assistant Senior position be frozen (Grade 117). a.Benefits of request: This change addresses an intent to realize a cost savings to the general fund countywide. b.Additional Information: The Code Compliance Supervisor can take over some of the work done by this position since that position is within the union. See the proposed org chart and job descriptions for reference. Meja Handlen, Director O 360.740.1223 F 360.740.1438 TDD 360.740.1480 Joseph Wiley, M.D. Health Officer Budget Impact Anticipated Public Health and Social Services Grant Fund Increase: $ 130,048.93 annually Anticipated Public Health and Social Services Grant Fund Support: $ -130,048.93 annually Anticipated Public Health and Social Services General Fund Decrease: $ -247,833.01 annually The estimated increase in the salary and benefits (as shown in the attached documents) will be supported by grant revenues within the Public Health & Social Services funds and will become part of their annual budgets. These modifications as proposed will result in a cost savings of the County’s general fund budget. •FPHS Fund (1910): The modifications to the Business & Office Manager and Accounting Analyst positions as proposed will require approximately $24,783.07 for estimated salaries and benefits. The increase will be covered annually through Foundational Public Health Services (FPHS) funding that is specifically allocated for fiscal capacity and which would be returned to the state if not utilized. o Benefits of request: The modifications to the job descriptions will enhance the department’s ability to retain qualified candidates by defining specialized education and experience requirements. This provides opportunities to encourage existing employees to stay in positions that are key to the department’s successful operations. •Social Services Fund (1040): The addition of the Social Services Supervisor position as proposed will create an increased need of approximately $99,331.95 for estimated salaries and benefits. The increase will be covered annually through Social Services grant indirect rates. o Benefits of request: The new position will allow for a layer of review and support for Social Services division staff. These staff had previously reported directly to the Director of Public Health & Social Services. The creation of this position will allow for closer insight and knowledgeable personnel to oversee the five positions located in the Social Services division. •Public Health Fund (1900): The modifications to the Administrative Assistant, Administrative Assistant Senior, Code Compliance Specialists (1.5 FTE), and Code Compliance Supervisor positions as proposed will create a decreased need of approximately $247,833.01 for general fund estimated salaries and benefits. The increase caused by the creation of the Administrative Assistant position ($5,933.90 annually) will be covered annually through State Public Health Incoming funding. o Benefits of request: The new position will allow for a layer of support for the new Office Manager position. This will allow more flexibility and time availability for the Office Manager to participate in audit and budgetary meetings. This request will also lead Meja Handlen, Director O 360.740.1223 F 360.740.1438 TDD 360.740.1480 Joseph Wiley, M.D. Health Officer to a general fund cost savings of $247,833.01 annually as the new Admin Assistant position will be covered by outside funding. Background Notably, for 2023, this department has already realized cost savings with the freezing of the Deputy Director (Operations and Social Services) position due to the internal promotion to the Director position. The BOCC granted a budget authority of Grade 128 Step 5 ($124,020 annually) for this Deputy Director (Operations and Social Services) position, which was frozen later. This request freezes a current position and offers a replacement FTE position, resulting in no additional staff increases. Further, as noted in the attached document, this request has an overall cost savings to the general fund. Since the spring of 2022, our department has experienced a few changes in staffing, which resulted in structural challenges and created opportunities for organizational reform. The freezing of the Deputy Director (Operations and Social Services) position resulted in the director's direct oversight of 13 employees. Due to the department's further growth, this direct oversight is no longer ideal for operational span of control purposes. Our department completed an internal analysis of the current manager/supervisor-to-staff ratio, and it became apparent that additional leadership support was needed in the Social Services and Administrative (Fiscal and Customer Service) divisions. After reviewing our current staffing capacity and organizational chart, we determined the best use of our resources and staffing was to restructure and promote current staff with experience to new management/supervisory roles. This allows for the removal of the PHSS Director’s oversight of staff (some of whom are entry-level). In that analysis, we determined that adding two new positions (Office Manager and Social Services Supervisor) while re-classifying the Code Compliance Manager position to a Code Compliance Supervisor position would help to streamline and strengthen the department’s capabilities while simultaneously removing some burdensome responsibilities from the Director position. Furthermore, adding an Administrative Assistant position will create a point of contact for the general department coordination and questions (such as facilities requests, IT requests, PDRs, etc.) for the five Public Health & Social Services office divisions. Conclusion: Through an assessment of the current organizational chart we identified that the director has too many direct reports from non-management level positions. The introduction of an office manager, social services supervisor, and an accountant that oversee smaller groups of employees creates intermediaries between senior management and front line staff, providing better support and guidance internally and externally. The overall impact of this proposed organizational modification results in a reduction of total FTE’s and a reduction in the General Fund contribution in the Public Health & Social Services Department. The FTE’s are reduced by 1.5 positions and the General Fund contribution is reduced by over $247,000. The requested changes will be effective immediately upon approval of this request. Meja Handlen, Director O 360.740.1223 F 360.740.1438 TDD 360.740.1480 Joseph Wiley, M.D. Health Officer To: BOCC From: Meja Handlen, Public Health & Social Services Director RE: Hiring casual help while budget amendment is in progress Date: July 3, 2024 We are seeking permission to move ahead with hiring casual help to provide Breastfeeding Peer Counselor services while we wait for a budget amendment transferring funds from professional services to salaries to be finalized. The Breastfeeding Peer Counselor Program supports WIC’s efforts to help women initiate and continue breastfeeding. WIC breastfeeding peer counselors address barriers to breastfeeding by offering breastfeeding education, support, and role modeling. They are familiar with the resources available to WIC participants, are trained to answer the questions a new breastfeeding mother may ask, and are available outside normal WIC hours and on weekends. These services are provided via telephone. This program is entirely supported by categorical grant funds from the Department of Health. The current grant amount is $61,518 from September 2023 through August 2024. With restructuring in the WIC program, the staff who used to do this work part time moved into the WIC program full time. We had hoped to contract this function out for 2024 and have the bulk of these funds budgeted for professional services. We partnered with staff from the DOH Breastfeeding Peer Counselor program to explore service provision options. As part of this process, we spoke with a number of agencies that implement this program around the state but were not able to find another agency with the capacity to take the work on. Through these conversations we spoke with a number of individuals who are currently doing this work for other agencies and who would like to work for us as well. Many of these individuals have years of experience in the program. We met with HR and determined that this work meets the criteria for casual help. Filled Vacant Total Salaries Benefits Total 10.00 6.00 6.00 3.60 4.70 3.00 7.80 - - 1.00 - - 0.60 7.00 1.00 2.00 Total 10.00 Total 7.00 Total 6.00 Total 3.60 Total 5.30 Total 10.00 Total 8.80 Total 2.00 740,790$ 433,323$ 435,009$ 253,905$ 363,444$ 693,007$ 643,590$ 133,826$ 284,306$ 174,583$ 197,692$ 100,335$ 190,395$ 322,270$ 294,698$ 58,271$ 1,025,096$ 607,906$ 632,701$ 354,240$ 553,839$ 1,015,277$ 938,288$ 192,097$ BOARD OF COMMISSIONERS BOARD OF HEALTH LEWIS COUNTY PUBLIC HEALTH & SOCIAL SERVICES JANUARY 1, 2024 52.70 PUBLIC HEALTH & SOCIAL SERVICES DIRECTOR Advisory Board 3,696,894$ 1,622,550$ Meja Handlen 5,319,444$ TOTAL ALL FTE and SALARIES/BENEFITSCOUNTY MANAGER Ryan Barrett Health Officer 41.10 11.60 DEPUTY DIRECTOR - PUBLIC HEALTH John Abplanalp ADMIN SR-OOC Proposed Office Manager SOCIAL SERVICES SUPERVISOR (CURRENT HOUSING COORD) CODE ENFORCEMENT MANAGER ANIMAL SHELTER WIC PROGRAM MANAGER COMMUNITY SERVICES MANAGERMANAGER KENDRA GARRISON VACANT HOUSING COORD TIMOTHY (Brian) WARREN JOSEPH HENDERSON MELISSA ROSS MARYLYNNE KOSTICK OUTREACH WORKER SR.OUTREACH WORKER (.50 Life / .50 CD) BRYAN HALL JUSTIA MADRIGAL STANLEY LANGLAND KYLEE JAMIESON VACANT DIETITIAN TERESA RAMSEY JULIE CAMPUZANO VACANT COW FPHS FISCAL MANAGEMENT ANALYST HOUSING PROGRAM COORDINATOR CODE COMPLIANCE ANIMAL SHELTER TECHNICIAN DIETITIAN .60 FTE PUBLIC HEALTH NURSE II EPIDEMIOLOGIST II COMMUNICABLE DISEASE EPIDEMIOLOGIST II ASSESSMENT JILL NIELSON CAROLINE GARIBAY-ZAMUDIO TY LUND PAUL MORDICK CAROL ORAM VACANT EPI II (ML)VACANT EPI II (TYLR)VACANT EPI II ACCOUNTING SPECIALIST- OOC Proposed Accountant BEHAVIORAL HEALTH CONTRACTS COORDINATOR CODE COMPLIANCE ANIMAL SHELTER TECHNICIAN HEALTH SERVICES WORKER EPIDEMIOLOGIST II ASSESSMENT HEALTH PROMOTION COORD LIFECOURSE HEALTH PROMOTION COORD LIFECOURSE SUBSTANCE ABUSE CAROLYN ROFINI SARA PALM-SONS SMOKEY PADGETT KYLIE SAMUELSON ROSALIA GUSTIN VACANT HEALTH P1 VACANT HEALTH P2 VACANT SUB HTLH COOR ACCOUNTING SPECIALIST DD CONTRACTS COORDINATOR CODE COMPLIANCE ANIMAL SHELTER TECHNICIAN .50 FTE HEALTH SERVICES WORKER HEALTH PROMOTION COORD LIFECOURSE JAVIER MEJIA SARA BUMGARDNER ALISHIA HORNBURG KAYLA WINTER TINA SILVERNAIL KIRSTEN WECKER VITAL RECORDS CSR-OOC Proposed Admin Asst CPWI CONTRACTS COORDINATOR CODE COMPLIANCE ANIMAL SHELTER CLEANER CASUAL 832 HOUR HEALTH SERVICES WORKER .80 FTE ENVIRONMENTAL HEALTH MANAGER WATER LAB TECH .80 FTE ADMIN ASSISTANT KEYSHA ANDERSON MINDY MCCOY RAEANNA SISSON MAURICE BENNETT VACANT PT WIC JEFFREY LANDRUM VICKIE THORMAHLEN JADEYN GOODMAN CUSTOMER SERVICES FOOD/WATER CPWI CONTRACTS COORDINATOR CUSTOMER SERVICES ENV. HEALTH CODE ANIMAL SHELTER CLEANER CASUAL 832 HOUR HEALTH SERVICES WORKER .05 FTE SNAP EH SPECIALIST II WATER QUALITY EH SPECIALIST I OSS/LAND DEV EH SPECIALIST II SOLID/HAZARD WASTE (FPHS)HEIDRUN PALMER COLEMAN ROGERS VACANT EMER PREP JESSICA WHITNEY ALISHA GRIFFITH MICHAEL HAMLING BEAU WILLIQUETTE VACANT FPHS EH II VETERANS BENEFITS SERVICES COMMUNITY OUTREACH WORKER SR. EMERGENCY PREPAREDNESS COORDINATOR ANIMAL SHELTER CLEANER CASUAL 832 HOUR BREASTFEEDING PEER COUNSELOR .90 FTE EH SPECIALIST SR. OSS/LAND DEV EH SPECIALIST I FOOD INSPECTION EH SPECIALIST I FOOD INSPECTION CASUAL 208 HOURS VACANT COMMUNICATIONS VACANT EP HLTH COOR Doug Carey Linda Mastin JACOB CLEARY IMELDA FRANKS CASUAL EXTRA FOOD COMMUNICATIONS HEALTH EDUCATOR EMER PREP HEALTH PROMOTION COORD Capital Projects Manager .05 FTE Capital Projects Analyst .05 FTE EH SPECIALIST I FOOD INSPECTION ANIMAL SHELTER AND CODE ENFORCEMENT ARE GENERAL FUND OPERATIONS. CAPITAL PROJECTS ARE FUNDED BY ANIMAL SHELTER DONATIONS.EMERGENCY PREPAREDNESS IS FUNDED FROM FPHS AND CONCON. FTE ENV HEALTH FTE EMER PREP/COMM Filled Filled Filled Filled Filled Filled Filled Filled FTE PUBLIC HEALTH ADMIN AND VETERANS FTE SOCIAL SERVICES FTE CODE COMPLIANCE FTE ANIMAL SHELTER FTE WIC FTE COMMUNITY SERVICES Vacant Vacant Salaries Salaries Salaries Salaries Salaries Salaries Salaries Salaries Vacant Vacant Vacant Vacant Vacant Vacant Benefits Benefits Total Total Total Total Total Total Total Total Benefits Benefits Benefits Benefits Benefits Benefits Current ORG Chart Director Meja Handlen MH Director Meja Handlen MH Deputy Director John Abplanalp JA Deputy Director John Abplanalp JA Business & Office Manager Kendra Garrison KG Business & Office Manager Kendra Garrison KG Animal Shelter Manager Vacant V Animal Shelter Manager Vacant V Community Services Manager Marylynne Kostick MK Community Services Manager Marylynne Kostick MK Social Services Supervisor Justia Madrigal JM Social Services Supervisor Justia Madrigal JM Environmental Health Manager Kirsten Wecker KW Environmental Health Manager Kirsten Wecker KW Code Compliance Supervisor Brian Warren BW Code Compliance Supervisor Brian Warren BW WIC Program Manager Melissa Ross MR WIC Program Manager Melissa Ross MR Public Health Nurse II Teresa Ramsey TR Public Health Nurse II Teresa Ramsey TR County Manager Ryan Barrett RB County Manager Ryan Barrett RB Staff BOCC B Staff BOCC B Board of Health BOH B Board of Health BOH B Health Officer Joseph Wiley JW Health Officer Joseph Wiley JW PHSS Advisory Board AB PHSS Advisory Board AB Emergency Preparedness Coordinator Robert (Patrick) Moore RM Emergency Preparedness Coordinator Robert (Patrick) Moore RM Admin Assistant Javier Mejia JM Admin Assistant Javier Mejia JM Customer Service Rep (Food, Water, Vital Records) Keysha Anderson KA Customer Service Rep (Food, Water, Vital Records) Keysha Anderson KA Customer Service Rep (Code Compliance & EH) Raeanna Sisson RS Customer Service Rep (Code Compliance & EH) Raeanna Sisson RS Accounting Analyst Jill Nielson JN Accounting Analyst Jill Nielson JN Accounting Specialist Carolyn Rofini CR Accounting Specialist Carolyn Rofini CR Health Promotion Coordinator - Preparedness Vacant V Health Promotion Coordinator - Preparedness Vacant V Animal Shelter Technician Kylee Jamieson KJ Animal Shelter Technician Kylee Jamieson KJ Animal Shelter Technician Paul Mordick PM Animal Shelter Technician Paul Mordick PM Animal Shelter Technician Ruby (Cricket) Krueger RK Animal Shelter Technician Ruby (Cricket) Krueger RK Animal Shelter Workers (Casual) Maurice Bennett MB Animal Shelter Workers (Casual) Maurice Bennett MB Animal Shelter Workers (Casual) Kayla Winter KW Animal Shelter Workers (Casual) Kayla Winter KW Animal Shelter Workers (Casual) Ashley Holland AH Animal Shelter Workers (Casual) Ashley Holland AH Health Services Worker Carol Oram CO Health Services Worker Carol Oram CO Health Services Worker Faviola Vargas Gutierrez FG Health Services Worker Faviola Vargas Gutierrez FG Health Services Worker Kelsey Duckworth KD Health Services Worker Kelsey Duckworth KD Health Services Worker (0.60 FTE) Tina Silvernail TS Health Services Worker (0.60 FTE) Tina Silvernail TS Dietician (0.60 FTE) Karly Jones KJ Dietician (0.60 FTE) Karly Jones KJ Fiscal Management Analyst Bryan Hall BH Fiscal Management Analyst Bryan Hall BH Epidemiologist II - CD Shaheedah Salaam SS Epidemiologist II - CD Shaheedah Salaam SS Community Outreach Worker Senior Julie Campuzano JC Community Outreach Worker Senior Julie Campuzano JC Health Educator - Communications Vacant V Health Educator - Communications Vacant V Health Promotion Coordinator - Life Course Sara Bumgardner SB Health Promotion Coordinator - Life Course Sara Bumgardner SB Health Promotion Coordinator - Life Course Alisha Griffith AG Health Promotion Coordinator - Life Course Alisha Griffith AG Community Health Services & Cont Coord Caroline Garibay CG Community Health Services & Cont Coord Caroline Garibay CG Epidemiologist II - Assessment Vacant V Epidemiologist II - Assessment Vacant V Epidemiologist II - Assessment Vacant V Epidemiologist II - Assessment Vacant V Community Outreach Worker Vacant V Community Outreach Worker Vacant V Health Promotion Coordinator - Illicit Substance Abuse Vacant V Health Promotion Coordinator - Illicit Substance Abuse Vacant V Community Health Services & Contracts Coordinator (DD) Sara Palm-Sons SP Community Health Services & Contracts Coordinator (DD) Sara Palm-Sons SP Community Outreach Worker Senior Coleman Rogers CR Community Outreach Worker Senior Coleman Rogers CR Housing Program Coordinator Vacant V Housing Program Coordinator Vacant V Community Health Services & Contracts Coordinator (CPWI) Frozen F Community Health Services & Contracts Coordinator (CPWI) Frozen F Community Health Services & Contracts Coordinator (CPWI) Frozen F Community Health Services & Contracts Coordinator (CPWI) Frozen F EH Specialist II (Water) Jeffrey Landrum JL EH Specialist II (Water) Jeffrey Landrum JL Water Lab Tech (0.80 FTE) Vickie Thormahlen VT Water Lab Tech (0.80 FTE) Vickie Thormahlen VT Admin Assistant Frozen F Admin Assistant Frozen F EH Specialist Sr (OSS and Land Development) Michael Hamling MH EH Specialist Sr (OSS and Land Development) Michael Hamling MH EH Specialist II (OSS and Land Development) Beau Williquette BW EH Specialist II (OSS and Land Development) Beau Williquette BW EH Specialist II (Solid and Haz Waste FPHS) Vacant V EH Specialist II (Solid and Haz Waste FPHS) Vacant V Code Compliance Specialist Alishia Hornburg AH Code Compliance Specialist Alishia Hornburg AH Code Compliance Specialist Smokey Padgett SP Code Compliance Specialist Smokey Padgett SP Code Compliance Specialist .50 FTE Stanley Langland SL Code Compliance Specialist .50 FTE Stanley Langland SL Code Compliance Specialist Frozen F Code Compliance Specialist Frozen F EH Specialist I (Food Inspection) Imelda Franks IF EH Specialist I (Food Inspection) Imelda Franks IF EH Specialist I (Food Inspection) Jacob Cleary JC EH Specialist I (Food Inspection) Jacob Cleary JC EH Specialist I (Food Inspection) Extra Help EH EH Specialist I (Food Inspection) Extra Help EH Breastfeeding Peer Counselor (Casual) Vacant V Breastfeeding Peer Counselor (Casual) Vacant V Breastfeeding Peer Counselor (Casual) Vacant V Breastfeeding Peer Counselor (Casual) Vacant V Veterans Benefit Specialist Patrick Goulbourne PG Veterans Benefit Specialist Patrick Goulbourne PG Job Class Job Title FTE Grade Total Cost Job Class Job Title FTE Grade Total Cost Budget Impact ($) FTE Change Funding Source 1004 Admin Assistant Sr 1.00 121 85,473.56$ 1343 Business & Office Manager 1.00 125 102,252.98$ 16,779.41$ - GRNT FPHS-Finance Capacity 1481 Accounting Specialist 1.00 118 84,650.38$ 1734 Accounting Analyst 1.00 120 92,654.04$ 8,003.66$ - GRNT FPHS-Finance Capacity 1330 Customer Service Rep 1.00 114 73,004.95$ 1638 Admin Assistant 1.00 117 78,938.85$ 5,933.90$ - GRNT ST PH - Incoming Fnding 1730 Code Compliance Manager 1.00 126 123,142.71$ New Code Compliance Supervisor 1.00 123 105,974.36$ (17,168.35)$ - GF-Code Compliance N/A N/A N/A N/A N/A New Social Services Supervisor 1.00 123 99,331.95$ 99,331.95$ 1.00 GRNT SS-Indirect Rates 1535 Code Comp Spec 1.00 121 99,587.14$ 1535 Code Comp Spec (Reduced FTE)0.50 121 49,793.57$ (49,793.57)$ (0.50) GF-Code Compliance 1638 Admin Assistant 1.00 117 86,802.60$ Frozen Frozen 0.00 117 -$ (86,802.60)$ (1.00) GF-Environmental Health 1535 Code Comp Spec 1.00 121 94,068.50$ Frozen Frozen 0.00 121 -$ (94,068.50)$ (1.00) GF-Code Compliance Totals 7.00 646,729.83$ 5.50 528,945.75$ (117,784.08)$ (1.50) (117,784.08)$ (1.50) GRNT - FPHS Finance Capacity 24,783.07$ GRNT - ST PH Incoming Fnding 5,933.90$ GRNT - SS Indirect Rates 99,331.95$ GF - Code Compliance (161,030.41)$ GF - Environmental Health (86,802.60)$ GF Savings (247,833.01)$ Total Estimated 2024 Proposed Change in Salary/Benefits and FTEs Current Proposed Overview Re-Org Request Budget Worksheet ADMINISTRATIVE ASSISTANT JOB DESCRIPTION Page 1 of 2 Job Title: Administrative Assistant Pay Grade: 117 FLSA: Non-Exempt Job Code: OB112 Effective Date: November 2021 Revision Date: November 2021 NATURE OF WORK Under general supervision, coordinates and performs a variety of skilled administrative functions; provides clerical support to assigned management and/or other departmental personnel; and performs other related duties as assigned. ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.  Answers, screens, and directs incoming calls; responds to public inquiries and requests for information; records, logs, and files public disclosure requests.  Maintains departmental calendars; schedules and coordinates meetings, appointments, luncheons, award ceremonies, social events, and/or other types of functions; organizes and books travel arrangements.  Coordinates applicant testing, pre-employment investigations, new employee orientation, and staff training; tracks and maintains employee training records.  Prepares and/or drafts correspondence, news releases, statements, resolutions, contracts, reports, forms, electronic newsletters, rosters, and/or other departmental documentation.  Attends and participates in administrative briefings and/or other assigned meetings; records and transcribes meeting minutes.  Updates and maintains departmental records, personnel files, policy manuals, and filing systems; purges archived records in accordance with established retention guidelines.  Performs a variety of accounts payable and receivable functions; prepares payroll for area of assignment.  Participates in administering assigned departmental grants and/or contracts; compiles data and submits related reports in accordance with reporting requirements.  Monitors and maintains office supply inventories.  Coordinates and conducts special projects as assigned. WORKING ENVIRONMENT / PHYSICAL DEMANDS: Work is performed in a standard office environment and involves sitting and standing for extended periods of time, walking, bending, reaching, and lifting of objects up to 35 pounds. DISTINGUISHING CHARACTERISTICS: This is the journey level in the Administrative Assistant series. Incumbents have acquired necessary administrative support knowledge and are granted a greater degree of independence as further experience is gained. Job Title: Administrative Assistant Job Code: OB112 Page 2 of 2 EMPLOYMENT STANDARDS: High School Diploma or G.E.D. equivalent; AND three (3) year’s experience as an administrative assistant . Depending on area of assignment, a Notary Public License and/or other specialized certifications may be required KNOWLEDGE AND SKILLS: Knowledge of:  County policies and procedures.  Departmental operations relative to area of assignment.  General office practices and equipment.  Standard computer software applications.  Basic accounting principles.  Records management principles and standards. Skills in:  Coordinating and conducting a variety of skilled administrative support functions.  Preparing and maintaining correspondence, reports, and other types of documentation.  Scheduling and organizing meetings, appointments, social functions, and other departmental events.  Assisting in administering grants/contracts and performing general accounting duties.  Establishing and maintaining effective working relationships with other staff, County departments, outside agencies, and the general public.  Communicating effectively verbally and in writing. Page 1 of 3 CODE COMPLIANCE SERVICES SUPERVISOR JOB DESCRIPTION Job Title: Code Compliance Services Supervisor Pay Grade: 123 FLSA: Non-Exempt Job Code: TBD Effective Date: July 2024 Revision Date: July 2024 NATURE OF WORK Under general supervision, supervises code enforcement program operations to provide services to Lewis County residents. Ensures compliance of program activities with state and federal laws, and Lewis County code, policies and procedures. Performs field inspections and investigations to enforce State and County codes and ordinances relating to safety issues and public nuisances; investigates complaints and issues citations for code violations. ESSENTIAL FUNCTIONS The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Supervises the daily activities of the code compliance program staff through appropriate delegation, support, and work supervision. • Screens complaints received; prioritizes, assigns and monitors cases, projects, and tasks. • Provides technical assistance, and guidance in inspection and investigation techniques, recordkeeping, and technical and policy issues. • Responds to community concerns and complaints • Ensures program activities follow all laws, codes, policies, regulations and goals. • Assists in the development and review of, policies for code compliance activities. • Coordinates enforcement efforts with other County departments and regional agencies. • Performs land use and environmental inspections to assure safety and general welfare of County residents and to maintain property values of residences; enforces County codes encompassing hulk vehicle inspection and disposal, nuisance abatement, public health, and other violations. • Responds to complaints of potential code violations relating to environmental control, hazards, abandoned vehicles, dumping, and other nuisances and code related matters. • Receives, processes and investigates complaints from citizens and other County departments; initiates investigations and analysis based on preliminary information; compares facts to code requirements; contacts individuals to discuss violations and alternatives for resolving compliance issues; documents findings, and issues warnings and correction notices within scope of authority. • Reviews civil infractions and case materials, prepares investigative case files, and coordinates prosecution actions with the police, courts, and other agencies as needed. Job Title: Code Compliance Services Supervisor Job Code: XXXX Page 2 of 2 • Represents agency at meetings; serves as information source and liaison between the County and various community and advocacy groups. • Assists in grant application preparation, monitors grant program activities, and assures compliance with program standards and performance guidelines. • Participates in annual budget development and monitors budget for programs and services; assures appropriate services are provided; compiles a variety of reports and operational statistics. WORKING ENVIRONMENT / PHYSICAL DEMANDS Work is performed in an office environment, and in internal and external environments with exposure to slippery or wet, muddy, rocky, and uneven surfaces; extreme temperatures and weather.; light physical demands, and frequent use of a personal computer. Moderate physical demands may require frequent sitting, standing, walking, kneeling, bending, climbing, and lifting up to fifty (50) pounds. EMPLOYMENT STANDARDS High School diploma or GED equivalent, AND four (4) years’ work experience in code enforcement and investigations. Capable of holding a Special Commission issued by the Sheriff of Lewis County. Must possess a valid driver’s license. Must complete Washington State Patrol Junk Vehicle training or Washington State Patrol Vehicle Identification Number Certificate training within 6 months of start date. Must obtain Terminal Operator Certification for access to Washington State law enforcement information system; additional technical training and certifications may be required. KNOWLEDGE AND SKILLS REQUIRED Knowledge of: • County policies and procedures. • Federal, state and county laws, codes, rules, and regulations related to code enforcement. • Principles and practices of code enforcement, investigation, and inspection. • Techniques and practices for efficient and cost-effective management of resources. • Interviewing and interrogation principles, techniques and methods, including extracting information from people who are reluctant to cooperate and resolving complex code violations and conditions. • Regulatory enforcement standards. • Court procedures, legal terminology, civil laws, and rules of search and evidence. • Principles of record keeping and records management. • Customer service and public relations methods and practices. Job Title: Code Compliance Services Supervisor Job Code: XXXX Page 3 of 2 Skills in: • Reading, understanding, interpreting and applying relevant County, State and Federal statutes, codes, rules, and regulations. • Conducting inspections and investigations and preparing comprehensive written reports. • Assessing and prioritizing multiple tasks, projects and demands. • • Supervising staff, delegating tasks and authority, and coaching to improve staff performance • Presenting program information to public and professional audiences. • Application of code enforcement and safety principles and practices in a regulatory environment. • Use of scientific principles of investigation. • Data collection and analysis, and making appropriate recommendations. • Assessing and prioritizing multiple tasks, projects and demands. • Conducting inspections and investigations and preparing comprehensive written reports. • Detecting unsanitary conditions and public health hazards. • Operating a personal computer utilizing standard and specialized software. • Establishing and maintaining effective working relationships with co-workers. • Maintaining accurate records. • Using tact and diplomacy to investigate customer complaints. • Communicating effectively verbally and in writing. CODE COMPLIANCE SPECIALIST JOB DESCRIPTION Page 1 of 2 Job Title: Code Compliance Specialist Pay Grade: 121 FLSA: Non-Exempt Job Code: HS300 Effective Date: October 2007 Revision Date: September 2024 NATURE OF WORK Under general supervision, performs field inspections and investigations to enforce State and County codes and ordinances relating to public health and safety issues and public nuisances; investigates complaints and issues citations for code violations within scope of authority. ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Performs a variety of field and office work in support of the County’s code enforcement program; enforces County codes including those pertaining to hulk vehicle abatement, nuisance abatement, land use, as well as other compliance violations. • Receives, processes, and investigates complaints from citizens, other agencies, and other County departments. • Initiates investigation and performs analysis based upon preliminary information; compares facts to code requirements. • Consults with subject matter experts and conducts field investigations to determine whether violations have occurred. • Contacts individuals including complainant, witnesses, and person who is the subject of the complaint to gather additional information, discuss violations, and provide education and alternatives for resolving compliance issues. • Issues warnings and correction notices within scope of authority; issues citations in response to clear violation of County codes and state regulations; documents each citation presented to owners and agents. • Drafts affidavits, search warrants, and impound warrants as needed specific to the Lewis County Code or sections of the Revised Code of Washington. • Prepares evidence in support of legal actions taken by the County. • Appears in court and provides testimony on behalf of the County. • Coordinates efforts with law enforcement, courts, and other municipal, county, and state departments and agencies as needed. • Conducts follow-up inspections and verifies compliance. • Maintains accurate documentation and case files on all investigations, inspections, enforcement actions, and other job related activities including accurate and detailed information regarding code enforcement activity to substantiate violations; completes required project documentation, daily logs, and reports. • Prepares written reports, memos, and correspondence related to enforcement activities. • Provides referral to supervisor when issues arise which are beyond the skill or scope of the Specialist. • Reviews applications, educates, inspects, and enforces codes pertaining to dog kennel facilities within the County. • Participates in the development of forms and processes utilized to address various issues as well as in the process to revise County codes. • Performs other duties as required and assigned. Job Title: Code Compliance Specialist Job Code: HS300 Page 2 of 2 WORKING ENVIRONMENT / PHYSICAL DEMANDS: Work is performed in office and outdoor environments. Employee will be exposed to slippery or wet, muddy, rocky, and uneven surfaces; extreme temperatures and weather; Moderate physical demands may require frequent sitting, standing, walking, kneeling, bending, climbing, and lifting up to fifty (50) pounds. EMPLOYMENT STANDARDS: High School diploma or GED equivalent, AND two (2) year’s work experience in code enforcement or investigations. . Capable of holding a Special Commission issued by the Sheriff of Lewis County. Must possess a valid driver’s license. Pepper spray certification, baton tactics certification, and other specific technical training and certifications may be required. KNOWLEDGE AND SKILLS: Knowledge of: • County policies and procedures. • Applicable federal, state, county, and city codes, laws, statutes, and ordinances. • Principles and practices of code enforcement, investigation, and inspection. • Techniques of investigating, inspecting, and resolving code compliance issues. • Principles of record keeping and records management. • Customer service and public relations methods and practices. Skills in: • Reading, understanding, interpreting and applying relevant federal, state, county, and city statutes, codes, rules, and regulations. • Maintaining accurate records. • Operating a personal computer utilizing standard and specialized software. • Establishing and maintaining effective working relationships with co-workers. • Using tact and diplomacy to investigate customer complaints. • Communicating professionally and effectively both verbally and in writing. SOCIAL SERVICES SUPERVISOR JOB DESCRIPTION Page 1 of 2 Job Title: Social Services Supervisor Pay Grade: 123 FLSA: Non-Exempt Job Code: XXXX Effective Date: July 2024 Revision Date: July 2024 NATURE OF WORK Under limited supervision, plans, coordinates, and supervises the operations and activities of the Public Health Social Services programs to provide a variety of community social services and health programs to Lewis County residents; assures compliance of program activities with State and Federal laws; and supervises assigned personnel. ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Oversees and coordinates Social Services program operations including health outreach, education, assessment, housing, and training programs; reviews program reports and identifies community needs and health indicators; manages development of work plans for Social Services employees and special projects. • Meets regularly with staff to offer technical advice and guidance; analyzes and evaluates issues and proposals; plans, prioritizes and assigns tasks and cases; identifies knowledge and performance gaps, and counsels; train and coach staff to meet performance goals and quality standards; monitors work and evaluates performance. • Manages and directs the daily activities of the Social Services programs through appropriate managerial support and work supervision; assures program staff implements standards of Social Services programs in compliance with all State and Federal laws and other grant program standards. • Plans and monitors Social Services programs and evaluates service delivery; provides guidance on professional responsibilities and technical skills; responds to community concerns and complaints; assures program activities comply with all State and Federal laws, policies, regulations and goals. • Analyzes trends, and evaluates program requirements, community concerns and resource utilization; coordinates services with other programs, departments and agencies to develop plans to address Social Services issues. Develops and monitors budget for programs and services; assures that appropriate services are provided; compiles and analyzes a variety of reports and operational statistics; coordinates information and assures effective communications between programs and other agencies. • Develops and monitors grant programs, budgets and contracts; writes grant applications, monitors grant program activities, and assures compliance with program standards and performance guidelines. • Assures client record systems meet state laws, grant requirements, and quality assurance standards. • Participates on public health emergency response teams as needed. Job Title: Social Services Supervisor Job Code:XXXX Page 2 of 3 • Serves as information source and liaison between the County and various community and advocacy groups, advisory boards and state and regional organizations; conducts presentations and training programs to communicate the Social Services programs to other organizations in the community. • Assists in the preparation and maintenance in a variety of grant records, reports, and documentation. WORKING ENVIRONMENT / PHYSICAL DEMANDS: Work is performed in a standard office environment and in the community; subject to sitting and standing for extended periods of time, bending, reaching, crouching, and lifting of objects up to 25 pounds. EMPLOYMENT STANDARDS: Associates Degree in Public Health, Public Administration, Social Work, or related science field; AND three (3) year’s professional experience in public health/social services programs; OR an equivalent combination of education, training and experience. A valid Driver’s License is required. KNOWLEDGE AND SKILLS: Knowledge of: • County policies and procedures. • Washington State Department of Social and Health Services, and Division of Alcohol and Substance Abuse policies, procedures and reporting standards for grant funded programs. • Community resources and public health programs for appropriate referrals. • Techniques of investigating and researching social services problems and conditions. • Social services research and statistical evaluation principles and methods. • Principles of record keeping and records management. • Customer service and public relations methods and practices. • Federal, State and County laws, codes, rules and regulations related to social services programs. • Supervisory principles, practices, and methods. • Ability to communicate clearly and concisely, both orally and in writing. • Establish and maintain cooperative working relationships. Skills in: • Assessing, analyzing, and identifying problems, and recommending effective solutions. • Supervising staff, delegating tasks and ensuring performance standards. Problem solving skills. • Developing social services assessments and evaluating program practices. • Data collection and analysis and proposing appropriate recommendations. • Assessing and prioritizing multiple tasks, projects and demands. • Grant project management including data collection, analysis, reporting and evaluation. Job Title: Social Services Supervisor Job Code:XXXX Page 3 of 3 • Developing social services assessments and evaluating program practices. • Establishing and maintaining effective working relationships with co-workers, other County employees and representatives from other City, County, State and Federal agencies. • Effective verbal and written communication. • Supervising, leading, and delegating tasks and authority. Page 1 of 2 ACCOUNTING ANALYST- PHSS JOB DESCRIPTION Job Title: Accounting Analyst Pay Grade: 120 FLSA: Non-Exempt Job Code: TBD Effective Date: July 2024 Revision Date: July 2024 NATURE OF WORK Under general supervision, performs technical accounting duties involving the auditing, accounting, tracking, processing, budgeting and reporting of accounts for the Public Health and Social Services Department. ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Performs financial and statistical analysis in the maintenance and management of accounting, budget and transaction records for general ledger, grant programs, fixed assets, and special projects. • Reviews, verifies, and processes accounting, financial documents, and technical transactions in compliance with all applicable rules, regulations and procedures. • Assists with budget development, preparation and reconciliation; monitors expenditures, analyzes trends, and maintains technical documentation. • Updates and maintains accounting computer systems, and other records systems as needed; reviews, investigates, and corrects errors in documents and reports. • Reviews source documents for compliance to rules and regulations; determines proper handling of financial and technical transactions within designated limits; reports discrepancies. • Interprets and explains County policies, procedures, rules and regulations; provides technical assistance and training to department staff as required. • Maintains financial records and associated filing systems; enters data into computer systems; codes documents, processes transactions, updates accounts, compiles documentation, generates reports, and submits reimbursement requests as necessary; processes cash receipts, daily cash reports, and bank deposits. • Identifies and researches accounting issues and recommends solutions; assists with preparation of annual financial report and assists auditors with preparation of financial analyses and reporting. • Tracking Public Health & Social Services assets and accounting with County financial systems database. • Responds to requests for information; provides technical information within scope of authority. Job Title: Accounting Analyst – PHSS Job Code: XXXX Page 2 of 2 • Assures that all reports and paperwork are completed in a timely manner; updates, corrects, retrieves and releases information according to procedures. WORKING ENVIRONMENT / PHYSICAL DEMANDS: Work is performed in a standard office environment and involves light physical demands and frequent use of a personal computer. EMPLOYMENT STANDARDS: Associate’s Degree in Accounting, Business Administration, or a closely related field; AND two (2) year’s accounts payable, receivable, payroll or claims accounting experience. Government accounting experience is preferred. A valid Driver’s License required. KNOWLEDGE AND SKILLS: Knowledge of: • County policies and procedures. • General Accounting standards, policies, procedures and regulations. • Accounting principles and methods, including special fund procedures. • Applicable state and Federal rules, codes and regulations covering specific areas of assignment. • Principles of record keeping and records management. • General ledger reconciliation procedures. • State Budgeting Accounting & Reporting System (BARS) for Public Sector financial management. • Business and personal computers, and spreadsheet software applications. Skills in: • Understanding and applying accounting standards and procedures, and applicable Federal and state rules and regulations for specialized areas of assignment. • Maintaining accurate accounting records and identifying and reconciling errors. • Performing mathematical calculations with skill and accuracy. • Entering numerical data into a computer system with speed and accuracy. • Operating a personal computer utilizing standard and specialized software. • Establishing and maintaining effective working relationships with co-workers. • Communicating effectively verbally and in writing. Page 1 of 2 BUSINESS & OFFICE MANAGER - PHSS JOB DESCRIPTION Job Title: Business & Office Manager - PHSS Pay Grade: 125 FLSA: Exempt Job Code: XXXX Effective Date: July 2024 Revision Date: July 2024 NATURE OF WORK Under limited supervision, this position assists the Director and Deputy Director of the Public Health and Social Services Department in performing professional and confidential office management functions; supervises the administrative operations and assigned personnel; and performs other related duties as assigned. ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Oversees and coordinates the administrative operations, including assigned personnel administration, budget, accounting, plan and policy updates, billing, cash receipts, contracts, project management, and customer relations; evaluates issues, and recommends solutions. • Coordinates activities with other organizations and outside agencies; manages assigned Department support staff; supervises, trains, and evaluates the performance of assigned personnel; monitors for staff compliance with departmental policies and procedures; provides hiring recommendations. • Provides administrative assistance to assigned personnel; maintains departmental calendars; schedules and coordinates meetings; prepares correspondence, meeting, minutes, and legal documents. • Processes, reviews and approves personnel documents and files; maintains records, research and updates files and databases; assures all administrative actions comply with internal Public Health and Social Services and Lewis County policy. • Functions as a member of the Department management team; represents the Department at meetings with County staff, community groups, and outside agencies; assists in the development, implementation, and administration of the Department’s administrative and fiscal policies and procedures. • Prepares and administers assigned operating budgets; tracks expenditures; processes invoices, billing, and expense reimbursements; prepares departmental payroll; reconciles revenues and prepares financial and revenue trend reports; maintains the office Imprest fund. • Prepares and administers service contracts; monitors compliance with regulations governing expenditures for State and County contracts. • Performs a variety of systems administration duties; adds and deletes system users; changes user authorities; completes statistical queries; provides assistance in troubleshooting system issues. • Oversees the ordering and maintenance of office supply inventories; authorizes minor purchases; coordinates the maintenance and repair of office equipment and facilities. • Oversees website content for accuracy, completeness, and services to Lewis County customers. • Preparing, reviewing, and monitoring accounting documents for accuracy and completeness. WORKING ENVIRONMENT / PHYSICAL DEMANDS Work is performed in a standard office environment and involves sitting for extended periods of time, standing, walking, bending, reaching, and lifting objects up to thirty (30) pounds. Job Title: Business & Office Manager - PHSS Job Code: XXXX Page 2 of 2 EMPLOYMENT STANDARDS: Associate’s Degree in Business Administration; Accounting, or a closely related field; AND four (4) years’ experience supervising administrative operations. A valid Driver’s License is required. KNOWLEDGE AND SKILLS: Knowledge of: • County policies, and procedures. • Principles and practices of office administration. • General office equipment and standard computer software applications. • Accounting principles and processes for preparing budgets and overseeing Accounts Receivable and Accounts Payable. • Generally Accepted Accounting Principles (GAAP). • State Budgeting Accounting & Reporting System (BARS). • Requirements from State Auditor’s Office. • Supervisory principles, practices, and methods. Skills in: • Managing and coordinating the day-to-day administrative operations for assigned area of work. • Preparing budgets and processing departmental invoices, billing, and payroll. • Coordinating and performing a variety of systems and/or contract administration functions. • Establishing and maintaining effective working relationships with staff, County departments, outside agencies, vendors, community organizations, and the general public. • Communicating effectively verbally and in writing. • Supervising, leading, and delegating tasks and authority.