BACKGROUND:
The Health Services Department is requesting the extension for the temporary employment of Olga Adams, Account Clerk-Advanced Level in the Payroll Unit. Ms. Adams has worked since her initially approved 180-day waiver exemption on May 23, 2017, and the Department is requesting this extension in order to ensure the timely and accurate pay warrant for 4600 employees.
Ms. Adams retired from County service on March 30, 2017. She has over 20 years experience in Contra Costa County and spent the last ten years with Contra Costa Health Services Payroll Unit, and is uniquely qualified to perform the necessary tasks to meet payroll demands. In the absence of a countywide automated payroll timekeeping system, the Department's payroll clerks manually process bi-monthly timesheets and pay warrants for over 4,600 employees. It takes up to one year for a new employee to gain a full understanding of the many and complex payroll coding rules including negotiated benefits and differentials from varied union contracts.
Contra Costa Health Services Payroll continues to experience retention issues over the years. Currently, there are five (5) payroll clerk vacancies. The Payroll Manager continues to work through the Account Clerk eligible list and interview candidates. In order to meet County payroll deadlines, staff works overtime including nights and weekends. Without the expertise of Ms. Adams, staff in 24/7 operations may not receive their differentials.
CONSEQUENCE OF NEGATIVE ACTION:
If this request is not approved, the Health Services Department will not have adequate payroll staff to ensure pay warrants are issued accurately and timely to more than 4,600 employees.
CLERK'S ADDENDUM
Approved the extension through December 31, 2019. Directed Health Services to coordinate with Human Resources to explore creating a new employment classification, and to report to the Board of Supervisors at a future meeting with a plan to address issues, including the lack of automation of payroll health services.