JOB TASK ANALYSIS. Stanislaus County. Supervising Legal Clerk I,II. CEO-Recruitment Unit

Transcription

1 JOB TASK ANALYSIS Employer: Occupation: Company Contact: Stanislaus County Supervising Legal Clerk I,II CEO-Recruitment Unit Date: October 2001 Analysis Provided By: Lyle Andersen, PT, CWCE Andersen & Baim Physical Therapy, Inc Coffee Road, Suite 3 Modesto, California (209) INTRODUCTION: The job description for this document was provided by Stanislaus County. The environmental factors, physical and functional demands for this Job Task Analysis were documented by Andersen & Baim Physical Therapy, Inc. The methodology for documentation consisted of on-site visits, using various measuring devices such as dynamometers and scales, as well as observation and interviews with employees and managers. A detailed record was made of the physical and functional demands of the job in terms of force pounds, weight, frequency, height, distance, anthropometric measurements, stamina, and degrees of range of motion. The determination of the frequencies of functional activities are based on standards provided by the National Institute for Occupational Safety and Health (NIOSH) and the Work Practice Guide for Manual Lifting (U.S. Department of Commerce, National Technical Information Service). The Job Task Analysis is organized as follows: General work description and specific duties; safety requirements; uniform/equipment; required job-related knowledge, education, ability, and experience; union; environmental factors; and physical/functional demands. Chief Executive Office Recruitment Unit P.O. Box 3404, Modesto, CA Phone (209) Fax (209) Chief Executive Office Risk Management Division P.O. Box 1723, Modesto, CA Phone (209) Fax (209)

2 GENERAL WORK DESCRIPTION: The frequency of the following activities may vary according to the physical requirements of the specific job tasks that the employee may be required to perform at random intervals. Under the general supervision of the department manager, the Supervising Legal Clerk I,II handles the more complex clerical assignments as well as plan, organize, train and supervise the work of clerical employees and provides administrative staff assistance when needed. Depending on assignment, placement may be in a legal office with responsibility over staff involved in the processing of legal documents, or in the Sheriff s department with responsibility to oversee the maintenance and security of law enforcement records. SPECIFIC DUTIES: 1.) Supervises, trains, coordinates and periodically evaluated the work of clerical personnel engaged in the processing and filing of legal documents and forms. May independently oversee a small branch, division or work unit, coordinate, train, and exercises direction over staff. 2.) Reviews and examines legal documents for proper form, sufficiency of information and conformance with legal filing procedures. 3.) Keeps abreast of and applies new federal, state and local laws and/or amendments affecting legal filing procedures, and informs clerical staff on implementing needed changes. 4.) Interprets and provides information concerning procedures and forms for filing civil, probate, criminal and juvenile actions to clerical staff, attorneys and the general public. 5.) Receives and responds to particularly sensitive and difficult questions from the public. 6.) Supervises and participates in processing, preparation and typing of correspondence, notices and forms including affidavits, dismissals, verdicts, orders, petitions, declarations, opinions, jury instructions, motions, medical releases, appeals, warrants, extraditions, abstracts, complaints, writs, subpoenas, depositions, small claim/civil forms, probate, juvenile actions, passports, fictional name statements, adoption and insanity papers, notary bonds, inheritance tax and marriage license filings. 7.) Manages office legal clerical operations, including calendaring of court cases, collection of court fees, filing, indexing and certifying of legal documents, record keeping activities and business transactions. 8.) Processes blue claims, orders supplies and prepares requisitions. 9.) May perform transcription and shorthand as assigned. 10.) Plans, organizes and assigns the work of subordinate staff. 11.) Registers, indexes and files legal documents. 12.) Processes requests for records and information of a sensitive nature. 13.) Maintains inventory levels of necessary supplies Safety Requirements: All employees are required to observe company safety procedures and standards to insure individual and collective safety, in addition to avoiding unnecessary risk to oneself, co-workers, customers, and property. UNIFORM: Not Required Page 2

3 EQUIPMENT: 1. 4-wheel cart. 2. Tape recorder (electronic recorder for courtroom). 3. Computer monitor. 4. Keyboard. 5. Desk. 6. Chair. 7. Telephone. 8. Manual stapler. 9. Electric stapler. 10. Staple remover. 11. Two hole punch. 12. Three hole punch. 13. Scissors. 14. Numbering machine (stamp). 15. Hand-held stamps. 16. File marking machine. 17. Electric pencil sharpener. 18. File cabinets. 19. Micro fiche reader. 20. Micro fiche printer. 21. Laser printer. 22. Photocopy machine. 23. Pens. 24. Pencils. 25. Rolling file shelves. 26. Typewriter. 27. Heavy duty tape dispenser. 28. Combination push button door lock. 29. Paper cutter. 30. Step stools. 31. Facsimile machine. 32. File marking table. 33. Bookcase. 34. Automobile Wheeled mail cart inch 4-wheeled vertical ladder foot vertical ladder foot vertical ladder. 39. Storage shelves. Required Job-Related Knowledge, Education, Ability or Experience: KNOWLEDGE: 1.) Filing procedures and/or filing requirements of legal documents. 2.) Legal terminology and legal clerical procedures and operations. 3.) Modern office practices and procedures, including filing and record keeping systems and the operation of office equipment. 4.) Basic data processing principles and practices including the use of word processing and/or personal computer equipment and programs in legal clerical and/or Sheriffs s office operations/settings. 5.) Business letter writing. 6.) Legal terminology. 7.) Principles and practices of supervision, and management/maintenance of police records. 8.) Ordinances, regulations, procedures and policies affecting law enforcement record keeping functions and law enforcement telecommunications. EDUCATION: 1.) Supervising Legal Clerk I two years of experience as a Legal Clerk IV or higher in county government, or four years of legal clerical/secretarial experience, of which two years must have been in a lead/supervisory capacity. 2.) Supervising Legal Clerk II- one year of experience as a Supervising Legal Clerk I, or five years of legal clerical/secretarial experience of which three years must have been in a lead or supervisory capacity. Page 3

4 ABILITY/QUALIFICATIONS: 1.) Effectively supervise, train, assign and coordinate tasks, plan and evaluate the work of clerical personnel engaged in the processing and filing of legal documents. 2.) Remain abreast of federal, state and local laws and amendments. 3.) Understand, interpret for, explain to, and advise clerical staff, attorneys, and the general public the processing of civil, criminal and related documents. 4.) Exercise independent judgment and make sound decisions. 5.) Respond to sensitive telephone and personal queries and requests using tact and diplomacy and effective public relations. 6.) To take shorthand and/or type at a rate of speed consistent with job assignment. 7.) Plan, organize and supervise work of subordinates. 8.) Work cooperatively with others. 9.) Exercise considerable judgment, tact and common sense in assisting law enforcement personnel, outside agencies and the public in questions regarding law enforcement. EXPERIENCE/QUALIFICATIONS: 1.) Successful completion of a post-offer, pre-placement physical abilities test. All employees within the Supervising Legal Clerk I,II position are required to provide physical assistance for all weight and frequency requirement needs of all job tasks in order to maintain a safe work environment. Employees must be physically capable of working in any of the job tasks within the Supervising Legal Clerk I,II position. WORK HOURS: Monday through Friday 8:00 a.m. to 5:00 p.m. UNION: American Federation State County Municipal Employees (AFSCME) Local 10. (Optional). Page 4

5 ENVIRONMENTAL FACTORS The following percentages are given in terms of an eight-hour workday: Seldom = Less than 1% Frequent = 34% - 66% = 1% - 33% Continuous = 67% - 100% ENVIRONMENTAL FACTORS FREQUENCY 1. Unprotected heights: Not Applicable 2. Being around moving machinery: Not Applicable 3. Exposure to marked changes in temperature and humidity: outside temperatures vary between degrees. Not Applicable 4. Exposure to dust, fumes, smoke, gases, or other irritating substances (specify): Not Applicable 5. Driving material handling and cleaning equipment: Not Applicable 6. Exposure to excessive noise: Not Applicable 7. Exposure to radiant or electrical energy: Continuous 8. Exposure to solvents or chemicals: Not Applicable 9. Exposure to slippery or uneven walking surfaces: Not Applicable 10. Working below ground: Not Applicable 11. Unusual fatigue factors: Not Required 12. Working with explosives: Not Applicable 13. Excessive vibration: Not Applicable 14. Working with hands in water or other substance: Not Applicable 15. Working proximity: Alone - Closely with others - Continuous 16. Working inside: Continuous 17. Working outside: Page 5

6 FUNCTIONAL ACTIVITIES The frequency of the following activities may vary according to the physical requirements of the specific job tasks the employee may be required to perform at random intervals. The following percentages are given in terms of an eight-hour workday: Seldom = Less than 1% Frequent = 34% - 66% = 1% - 33% Continuous = 67% - 100% 1) PUSH: Pushing activities may require use of the back flexors and extensors in conjunction with bicep/tricep musculature. REQUIREMENT 0-10 Pounds: Pounds: Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required FORCE: 35Pounds Assistive Devices: 4-Wheeled Cart, Hand Truck. Additionally, one person assistance is available with forces greater than 35 pounds. Comments: Pushing is utilized with activities such as retrieving and/or returning equipment and supplies (e.g., cart, drawers). The employee exerts up to 35 pounds of force in a horizontal plane from waist to shoulder height of a distance up to 18 inches when performing job tasks (e.g., opening and closing file and desk drawers, pushing cart throughout department and to storage area located up to 600+ in distance). 2) PULL: Pulling activities may require use of the back flexors and extensors in conjunction with bicep/tricep musculature. REQUIREMENT 0-10 Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required FORCE: 5 Pounds Assistive Devices: Not Required. Comments: Pulling is utilized with activities such as retrieving and/or returning equipment and supplies (e.g., drawers). The employee exerts up to 5 pounds of force in a horizontal plane from waist to shoulder height of a distance up to 18 inches when performing job tasks (e.g., opening and closing file and desk drawers). Pushing is the preferred method of moving carts. Page 6

7 3) STAND-UP LIFT: Lifting from/to floor and waist height level. REQUIREMENT 0-10 Pounds: Frequent Pounds: Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required FORCE: Assistive Devices: One person assistance is available with weights greater than 30 pounds. 30 Pounds Comments: A stand-up lift is utilized with activities such as retrieving, returning and/or storing documents and files (e.g., Superior Court files, D.A. files). The employee lifts items weighing less than 1 pound and up to 30 pounds from/to 36 inches off the floor when performing job tasks (e.g., lifting 30-pound stacked cases of storage files within the office at 800 and th Street and the storage building {Old Zeff Building}), lifting individual and stacked files weighing up to 10 pounds from shelves 4 inches to 14 inches in height from the floor. Hackett Road facility employees are not required to lift from the floor. 4) LEVEL LIFT: Lifting weight from between waist height level and chest height level for a maximum horizontal distance of four feet. REQUIREMENT 0-10 Pounds: Frequent Pounds: Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required FORCE: 30 Pounds Assistive Devices: One person assistance is available with weights greater than 30 pounds. Comments: A level lift is utilized with activities such as retrieving, returning, storing and/or preparing documents and files (e.g., Superior Court files, D.A. files). The employee lifts items weighing less than 1 pound and up to 30 pounds up from/to 29 inches to 42 in height when performing job tasks (e.g., lifting 30-pound stacked cases of stored files, up to 10-pound individual files, 5-pound three ring binder). Hackett Road facility employees maximum requirement is up to 20 pounds of individually stacked files (occasionally), (e.g., Family Support files). Page 7

8 5) WEIGHT CARRY: Carrying weight between waist and chest height level beyond a distance of four feet. REQUIREMENT 0-10 Pounds: Frequent Pounds: Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required FORCE: 20 Pounds Comments: Weight carry is utilized with activities such as retrieving, returning, storing, transporting and/or preparing documents and files (e.g., Superior Court files, D.A. files). The employee carries items weighing less than 1 pound and up to 20 pounds between 5 feet and feet when performing job tasks (e.g., individual files and stacked files are carried throughout the department and outside the building to/from storage). Hackett Road facility employees carry a maximum of up to 20 pounds of individually stacked files for up to 100 feet. 6) OVERHEAD LIFT/PULL DOWN: Lifting weight from/to chest and overhead height level REQUIREMENT 0-10 Pounds: Frequent Pounds: Seldom Pounds: Not Required Pounds: Not Required Pounds: Not Required Pounds: Not Required FORCE: 15 Pounds Assistive Devices: A vertical ladder, step ladder or step stool is available to bring items to eye or shoulder level. Comments: Overhead lift/pull down is utilized with activities such as retrieving, returning, and/or storing documents and files (e.g., Superior Court files, D.A. files). The employee lifts items weighing less than 1 pound and up to 15 pounds to a maximum height of 80 inches when performing job tasks (e.g., reaching for up to 15-pound files stored on shelves). Hackett Road facility employees are not required to overhead lift to perform job tasks. Variables to overhead reaching will be the employee s height and anthropometric reach. 7) OVERHEAD REACH: Comments: Overhead reach is performed to a maximum height of 80 inches when retrieving and/or returning documents (e.g., Superior Court files, D.A. files). A 4-wheeled, 29 inch step ladder or step stool may be utilized to bring items to eye or shoulder level. Variables to overhead reaching will be the employee s height and anthropometric reach. Hackett Road facility employees are not required to reach overhead. Page 8

9 8) FORWARD REACH: Frequent Comments: Forward reach is performed to a maximum distance of 18 to 36 inches when retrieving and/or returning documents and supplies (e.g., Superior Court and D.A. files and office supplies are reached on desk top or shelves between 42 and 60 inches in height from the floor). The degree of elbow extension required for reaching will vary according to the employee s anthropometric reach. 9) STOOPING: Frequent Comments: Stooping is performed when retrieving and/or returning documents (e.g., Superior Court and D.A. files are obtained from shelves or file cabinets between 4 to 14 inch shelves in height from the floor). Variable to stooping will be the employee's height. Stooping of the head, trunk and knees can be minimized or avoided by substituting alternate positions of squatting, kneeling or bending when performing job tasks. 10) SQUATTING: (Unloaded) Comments: Squatting is performed when retrieving and/or returning documents (e.g., Superior Court and D.A. files are obtained from shelves or cabinets between 4 to 14 inch shelves in height from the floor). Squatting may be minimized or avoided by substituting alternate positions of bending or kneeling. Partial squatting is a preferred lifting posture. 11) REPETITIVE BENDING: Comments: Bending forward at the waist performed when retrieving and/or returning documents (e.g., Superior Court and D.A. files are obtained from shelves or cabinets between 4 to 14 inch shelves in height from the floor). Maximum forward trunk flexion required is 60 degrees. Employee may avoid excessive forward bending of the trunk up to 80 degrees by using alternate positions of bending at the hips, kneeling, half kneeling, stooping, sitting or squatting. 12) TWISTING: Comments: Twisting at the waist is performed when retrieving and/or returning documents (e.g., Superior Court and D.A. files are obtained from shelves or cabinets between 4 to 72 inches in height from the floor). Twisting at the waist may be minimized by turning the whole body, including the feet and working from a swivel chair. Page 9

10 13) TURNING: Comments: Turning is performed when retrieving and returning documents (e.g., Superior Court and D.A. files are obtained from shelves or file cabinets between 4 to 80 inch shelves in height). 14) KNEELING: Not Required Comments: Kneeling is not required to perform job tasks. Kneeling may be minimized or avoided by substituting alternate positions of bending, squatting, or half kneeling. 15) CRAWL: Not Required Comments: Crawling is not required to perform job tasks. 16) STAIR CLIMB: Seldom Comments: Stair climb is required for Legal Clerk I, II and III to perform job tasks when receiving and returning documents to/from storage (Old Zeff Building) a maximum number of 12 steps is climbed at th Street. Stair climb is not required for Legal Clerk IV to perform job tasks. Otherwise, there are two elevators available at the Hackett Road facility. The department is located on the ground level. 17) LADDER CLIMB: Seldom Comments: Step ladder climbing is required for Legal Clerk I, II and III to perform job tasks (e.g., climbing up/down ladders to reach storage shelves up to 72 inches in height {old Zeff Building} for th Street employees). Variables to overhead climbing will vary according to the employee's height and anthropometric reach. Page 10

11 18) WALKING: Continuous Comments: Walking is performed when retrieving, returning, storing and/or transporting documents and supplies (e.g., walking throughout the department and outside the building to storage areas). Walking length varies between 2 feet and feet depending on job task. Hackett Road facility requires walking occasionally up to 100 feet. Daily counter Legal Clerks II and III walk continuously when coordinating and distributing files. Legal Clerk IV walks occasionally. 19) SITTING: Continuous Comments: Sitting is performed for a maximum of 120 minute intervals when operating equipment and/or preparing documents (e.g., performing job duties of keyboard up to 4 hours, hand stamping up to 2 hours, turning pages and reading documents up to 4 hours per shift. Sitting may be frequently interrupted by errands of locating, retrieving, delivering and/or returning equipment and supplies both within and outside the facility, others sit continuously performing reading, word processing and data entry on the keyboard. Keyboards height varies from site-to-site between 25 inches to 29 1/2 inches in height from the floor. 20) STANDING: (Static) Comments: Static standing is performed for a maximum of 10 minute intervals when retrieving and/or returning documents (e.g., standing at the file cabinets pulling or removing Superior Court and D.A. files, copying documents). 21) BALANCE: Good Comments: Good balance is required for safe walking, standing, climbing and lifting. Page 11

12 22) OPERATING HAND/FOOT CONTROLS: REQUIREMENT HAND: Right: Not Required Left: Not Required Both: Not Required Either: FOOT: Right: Not Required Left: Not Required Both: Not Required Either: Not Required Comments: Hand controls are utilized to operate equipment (i.e, turning "tab" wheel which moves file storage cabinets horizontally across the room, requires up to 20 revolution of each 14 inch diameter wheel located vertically at 38 inches in height from the floor within the Family Support Division at th Street in Modesto). Foot controls are not utilized to operate equipment. 23) UPPER AND LOWER EXTREMITY COORDINATION: Simple Grasping: Firm Grasping: Fine Manipulation: Eye/Hand Coordination: Hand/Foot Coordination: REQUIREMENT Comments: Grasping and coordination activities are performed when operating equipment and machines (e.g., reviewing, typing legal documents and filing). Simple grasping is utilized to perform job tasks (e.g. lifting and manipulating objects weighing less than 5 pounds; holding office supplies, telephone, documents, opening and closing doors and drawers). Firm grasping is utilized to perform job tasks (e.g. lifting and handling objects weighing 5 pounds or greater; push/pull 4-wheeled cart, operating numbering machine, tearing multiple pages of paper). Fine manipulation is utilized to perform job tasks (e.g. detailed job tasks of operating keyboard, tape recorder, hand stamp, combination door lock, mouse, telephone keypad, handwriting with pen and/or pencil, cutting with scissors, page turning). Eye/hand coordination is utilized to perform job tasks (e.g. reading and turning documents, data entry on keyboard, proper placement of hand stamp and filing). Hand/foot coordination is not utilized to perform job tasks. Depending on individual hand dominance, one hand may be used more frequently than the other when performing job tasks. Page 12

13 24) NECK RANGE OF MOTION: REQUIREMENT Static neutral position: Frequent Flexing: Frequent Rotating: Frequent Extending: Comments: Neck movement is required when performing job tasks (e.g., reviewing and typing legal documents, searching for files within storage shelves and cabinets). Full cervical range of motion is required to safely perform the job tasks. END OF REPORT Page 13

14 Stanislaus County Job Task Analysis Enclosed are the results of the Essential and Marginal Functions of the Job Task Analysis that were obtained for the position of Supervising Legal Clerk I, II. Please note the specific summary of maximum weight and frequency requirements of the definitions as follows: Stanislaus County Job Task Analysis Summary Supervising Legal Clerk I,II Functional Activities Push (Force) Pull (Force) Stand Up Lift Level Lift Weight Carry Overhead Lift/Pull Down Overhead Reach Forward Reach Stooping Squatting (Unloaded) Repetitive Bending Twisting Turning Kneeling Crawl Stair Climb Maximum Requirements 35 pounds 5 pounds 30 pounds 30 pounds 20 pounds 15 pounds Frequent Frequent Not Required Not Required Seldom 1 Essential functions required while performing the critical demands of the job. Page 14

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16 Andersen & Baim Physical Therapy PRE-WORK SCREENING TEST VALIDATION CATEGORY I Job Task Analysis (JTA): Physical and functional demands for this job task analysis were documented by Andersen & Baim Physical Therapy, Inc. The methodology for documentation consists of on-site visits, using various measuring devices such as dynamometers and scales, as well as observation and interviews with employees and managers. A detailed record was made of the physical and functional demands of the job in terms of force pounds, weight, frequency, height, distance, anthropometric measurements, stamina and degrees range of motion. The determination of the frequencies of functional activities are based on standards provided by the National Institute of Occupational Safety and Health (NIOSH) and the work practice guide for manual lifting (US Department of Commerce, National Technical Information Service). Critical Demands of the Job are: CATEGORY II A. B. C. CATEGORY III Compatibility: An actual employee participated in the Pre-Work Screening Test and agreed that the testing and critical demands of the job adequately and appropriately matched the physical requirements of the job. Employee approval statement follows: I,, am currently a full-time employee for performing the job title of. I am in complete agreement that the Pre-Work Screening Test that I participated in adequately portrays and simulates my actual job and was compatible with the maximum physical requirements that are utilized to safely perform my job as documented in the JTA. Employee Participant Signature: Employer Representative Name: Date: Date: CATEGORY IV Test Examiner Standardization: Examiners performing the Pre-Work Screening Test are in compliance with competency standards established by the testing center of Andersen & Baim Physical Therapy, Inc. Criteria for an examiner include: A. On-Site training with an Andersen & Baim physical therapy certified examiner. B. Quarterly on-site competency testing. C. Video/audio documentation of all certified examiners performing the test according to the standardized procedures found in the procedure manual. Page 16