Title
Human Resources Department recommending the Board:
1) Approve and authorize the Chair to sign Resolution 044-2025 adopting a new salary scale for the Investigative Assistant II retroactive to February 22, 2025 through April 18, 2025; and
2) Waive recovery of overpayment totaling approximately $12.80 made to the four employees in the Investigative Assistant II classification, as payment at the time had been made in accordance with the errant salary schedule previously in effect, and it is likely that the staff time incurred to attempt to recover the overpayment would exceed the amount of overpayment.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On February 11, 2025, the Board of Supervisors (Board) approved and adopted the new classification and salary ranges of Investigative Assistant I/II; approved the abolishment of the classification of Investigative Assistant; and due to lateral reclassification, approved the deletion of 5.0 full-time equivalent (FTE) Investigative Assistant positions (4.0 - District Attorney and 1.0 - Public Defender) and the addition of 5.0 FTE Investigative Assistant I/II positions. These actions were effective the pay period beginning February 22, 2025.
It was the intent of Human Resources that the salary scale for new Investigative Assistant II classification be identical to the County’s former classification of Investigative Assistant, and that the 5.0 FTE positions and incumbents be laterally reclassified, with the salary to be set consistent with Personnel Rule 612.1, Lateral Reclassification. However, an administrative oversight has been identified in which the salary scale presented by Human Resources and approved by the Board misrepresented steps 4 and 5 for the newly adopted classification of Investigative Assistant II, due to a miscalculation/rounding error of the set percentage between steps, which created a violation of Personnel Rule 507.3 surrounding lateral reclassifications which states that a class study recommendation may result in the reclassification of a position, though the salary range remains unchanged; and Personnel Rule 612.1 which states the salary of the employee shall not change. Step 4 of the Investigative Assistant II classification was underpaid by $0.01 and Step 5 of the Investigative Assistant II classification was overpaid by $0.01, as compared to Investigative Assistant from which the positions were laterally reclassified.
On April 8, 2025, the Board approved the negotiated Memorandum of Understanding (MOU) between the County of El Dorado and El Dorado County Employees’ Association, Local No. 1, AFSCME Council 57 (Union) which included a provision that the County would increase base salaries for all classifications in the unit by 4.0% effective the first full pay period following Board adoption. The 4.0% increase to the Investigative Assistant II classification was calculated utilizing the intended salary scale, and the classification has been compensated appropriately since April 19, 2025.
Though there are five Investigative Assistant II incumbents, there was only four incumbents during the time period affected by the incorrect salary scale as one of the incumbents was in Acting Status at a different pay rate, totaling an estimated $12.80 in overpayment (approximately $3.20 per incumbent). No employees were underpaid as a result of the salary step 4 miscalculation. Human Resources is requesting the Board waive recovery of overpayment made to the four employees in the Investigative Assistant II classification, as payment at the time had been made in accordance with the errant salary schedule previously in effect. If directed to recover the overpayment, it is likely that the staff time incurred to attempt to recover the overpayment would exceed the amount of overpayment.
ALTERNATIVES
The retroactive adjustment is necessary to comply with the terms of the Personnel Rules. The Board could choose not to approve the waiver of recovery of overpayment of approximately $12.80, and authorize and direct the Payroll Division of the Auditor/Controller's Office to implement the Investigative Assistant II salary changes retroactive to February 22, 2025 through April 18, 2025; and direct the Payroll Division of the Auditor-Controller’s Office to seek repayment from the employee(s) in the affected classifications.
PRIOR BOARD ACTION
02/11/2025 Legistar file 25-0239: Board adopted the new classification and salary ranges of Investigative Assistant I/II; Lateral Reclassifications of 5.0 FTE.
04/08/2025 Legistar file 25-0567: Board adopted the negotiated Union MOU and associated wages.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
District Attorney’s Office
Public Defender's Office
El Dorado County Employees’ Association, Local No. 1, AFSCME Council 57
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
The cost of waiving recovery of overpayment is $12.80.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon Board adoption and approval, please provide a copy of the fully executed Resolution to Heather Andersen in Human Resources.
STRATEGIC PLAN COMPONENT
Workforce Excellence
Priority: Enhance Employee Retention
Action Item: Attract and retain the best employees by providing competitive compensation, training, and advancement opportunities, and creating a positive and thriving culture.
CONTACT
Joseph Carruesco, Director of Human Resources