HomeMy WebLinkAboutCC AG PKT 2008-07-14 #O• AGENDA STAFF REPORT
DATE: July 14, 2008
TO: Honorable Mayor and City Council
THRU: David N. Carmany, City Manager
FROM: Patrick Importuna, Interim Assistant City Manager
Andrew J. Tse, Personnel Manager
SUBJECT: APPROVE AMENDMENTS TO THE CLASSIFICATION
PLAN
SUMMARY OF REQUEST:
The purpose of this report is to request City Council adoption of a resolution
approving amendments to the Classification Plan by adding the classification of
Assistant to the City Manager, eliminating the classification of Assistant City
• Manager, and amending the position specification of the classification of
Management Analyst.
BACKGROUND:
With the recent vacancy of the Assistant City Manager position, the Appointing
Authority (City Manager) took the opportunity to evaluate the position
specifications and distribution of labor of the positions in the City Manager's
Office.
It was determined that the City would be better served by amending the
departmental structure of the City Manager's Office. Typically in municipal
government structures, the position of Assistant City Manager has span of
control over city departments and directors; however, the position in the Seal
Beach structure does not necessitate this type of organization. The most
effective use of human resources would be to eliminate the classification of
Assistant City Manager. The classification of Assistant to the City Manager
would be better suited to meeting the needs of a small organization with limited
human resources to perform hands-on tasks of the day-to-day operations of the
organization and to provide administrative/analytical support to the City Manager.
It is recommended that the classification of Assistant to the City Manager be
• app"roved and added to the Classification Plan. The classification would absorb
the duties of the Assistant City Manager position, such as risk management,
Agenda Item
contracts, cable/trash franchise, public relations, AB 939 compliance, recycling
programs, and other duties as assigned by the City Manager. The added
classification may be responsible for andlor oversee the City's human resources
functions.
The position of Management Analyst is currently an unfunded/unfilled position. It
is recommended that the position specification of the position be expanded from
the currently approved specification, which is human resources management
focused, to be inclusive of all program areas of the City. This creates versatility
of the classification to be able to be utilized in every City department as needed.
The duties of the Management Analyst classification in the City Manager's Office
would include, but not limited to providing administrative support to the Assistant
to the City Manager and/or the City Manager with day-to-day operations in
program areas such as contracts, cable/trash franchise, public relations, risk
management, AB 939 compliance, recycling programs, assist with the human
resources office, and other duties as assigned by the Assistant to the City
Manager and the City Manager.
FINANCIAL IMPACT:
The proposed amendments are cost neutral or may be at a cost savings of up to
$26,000 per fiscal year.
RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
1. Resolution No. - "A resolution of the City Council of the City of
Seal Beach, California approving amendments to the Classification Plan by
adding the classification of Assistant to the City Manager, eliminating the
classification of Assistant City Manager, and amending the position specification
of the classification of Management Analyst"
SUBMITTED BY:
Patrick Impo "~ a,
Interim Assistant City Manager
City Manager's Office
Attachments:
NOTED AND APPROVED:
~~
David N. Carman ,City Manager
A. Resolution No.
B. Position Specification -Assistant to the City Manager
C. Position Specification -Management Analyst
•
RESOLUTION NUMBER 5752
• A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL
BEACH, CALIFORNIA APPROVING AMENDMENTS TO THE
CLASSIFICATION PLAN BY ADDING THE CLASSIFICATION OF
ASSISTANT TO THE CITY MANAGER, ELIMINATING THE
CLASSIFICATION OF ASSISTANT CITY MANAGER, AND
AMENDING THE POSITION SPECIFICATION OF THE
CLASSIFICATION OF MANAGEMENT ANALYST
WHEREAS, the Personnel Officer evaluated the distribution of labor of the City
Manager's Office; and
WHEREAS, amending the classification specification for certain positions
improves the distribution of labor and function of the department; and
WHEREAS, the proposed amendments are cost neutral or may be at a cost
savings of up to $26,000 per fiscal year.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH
DOES HEREBY RESOLVE:
Section 1. The classification of Assistant City Manager is hereby eliminated
from the Classification Plan.
Section 2. The classification of Assistant to the City Manager is hereby added
to the Classification Plan.
• Section 3. The classification of Management Analyst is hereby amended and
reinstated as an approved position.
Section 4. The salary ranges for the positions are established as follows and
shall receive the contractual CPI adjustments with positions in the
same unit.
-. -..
Assistant to the City Manager 800-01 9,395.22 9,884.98 10,358.23 10,878.14 11,419.95
Management Analyst 550-02 5,089.89 5,323.39 5,589.58 5,889.03 8,162.49
PASSED, APPROVED AND ADOPTED by the City Council of Seal Beach, at a
meeting hereof held on the 14th day of Julv , 2008 by the following vote:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
Mayor
ATTEST:
r~
City Clerk
Resolution Number 5752
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk of the City of Seal Beach, California, do hereby certify
that the foregoing resolution is the original copy of Resolution Number 5752 on
file in the office of the City Clerk, passed, approved, and adopted by the City
Council of the City of Seal Beach, at a regular meeting held on the 14th day
of _ Julv , 2008.
City Clerk
C]
•
•
• CITY OF SEAL BEACH
ASSISTANT TO THE CITY MANAGER
Class Specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Performs responsible administrative/analytical work by assisting the City Manager in planning,
coordinating and directing the activities of the City. Assists the City Manager in coordinating
the development, analyses and implementation of City Council policies. Assists the City
Manager with development and implementation of goals and objectives in assigned areas of
responsibility. Responsible for a wide variety of duties, may be responsible for and/or oversee
the City's human resources function including classification, recruitment and selection, workers
compensation, and employee relations. May oversee the preparation, processing and
maintenance of confidential employee records and data; may interface with payroll services,
coordinates assigned activities with other departments and performs a variety of responsible,
professional-level reseazch, administrative and analytical support duties.
SUPERVISION RECEIVED AND EXERCISED
• Receives general direction from the City Manager.
Exercises direct supervision over support positions in the City Manager's Office.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -Essential and other important
responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
• Provide administrative support to the City Manager of routine administrative details.
• Responsible for program azeas including but not limited to risk management, contracts,
cable/trash franchises, AB 939 compliance, recycling programs, may be responsible for
and/or oversee human resources management, other duties as directed by the City Manager.
• As directed by the City Manager, respond to Council, citizen and media inquiries and
resolve difficult and sensitive complaints.
• Develop recommendations on assigned program area, operating policies and procedures,
program services and other administrative issues; observe program operations; analyze
findings and implications; make recommendations to the City Manager.
• Participate and assist with the development of the municipal budget and fiscal policy
according to City Charter and Council directives; coordinate special projects as designated
by the City Manager; provide direction in employee relations and labor negotiations;
directly supervise City Manager's Office and other divisions as directed by the City
Manager.
• • Assist with the negotiation of franchise agreements, contracts and solutions on a variety of
administrative, fiscal and special projects; direct City's risk management program; provide
staff assistance to the City Manager for the meet and confer process; monitor legislation and
CITY OF SEAL BEACH
ASSISTANT TO THE CITY MANAGER
Federal, State and County programs on matters pertaining to the activities of Ci •
government.
• Maybe responsible for and/or oversee the administration of the City's human resource
functions including workers' compensation, recruitment, classification, compensation and
the like.
• May be responsible for providing direction in the prepazation of personnel action forms for
salary and other benefit changes; May interface with City's payroll services; May oversee
the maintenance of employee data base, entering new employees, processing status changes
and deleting ternunated employees.
• Interpret City policies, procedures.
• Exercise tact and diplomacy in dealing with sensitive and complex personnel issues.
• May be responsible for and/or oversee the maintenance of confidential personnel files and
records including documentation of transfers, salary and other related information.
• Independently develop and implement analytical studies and develop, compile and interpret
statistical data.
• Provide direction in the conducting of salary surveys, compile other statistical data related to
compensation; updating City's salary data for the California Public Agencies Benchmazk
organization and respond to related requests for information from other agencies.
• May act as liaison to the labor bazgaining teams and participates in labor negotiations.
• Updating job descriptions; maintain position classification manual and policy and
procedures manual. •
Marginal Functions:
• Assist with the prepazation of the annual budget; compile and input budget data; submit
budget recommendations for office supplies and equipment.
• Perform related duties and responsibilities as required.
• As directed by the City Manager, participate and attend meetings and functions with City,
community, other agencies and professional groups.
• Stay abreast of new trends and innovations in the field of public administration.
QUALIFICATIONS:
Knowledge of:
Thorough knowledge of public administration with particulaz reference to municipal
administration.
Functions of municipal government and the personnel, methods, materials and techniques
employed in the operation of such government.
Public and contract administration, fiscal and budget policy, computers and associated
technologies.
Principles and practices of human resources management including recruitment, classification
and labor negotiations. •
Principles and procedures of employee benefit administration.
CITY OF SEAL BEACH
ASSISTANT TO THE CITY MANAGER
• Methods and rocedures of statistical anal sis and com ensation uantitative methods.
P Y P q
Techniques of job analysis.
Modern office procedures, methods and equipment including a computer.
Business letter writing and report preparation.
Principles and procedures of filing and record keeping.
English usage, spelling, grammaz and punctuation.
Pertinent Federal, State and local laws, codes and ordinances.
Ability to:
Establish and maintain effective working relationships with subordinates and other officials
Express ideas cleazly and concisely both orally and in writing.
Provide human resources management services including recruitment, classification, and
compensation as required.
Identify and respond to employee inquiries, complaints, concerns and needs.
Maintain accurate and confidential employee files.
Communicate cleazly and concisely, both orally and in writing; gather, display and analyze
statistical data.
Interpret and apply City policies, procedures, laws and regulations relating to assigned activities.
Understand the organization and operation of the City and of outside agencies as necessary to
• assume assigned responsibilities.
Perform responsible and complex work involving the use of independent judgment and personal
initiative.
Interpret and apply Federal, State and local laws, codes and regulations pertaining to personnel
administration.
Establish and maintain effective working relationships with those contacted in the course of
work.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
EXPERIENCE AND TRAINIlVG GUIDELINES
Any combination of experience and training that would likely provide the required knowledge
and abilities is qual~ing. Atypical way to obtain the knowledge and abilities would be:
Eauerience: Extensive work experience in public administration, including five yeazs of
responsible technical and administrative experience in municipal government and
human resource management.
Training: Equivalent to a Bachelor's degree from an accredited college or university with
major course work in government, public administration or business
administration or aclosely-related field, or any combination of experience and
education. Master's Degree is highly desirable.
•
• CITY OF SEAL BEACH
MANAGEMENT ANALYST
Class spec cations are intended to present a descriptive list of the range of duties performed by
employees in the class. Spec jications are not intended to re, Elect all duties performed within the job.
DEFINITION
Under direction, perform a variety of responsible administrative and analytical duties in the
planning, organizing and coordinating of City program azeas and activities; to provide
responsible administrative staff assistance to the department director or senior management staff.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the department director and/or senior manager.
May exercise functional and technical supervision over lower level clerical staff.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -Essential and other important
responsibilities and duties may include, but are not limited to, the following:
• Essential Functions:
• Perform a variety of administrative/analytical support duties in the City's various program
azeas and departments.
• Conduct reseazch and data analysis for special project; assist in the development and
implementation of policies and procedures related to the administration of the assigned
program or department.
• Conduct surveys, compile other statistical data related to assigned program azea and
department; respond to related requests for information from other agencies.
• Independently develop and implement analytical studies and develop, compile and
interpret statistical data.
• Assist with interpreting and implementing City policies and procedures.
• Exercise tact and diplomacy in dealing with sensitive and complex service issues.
• Maintain files and records including confidential records.
• Prepare agendas and attend meetings.
• Position assigned to the City Manager's Office will assist with the administration of the
Human Resources Office; updating job descriptions; maintain position classification
manual and policy and procedures manual.
• Provide staff assistance, compile survey results and other statistical data for meet and
confer process.
• Conduct classification surveys; compile survey data and results; recommend
• modifications to policies and procedures as appropriate.
• Maintain confidential personnel files and records including documentation of transfers,
salary and other related information.
CITY OF SEAL BEACH
MANAGEMENT ANALYST
• Assist with program areas assigned to the City Manager's Office including, but not •
limited to contract /franchise agreement administration, AB 939 compliance, risk
management, and recycling programs.
• Assist the labor bazgaining team by providing staff support in conducting surveys, cost
analysis, and other reseazch and analytical task as required.
• Provide confidential administrative support to the senior managers; type and proofread a
wide variety of complex and confidential reports, letters, memoranda and statistical
charts; independently prepare correspondence.
• Other duties as assigned.
Marginal Functions:
May assist with the prepazation of the annual budget; compile and input budget data; submit
budget recommendations for office supplies and equipment.
Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledee of:
Principles and practices of public administration •
Principles and practices of human resources management including recruitment, classification
and labor negotiations.
Principles and procedures of employee benefit administration.
Methods and procedures of statistical analysis and compensation quantitative methods.
Techniques of job analysis.
Modem office procedures, methods and equipment including a computer.
Business letter writing and report prepazation.
Principles and procedures of filing and record keeping.
English usage, spelling, grammaz and punctuation.
Pertinent Federal, State and local laws, codes and ordinances.
Ability to:
Provide responsible administrative/analytical staff support to senior management in assigned
program azea and department.
Provide support in the administration of the City's human resources management services
including recruitment, classification, and compensation.
Provide support in the administration of the City's risk management program.
Identify and respond to employee inquiries, complaints, concerns and needs.
Maintain accurate and confidential employee files.
Communicate cleazly and concisely, both orally and in writing; gather, display and analyze •
statistical data.
CITY OF SEAL BEACH
MANAGEMENT ANALYST
• Interpret and apply City policies, procedures, laws and regulations relating to assigned activities.
Understand the organization and operation of the City and of outside agencies as necessary to
assume assigned responsibilities.
Perform responsible and complex work involving the use of independent judgment and personal
initiative.
Assist with the interpretation and application of Federal, State and local laws, codes and
regulations pertaining to program and personnel administration.
Establish and maintain effective working relationships with those contacted in the course of
work.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and
abilities is qual~ing. A typical way to obtain the knowledge and abilities would be:
Experience:
Equivalent to three yeazs of responsible technical and administrative experience in municipal
government. Experience in human resources management is highly desirable.
Training:
Bachelor's degree from an accredited college or university with major course work in business
• administration, public administration, psychology or a related field.
WORI~TG CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens; contact with City employees.
Phvsical Conditions:
Essential and mazginal functions require maintaining physical condition necessary for walking,
standing or sitting for prolonged periods of time; operating office equipment including a
computer.
•