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Home My WebLink About26-Human Resources ~!i'llK]TII~"~T""""""r" r T- CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: MARCH 1, 2005 Subject: ESTABLISH THE POSITION OF ADMINISTRATIVE OPERATIONS SUPERVISOR IN THE REFUSE DIVISION OF THE PUBLIC SERVICES DEPARTMENT MlCC MEETING DATE: MARCH 22, 2005 From: LINNEA LIVINGSTON Dept: HUMAN RESOURCES Synopsis of Previous Council Action: 0 RIG I NA l On June 21,1999, the Mayor and Common Council approved the reclassification of the Senior Secretary position in the Refuse Division of the Public Services Department. On March 14, 2005 the Personnel Committee approved this action. Recommended Motion: 1. Establish the position of Administrative Operations Supervisor, Range 2441, $4,004 - $4,867/month, in the Refuse Division of the Public Services Department. 2. Leave the position of Environmental Project Assistant vacant, Range 1372, $2838- $3,450/per month. 3. Authorize the Human Resources Department to update Resolution 97-244 to reflect this action. ~. ~.. M..- Sf) ign::::a Contact Person: Linn Livinl!ston Phone: 384-5161 Supporting Data Attached: Yes Ward: (Acct Description) $2.100 for FY 2004-05 527-411-xXxx Salarv/Benefits Refuse Funds FUNDING REQUIREMENTS: Amount: Source: (Acct No) Finance: Council Notes: J/1.J/()~ Agenda Item No. ". , ""1i'''il1""'n'p,,, "C"=,",,-~"'rrn ""~'"'"'~"='~T7 II '.n"^_ CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT The Public Services Department is' requesting the creation of an Administrative Operations Supervisor for the Customer Services Section of the Refuse Division. BACKGROUND The Refuse Department's customer service operations is staffed with one (1) Senior Customer Service representative, one (1) Account Clerk II, four (4) Customer Service Representatives, and nine (10) part-time Customer Service Representatives. The Customer Service Section is responsible for servicing approximately 40,000 residential accounts, 2,600 commercial accounts, and the collection of over $19 million in revenues. Employees answer on the average 400 phone calls per day ranging from questions on existing accounts, establishing new accounts, and billing inquiries. In addition, employees are required to respond to customers at the public counter. The Senior Customer Service Representative currently administers supervision to this section. With the recent upgrade to the billing system, the Senior Customer Service Representative has had to focus more time on training and auditing the billing information. The shift in dedicating time for training/auditing has resulted in limited daily supervision. Over the past few months the Interim Director has evaluated each division of the Public Services Department and has identified that the creation of Administrative Operations Supervisor position is essential to the Customer Service operation. The position will assist by: . Improving the collection process, which will in turn increase revenues. . Resolve the backlog of calls reducing the number of customer complaints. . Identifying the needs and outstanding issues and recommending solutions. . Addressing the limited supervision of staff by giving direction and uniform decision making. . Accountability for the operation by monitoring daily activities. In addition to the above this position will coordinate the necessary training and evaluation of personnel; purchase requisitions, and assist with the monitoring of the division's budget. It is recommended that the position of Administrative Operations Supervisor be established in the Refuse Division of the Public Services Department. This classification is an existing classification with the City. _0 ":'iil-"""on-o n,oc""f'"c~-'''T''''''T''' *-~,~~m'__"_' ,."., - , " ,""'~.<' .~ FINANCIAL IMPACT Add the position of Administrative Operations Supervisor, Range 2441, $4,004-$4,867 per month: Salary Step 1 for 12 months $4004 x 12 months = $48,048 Benefits 10.217 Total $58,265 Recently, an Environmental Projects Assistant position was vacated. After careful consideration and review of the customer service needs, it has been determined that this position should be deleted in order to offset the cost to establish the needed position of Administrative Operations Supervisor. Leave the position of Environmental Projects Assistant vacant, Range 1372, $2,838-$3,450/per month: Budgeted 2004-05 Salary Benefits Total $41,334 8.536 $49,870 The additional annual salary/benefit cost is $8,400. The additional amount needed for FY 2004- 05 will be $ 2,100, which will be funded by personnel savings in the Refuse funds. RECOMMENDATION 1. Establish the position of Administrative Operations Supervisor, Range 2441, $4,004- $4,867/month, in the Refuse Division of the Public Services Department. 2. Leave the position of Environmental Project Assistant vacant, Range 1372, $2,838- $3,450/per month. 3. Authorize the Human Resources Department to update Resolution 97-244 to reflect this action. HRJ Agenda Items:sr.ps.adminop.200S i]i1i~,^"F"""'f:;""'J'~I"';;'"""T'~'" r~~~~"~~-"IV'-' '" " ..., ,~ ... , - ADMINISTRATIVE OPERATIONS SUPERVISOR Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are ~ intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under general supervision, performs a variety of administrative and professional staff work; supervises the work of administrative, clerical and accounting employees engaged in preparing, processing, maintaining and retrieving data, records and reports; coordinates activities, programs and procedures within the representative department; collects and analyzes information on projects, services and operational functions; and, perfoI1l)S related work as required. ORGANIZATIONAL RELATIONSHIPS The class' of Administrative Operations Supervisor is a working-supervisory level office management class. Supervision is received from a department or division manager. Supervision is exercised over the clerical staff of the assigned department or division. REPRESENTATIVE DUTIES The following duties are typical for positions in this classification. Any single position may not perform all of these duties and/or may perform similar related duties not listed here: 1. Provides courteous and expeditious customer service to the general public and City department staffs. 2. Supervises clerical and accounting employees in the performance of clerical procedures; prepares work schedules and establishes production standards; analyzes and resolves problems arising from work in progress. 3. Organizes and carries out a variety of administrative support functions; performs and supervises administrative and operational analyses and studies; serves as project manager, scheduling, monitoring, controlling and reporting on assigned projects. 4. Adjusts work assignments, procedures and priorities to expedite work flow; coordinates activities with other departments; investigates and takes appropriate action on complaints regarding operations and personnel supervised; participates in the training and evaluation of personnel to ensure efficient office operations. 5. Compiles and prepares statistical reports; participates in cost accounting and budgetary functions; records, posts and files documents and other material~; supervises daily revenue processing and reporting; types change orders; writes and coordinates purchase requisitions; duplicates and collates correspondence. 6. Organizes and supervises the receiving, safekeeping and accounting of monies for revenues, fees, collections and other City income; verifies cash for deposit, prepares deposit documents and makes deposits into City banking accounts; monitors bank balances; serves as liaison between City and bank; reconciles City master account to total City cash; monitors cash flow and implements investment policy. 7. Attends meetings on behalf of department heads; develops and monitors department and project budgets; prepares financial analyses and reports; prepares reports and correspondence on a wide range of subjects requiring research and study; develops policies, work rules, systems, manuals and procedures related to special assignments and general administration. Page - 1 _~ Fr~ CITY OF SAN BERNARDINO Administrative Operations Supervisor (Continued) Perform accounting work of average difficulty; Set up and maintain records and complex filing and record keeping systems independently; Read, understand and apply difficult materials; Understand, interpret and explain a wide variety of laws, ordinances, rules and regulations to others; Analyzes situations and develop effective courses of action; Devise and adapt work procedures to meet changing organizational or specialized needs; Proofread and detect errors in typing, spelling and punctuation; Plan and schedule work assignments, set priorities, train, evaluate, select and recommend discipline of a moderate to large group of general and specialized clerical employees; Plan, organize and complete special assignments, developing procedures, collecting information, developing formats and pr~ng fmished reports; Use good judgment in recognizing scope of authority; Understand and carry out oral and written instructions; Establish and maintain effective relationships with those contacted in the course of work. Minimum Oualifications Graduation from high school or GED equivalent and three years of recent advanced-level clerical office experience to include two years of clerical supervision. Typing speed of 45 WPM is required. License or Certificate: Possession of a valid Class "C" California Driver's License is required. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successjUlly perform the essential fUnctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentilll job fUnctions. Environment: Normal office setting with some travel to attend meetings. Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office equipment; transport materials and supplies weighing up to 40 pounds. Vision: See in the normal visual range with or without correction. 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