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Home My WebLink About26-Human Resources ,.,=,___.._o._~,,_~.__.._~.._"..~_,~~__-.,__ ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: HUMAN RESOURCES Subject: RECLASSIFICATION AND REORGANIZATION OF THE CITY MANAGER'S OFFICE. From: LINN LNINGSTON, DIRECTOR Date: APRIL 19,2006 MlCC Meetiug Date: May 1, 2006 Synopsis oCPrevious Council Action: On April 24, 2006 the Personnel Committee recommended this item for approval by Mayor and Council. Recommended Motion: 1. Reclassify Senior Administrative Analyst from Range 4488, $5, 062 - $6,153, to Assistant to the City Manager - Range 5443, $6,660 - $8,095; 2. Add one (1) Administrative Analyst I, Range 4440, $3,984 - $4,843 per month. 3. A""'''''"' <he H=m ""'"~, Dep_~( to ~8 ,,'" 97-244. Signature Contact person: Linn Livingston Phone: Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: FY 06-07 $20.800 Net Cost to Generat Fund $30.700 Various Non-General Fund proiects Source: (Acct. No.) 001-10l-5XXX (Acct. Description) SalarvlBenefits Finance: Council Notes: Agenda Item No. d.-fo 5111D~ CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Reclassification and reorganization of the City Manager's Office. BACKGROUND The City Manager's Department consists of six (6) employees: City Manager, Assistant City Manager, one (1) Senior Administrative Analyst, a three-quarter time (.75) Administrative Analyst II, one (1) Executive Secretary, and one (1) Secretary. One (1) part-time Intern has been with the department for six months. As with many other departments, the City Manager's Office has downsized over the past ten years. Responsibility for project development and management has fallen to the Senior Administrative Analyst and the Assistant City Manager. The Administrative Analyst II position is shared with the Development Services Department. The main responsibility for that position currently is the Council agenda development. Council Committees have become very active which in turn creates the need for more research, project development and project oversight. The position of Senior Administrative Analyst currently works directly with Council members and takes the lead role in the coordination and development of new projects. As the Assistant City Manager takes on increasing responsibilities, the Senior Administrative Analyst has taken over several high level projects such as coordination of the development/impact fee studies and the annexation of county islands. Additionally, new programs such as the Mills Act Program have been brought to fruition during the past year. The Senior Administrative Analyst is managing the State Infrastructure loans for the HUB/Harriman place project and the Pavement Rehabilitation Project and will be pursuing additional loans in the next fiscal year. This department assisted in the development of the Santa Ana River Trail Commission and will staff the commission once established. Additionally, the Senior Administrative Analyst is also the City's Employee Rideshare Coordinator which involves implementation of the City's program in compliance with the rules and regulation of the Air Quality Management District The Administrative Analyst I position would assist in the areas of project research, Rideshare Program activities, the Santa Ana River Trail Commission, and the implementation of a City Internship Program. Working with CSUSB, this position would coordinate the employment of Interns in an effort to attract and retain good employees in the field of local government. Additionally, this position would assist both the Information Technology Department with the new website by coordinating the department website development team and the Cable TV Division with the administering of cable franchise agreements. RECOMMENDED REORGANIZATION Based on the information provided above, it is proposed that the City Manager's Office create a Administrative Analyst I position and reclassify the Senior Administrative Analyst position to Assistant to the City Manager to reflect the current level of responsibility for that position. FINANCIAL IMPACT Add one (1 ) Administrative Analyst I - Ran2e 4440 ($3,984 - $4,843) Salary Benefits Total $36,800 13.400 $50,200 Cost reflects three-quarter time work hours with full benefits. Reclassify Senior Administrative Analyst from Ran2e 4488 ($5,062 -$6,153) to Assistant to the City Mana2er - Ran2e 5443 ($6,660-$8,095) Bud2eted: Recommended: Salary Benefits Total $67,900 22.000 $89,900 Salary Benefits Total $81,900 24.300 $106,200 Total Annual Cost for FY 2006-2007: $66,500. Cost to General Fund: $20,800. It is recommended that the balance be charged as appropriate to other funds including C.LP., Rideshare, Cable TV and LT. This amount should be included in the FY 2006-07 budget. The cost for FY 2005-06 is approximately $6,000, which will be absorbed by the department. RECOMMENDATION 1. Reclassify Senior Administrative Analyst from Range 4488, $5,062 -$6,153 to Assistant to the City Manager - Range 5443, $6,660-$8,095; 2. Add one (1) Administrative Analyst I, Range 4440, $3,984 - $4,843 per month; 3. Authorize the Human Resources Department to update Resolution 2005-428 and 97-244. Eo- Z ~ ~ ;J u ~ u ~ ~ ~ o 00 ~ ~ C-' < Z < ~ ~ ~ ~ u .. = ll.l Q Oil ~ = ~ ~ "Cl~ ll.l ~ ..- ...u ~ .. ll.l Oil ~ = ; g~ ~ ~ ~- lJ:lu e.: ..... Q = ...:l;! .~ fIl fIl < ~ .. =;! Q ll.l .~ a. ~ ~ =1J:l ~~ -i: -.: ~ = ~ ~ l"i '-' >, u ., U tlI ~ o CJ C1.l ;> ::l '" "0 '" ::l ~.~ C"' (I) _ ~ ~ 8..:: .~ ~ g ~ (3 g .-..: u C;col:: ~z ~ Oll..: ., ~oo::E - fIl ~ -; = < .. ll.l J.j .~ ~- = e .C ~ QI -a Eo- .s "Cl < ..: IJ:l '" 0: '" E c Oll 'u; '" ., '" '" ::l '" .~ " n '";ju>. 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'i C < Cl.l .:: - ... .. - '" '= 's '0 < E <II ~ Ob '" o g 1l ~ [~ lU ~;.: Vi a c (.,) Vl ..c Q) c ~ ~ E ::s ~ ::2 5'08.,: ..c~'U;"'O~ ."= :l ~ c ... ~ >>_ co ] - o.~ 0 - .~ 0.. u >. 0 "'EU<II- <~~~< ADMINISTRATIVE ANALYST I 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. SUMMARY DESCRIPTION Under administrative direction, performs a variety of analytical functions, including research and report writing on a variety of municipal issues. Collects, analyzes, and presents information concerning City operations, policies and procedures and provides community education and training in a variety of areas; and performs other related duties as required. ORGANIZATIONAL RELATIONSHIPS The Administrative Analyst I is an entry-level position in the Analyst series. Supervision is received from the Department Head, or his/her designee. 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 dllties not listed here: I. Provides courteous and expeditious customer service to the general public and City department staffs. 2. Conducts special studies and prepares reports, including recommendations for corrective action and methods for implementation; develops staff reports and grant proposals as assigned. 3. Conducts surveys and performs administrative research and statistical or financial analysis; gathers and analyzes data; coordinates data collection from outside sources, and makes recommendations on the formation of policy and procedures. 4. Coordinates departmental activities with other City departments imd divisions and other civic organizations and agencies. 5. Makes presentations before City committees and various citizen and community groups related to area of assignment. 6. Incumbents assigned to various City departments assist with analysis, employee salary and benefit issues, departmental budgets and other personnel issues. 7. Routinely adheres to and maintains a positive attitude towards City and Department goals. GENERAL OUALlFICA TIONS Knowledl!e of: Basic understanding of municipal government; Principles of data gathering and presentation techniques; General principles relating to the preparation and presentation of surveys and reports; Standard record keeping methods; Principles of program budget development and administration; Modem office procedures, methods and equipment including computers and related software; Demographic composition of the City; Page - 1 CITY OF SAN BERNARDINO Administrative Analyst I (Continued) Use of tools for the development and delivery of public education programs. Ability to: Prepare and present written and oral reports with appropriate recommendations; Collect, compile, and analyze data relating to major municipal issues; Operate a variety of office equipment including a computer and applicable software applications; Establish effective working relationships with all those contacted in the course of work; Communicate effectively, orally and in writing; Adjust working hours to accommodate evening programs and activities; Utilize audio-visual equipment and develop graphic displays for public education. Minimum Qualifications Bachelor's degree in public administration, business administration, political science, finance or related field and six months experience performing analysis, research and report writing. One year of related experience may be substituted for six months of education (IS semester units) up to six months. 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 successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential 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; travel to various locations; transport materials and supplies weighing up to 10 pounds. Vision: See in the normal visual range with or without correction; vision sufficient to read small print, computer screens and other printed documents. Hearinl!:: Hear in the normal audio range with or without correction. APPROVED: DATE: Director of Human Resources CSB APPROVED DATE: HR/Job Descriptions-Class&Comp App:Admin.Analyst.I.1 0508. Page - 2 ASSISTANT TO THE CITY MANAGER (U) 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 direction, performs a wide range of higher level, professional and administrative assignments including research, investigation and analysis relative to City-wide policies and procedures, departmental operations and special projects; acts for the City Manager in the administration of assigned areas of responsibility; and, performs related work as required. ORGANIZATIONAL RELATIONSHIPS The class of the Assistant to the City Manager is the principal staff assistant in the Office of the City Manager; working under the general direction and supervision of the City Manager, serving as liaison with Department Heads, Boards and Commissions and Common Council. May supervise subordinate administrative and clerical personnel as assigned. REPRESENT A TIVE 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. Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures. 3. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 4. Plan, direct, coordinate and review the work plan for assigned staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems. 5. Serve as staff on a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence. 6. Prepares a variety of reports and analyses; collects and analyzes data on existing programs and services; conducts surveys of practice in other jurisdictions; prepares proposals for new and adjusted services, including financing, staffing and organizational requirements. 7. Reviews budget requests with department heads; prepares reports recommending adjustments in budget proposals; investigates proposals for new programs and services and prepares draft documents; coordinates City's grant solicitation programs; attends meetings on behalf of the City Manager and accomplishes such follow-up implementation as may be required as a result of such meetings. 8. Serves as executive officer for citizen committees/boards and commissions as assigned; provides continuity of management policy and direction in the absence of the City Manager. Page - 1 CITY OF SAN BERNARDINO Assistant To The City Manager (Continued) 9. Routinely adheres to and maintains a positive attitude towards City and department goals. 10. Performs related work as required. GENERAL QUALIFICATIONS Knowled2e of: Advanced principles and practices of public administration, including the areas of administrative management, analysis and research; Principles of budgeting, accounting, personnel administration and supervision; Principles and practices of program development and administration; Principles of supervision, training and performance evaluation; Pertinent Federal, State and local laws, codes and regulations; Modem office procedures, methods and equipment including computers and related software. Abilitv to: Analyze a variety of administrative problems and make sound policy and procedural recommenda- tions regarding their solutions; Participate in the development and administration of division goals, objectives and procedures; Prepare and administer large program budgets; Research, analyze and evaluate new service delivery methods and techniques; Operate a variety of office equipment including a computer and applicable software applications; Assume increasing workload and responsibility; Express ideas effectively, orally and in written form; Interpret and carry out oral and written instructions; Establish and maintain effective relationships with those contacted in the course of work. Minimum Qualifications Bachelor's degree in public administration or a closely related field, and two years administrative experience at the state, county or municipal level. Up to one additional year of the specified experience may be substituted for one year of education. 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 successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Normal office setting with travel to attend meetings. Physical: Incumbents require sufficient mobility to work in an office setting and operate office equipment; to travel to various locations. Vision: See in the normal visual range, with or without correction; vision sufficient to read small print, computer screens and other printed documents. Hearin2: Hear in the normal audio range with or without correction. Page - 2 CITY OF SAN BER.'\lARDINO Assistant To The City Manager (Continued) APPROVED: DATE: Director of Human Resources HR/Job Descriptions-Class&Comp App:Asstto.City.Manager.l 0215 Page - 3