HomeMy WebLinkAbout27-Human Resources CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: Linn Livingston Subject: TRANSFER OF ORIGINAL
COMMUNITY DEVELOPMENT BLOCK
Dept: Human Resources GRANT ADMINISTRATION.
Date: June 14, 2011
M/CC Meeting Date: June 20, 2011
Synopsis of Previous Council Action:
On June 9, 2011, the Personnel Committee recommended this item to be forwarded to the Mayor and
Common Council for adoption.
Recommended Motion:
1. Establish a Project Manager/Assistant of the City Manager (U) position, Range 4530, $6242 -
$7587/month.
2. Add one position of Administrative Analyst I, Range 3450, $4188 - $5091/month to the Finance
Department.
3. Approve job description as proposed.
4. Authorize the Human Resources Director to update Resolution Nos. 97-244 and 2008-33 to reflect
these actions.
Signature Si ature S gnature
Contact person: Linn Livingston Phone: 384-5161
Supporting data attached: Staff Report Ward: All
FUNDING REQUIREMENTS: Amount: No impact to General Fund
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No. c;27
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CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subiect
Transfer of Community Development Block Grant administration.
Background
The Community Development Block Grant (CDBG) program provides local governments with
resources to address a wide range of unique community development needs. Having begun in
1974, the CDBG program is one of the longest, continuously run programs at the federal
Housing and Urban Development Department. The CDBG program provides annual grants on a
formula-basis to local governments and States. For the City of San Bernardino, the formula
generates approximately$3.5 million annually.
For the past several years, the administration of the CDBG and other federal grant programs had
been delegated to the staff of the Economic Development Agency (Agency); however, effective
July 1, 2011, City staff will be responsible for the administration of the CDBG program. In the
FY 2010-11 budget, $210,000 was allocated to the Agency for personnel and operations related
to the administration of the CDBG program. The proposed budget for FY 2011-12 appropriates
the same amount for the City's administration of the program. The following elements of the
program will need to be implemented to provide oversight, direction, and administration of the
program:
1. Establish a new position of Project Manager/Assistant of the City Manager (U), Range
4530, $6242 - $7587/month. The classification and salary range are consistent with the
position currently assigned these duties in the Economic Development Agency.
Salary(Step 21) $ 91,044
Salary Less 10% $ 81,940
Benefits $ 25,377
Salary Benefits $107,317
2. Upgrade an existing part-time position in the Finance Department to a full-time
Administrative Analyst I in the Finance Department, Range 3450, $4188 - $5091/month.
Salary(Step 21) $ 61,092
Salary Less 10% $ 54,983
Benefits $ 21,646
Total Costs $ 76,629
$50,000 of the total costs will be appropriated from CDBG administration funds and the
remaining $26,629 will come from the existing part-time salary budget already included
in the Finance Department's budget. The Finance Department will be responsible to
perform all accounting, budgeting, and financial work related to the CDBG program.
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3. Allocate the remaining $50,000 to the CDBG administrative account for part-time or
contractual support services.
Financial Impact:
There will be no impact to the General Fund associated with these actions.
Recommendation
1. Establish a Project Manager/Assistant of the City Manager (U) position, Range 4530, $6242
- $7587/month.
2. Add one position of Administrative Analyst I, Range 3450, $4188 - $5091/month to the
Finance Department.
3. Approve job description as proposed.
4. Authorize the Human Resources Director to update Resolution Nos. 97-244 and 2008-33 to
reflect these actions.
Attachment
Job Description: Project Manager/Assistant of the City Manager(U)
PROPOSED
SQ �9
Class Code:
�o°�► DIN�s•� M/CC Date Adopted:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
EEOC Job Category: Professionals
Class Specification
PROJECT MANAGER/ASSISTANT OF THE CITY MANAGER (U)
JOB SUMMARY
Under general direction, plans, organizes, manages and implements City grant-management
activities and Community Development Block Grant program; and performs related duties as
assigned.
DISTINGUISHING CHARACTERISTICS
This single-position class is responsible for the overall administration of the Community
Development Block Grant (CDGB) program and identification and development of City-wide
grant opportunities. The incumbent typically manages and directs the work of an administrative
support staff and is accountable for providing all required budget, accounting, program
monitoring and reporting and other management services required to support the work of the
City Manager. Work requires a sound knowledge of grant programs and activities, CDGB
management experience and competencies, together with excellent analytical and
communications skills.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude it from the
position if the work is similar, related or a logical assignment to this class:
1. Develop, implement and monitor all aspects and activities of the Community
Development Block Grant program and other City grant-management activities; ensure
compliance with all regulations, rules, policies and procedures of such programs and
projects; set-up and maintain all federal programs in on-line computer network as
required; prepare five year consolidated plan.
2. Research and identify potential federal, state, regional and local funding sources for City
projects and programs.
3. Make recommendations as to specific grant funding levels, feasibility and cost
effectiveness of activities, programs and projects.
4. Cultivate co-partnerships in the community with schools„ faith based groups, businesses
and other non-profit organizations relating to obtaining grant funding.
5. Develop measurable goals and objectives, set priorities and valuate effectiveness of
grant funding.
6. Develop processes, procedures and policies to address specific grant objectives and
meet strict deadlines.
7. Review, track, analyze and interpret proposed legislation on matters related to City
programs, operations, policies, financing and other relevant issues; distribute proposed
legislation for feedback; compile feedback and draft position papers and
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correspondence; draft regular legislative status reports to management and City Council;
maintain a legislative database; meet with local legislators' representatives to discuss
priority City issues.
8. Work with citizen groups, legislative bodies and other community-based organizations
for the proper flow of information requested or required in accordance with policies and
procedures; make presentations to such groups as necessary.
9. Develop and maintain specialized databases and systems for records and tracking grant
proposals, awards, and related statistical information.
10. Plan and evaluate the performance of assigned staff; establish performance
requirements and personal development targets; monitor performance and provide
coaching for performance improvement and development; provide or recommend
compensation and other rewards to recognize performance; take disciplinary action, up
to and including termination, to address performance deficiencies, subject to
management concurrence, in accordance with the City's human resources policies and
procedures, Civil Service Rules and labor contract provisions.
11. Monitor programs and operations and prepare periodic reports to management and the
City Manager; draft Council agenda reports; identify areas for potential improvement and
present concepts, information on industry best practices and recommendations to top
management; evaluate business processes; identify areas for improvement and
implement new practices, procedures and work assignments to optimize performance.
GENERAL QUALIFICATIONS
Knowledge of:
1. Federal, state and local laws, regulations, rules, policies and procedures applicable to
Community Development Block Grants and other grant programs.
2. Principles, practices and methods of program, administrative and organizational
analysis.
3. Principles, practices, tools and techniques of program/project planning and
management.
4. Federal, state and local grant funding sources and opportunities.
5. Principles and practices of public administration, including purchasing, contracting and
maintenance of public records.
6. Principles, practices and methods of budget development and management.
7. Principles and practices of sound business communication.
8. Principles and practices of effective management and supervision.
9. Research methods and analysis techniques.
Ability to:
1. Review, monitor and report in accordance with appropriate local, state and federal
guidelines and laws.
2. Analyze difficult and complex administrative, financial, operational and organizational
objectives and issues, evaluate alternatives and reach sound, logical, fact-based
conclusions and recommendations.
3. Collect, evaluate and interpret appropriate and applicable data, either in statistical or
narrative form.
4. Coordinate support services and activities with departmental managers and staff, as well
as other City departments and officials to ensure all City requirements are met.
5. Prepare clear, concise and comprehensive correspondence, reports, studies and other
written materials.
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6. Understand, interpret and respond to internal and external customer needs and
expectations.
7. Present conclusions and recommendations clearly, logically and persuasively to both
internal and external audiences.
8. Ensure the maintenance of all required files, records and documentation.
9. Exercise sound independent judgment within general policy guidelines.
10. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
11. Establish and maintain effective working relationships with those encountered in the
course of work.
MINIMUM QUALIFICATIONS
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation
from an accredited four-year college or university with a major in public or business
administration, finance, economics or a closely-related field; and at least five years of
progressively responsible professional experience in Community Development Block Grant
programs, federal and/or state grant programs, grant administration, at least two of which
were in a supervisory or program/project management capacity; or an equivalent
combination of training and experience.
Accreditation shall be by a national or regional accreditation body that is recognized by the
secretary of the United States Department of Education.
Licenses, Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
PHYSICAL DEMANDS
The physical demands described are representative of those that must be met by an employee
to successfully perform the essential functions of this class. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear,
both in person and by telephone; use hands to finger, handle and feel computers and standard
business equipment; and reach with hands and arms. The employee is frequently required to
stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet.
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