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HomeMy WebLinkAbout07.I- Human Resources DOC ID: 2069 A CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Personnel From: Rhonda Haynes M/CC Meeting Date: 10/15/2012 Prepared by: Linda Wynn, (909) 384-5161 Dept: Human Resources Ward(s): All Subject: Update of Job Description for the Parks, Recreation and Community Services Department. Financial Imnact: There is no financial impact to update the job description. Motion: Approve the job description as proposed. Synopsis of Previous Council Action: None. Background: On September 5, 2012, the Mayor and Common Council approved elements of the City Manager's Pre-Pendency Plan, which implemented significant expenditure reductions and organizational efficiencies. Similar to many departments, Parks, Recreation and Community Services has experienced an exodus of senior personnel since June of this year, resulting in the loss of over 110 years of accumulated professional experience. Prior to that, several employees were serving in "Acting" capacities to mitigate the loss of the Deputy Director and Administrative Services Manager positions. In an effort to aggressively safeguard community services programs and integrate the CDBG program into departmental operations in lieu of General Fund resources, Page 66 of the Pre- Pendency Plan called for the following: "It is further proposed that the Project Manager(CDBG)position be reassigned(from the City Manager's Office)to the Parks,Recreation& Community Services Department to position the Department to pursue other funding opportunities and partnerships and to reduce the reliance on the City's General Fund." To facilitate the approved transfer, the existing job description for Project Manager/Assistant to the City Manager (U) needs to be slightly modified to make it more applicable to the Parks, Recreation and Community Services' mission. Moreover,through an organizational realignment, the Project Manager will assume oversight of existing grant-funded programs and functions in the Community and Human Services area, which will further integrate the CDBG function into every facet of departmental operations. There will not be a negative impact to the City's General Fund. General Fund savings have already been accounted for with the elimination and downgrading of existing departmental Cpositions. Updated: 10/11/2012 by Linda Wynn A Packet Eg. 2069 OThe Human Resources is in agreement with the proposed change and recommends approval in accordance with the Mayor and Common Council's Pre-Pendency Plan recommendations. Supporting Documents: Project Manager Community Services (DOC) Updated: 10/11/2012 by Linda Wynn A Packet Pg. 56 7.I.i" ?OEpWARDE� P S� © Class Code: 10114 M/CC Date Adopted: 'x 2011- �DED IN City of San Bernardino Signature: Director, Human Resources Bargaining Unit: Management/Confidential EEOC Job Category: Professionals m rn Class Specification PROJECT MANAGER/ASSISTANT OF THE CITY MANAGER COMMUNITY SERVICES (ug U JOB SUMMARY a Under general direction, plans, organizes, manages and implements Qty=g:aRt FRaRage °t ° a the City's Community c Development Block Grant (CDBG) and Emergency Shelter Grant (ESG) programs; coordinates 4 grants and grant funded projects in the Community Services Department; and performs related a duties as assigned. 0 DISTINGUISHING CHARACTERISTICS c Rity men v m N T O O i { \ N d V This single-position class reports directly to the Director and is responsible for the overall N administration and coordination of community services grants, projects and programs, including >, the Community Development Block Grant (CDBG) and Emergency Shelter Grant (ESG). The incumbent typically manages and directs the work of technical-professional and administrative E support staff and is accountable for providing all required budget, accounting, program c monitoring and reporting and other management services required to support the activities of the Community Services Department. Work requires a sound knowledge of grant programs and activities, CDBG and ESG management experience and competencies, together with excellent analytical and communications skills. v m ESSENTIAL DUTIES AND RESPONSIBILITIES . The duties listed below are intended only as illustrations of the various types of work that may a be performed. The omission of specific statements of duties does not exclude it from the v position if the work is similar, related or a logical assignment to this class: E U m 1. a C Project Manage/A66 StaRt Of the City MaAage Community Services(U) Page 1 `` Packet Pg. 57 Develop, implement and monitor all aspects and activities of the Community Development Block Grant (CDBG) and Emergency Shelter Grant (ESG) programs and other departmental 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; in collaboration with the Housing Division of the City, responsible for preparation of the five year consolidated plan 2. Research and identify potential federal, state, regional and local funding sources for Gity pFejeGts and . for the Community Services Department. d 3. Make recommendations as to specific grant funding levels, feasibility and cost c effectiveness of activities, programs and projects. m 4. Cultivate co-partnerships in the community with schools, faith based groups, businesses and other non-profit organizations relating to obtaining grant funding. m 5. Develop measurable goals and objectives, set priorities and valuate effectiveness of 0 a. grant funding. E 6. Develop processes, procedures and policies to address specific grant objectives and C Y meet strict deadlines. AL 7. Review, track, analyze and interpret proposed legislation on matters related to City w programs, operations, policies, financing and other relevant issues; distribute proposed legislation for feedback; compile feedback and draft position papers and 'o correspondence; draft regular legislative status reports to management and City Council; maintain a legislative database; meet with local legislators' representatives to discuss y priority City issues. "> 8. Work with department staff, 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 c necessary. N 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 rn requirements and personal development targets; monitor performance and provide T coaching for performance improvement and development; provide or recommend compensation and other rewards to recognize performance; take disciplinary action, up E to and including termination, to address performance deficiencies, subject to E 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 m �City- Manage , Director of Community Services draft Council agenda reports; identify M areas for potential improvement and present concepts, information on industry best practices and recommendations to top management; evaluate business processes; d identify areas for improvement and implement new practices, procedures and work assignments to optimize performance. a c d GENERAL QUALIFICATIONS E Knowledge of.' M 1. Federal, state and local laws, regulations, rules, policies and procedures applicable to a Community Development Block Grants and other grant programs. 2. Principles, practices and methods of program, administrative and organizational analysis. Project Manage (AAR stant of the Gity Manager Community Services(U) Page 2 rtr Packet Pg.58, © 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. rn 9. Research methods and analysis techniques. Ability to: 1. Review, monitor and report in accordance with appropriate local, state and federal w guidelines and laws. a 2. Analyze difficult and complex administrative, financial, operational and organizational objectives and issues, evaluate alternatives and reach sound, logical, fact-based 2 conclusions and recommendations. ? L 3. Collect, evaluate and interpret appropriate and applicable data, either in statistical or H narrative form. v 0 4. Coordinate support services and activities with departmental managers and staff, as well c as other City departments and officials to ensure all City requirements are met. 5. Prepare clear, concise and comprehensive correspondence, reports, studies and other w written materials. > 6. Understand, interpret and respond to internal and external customer needs and (D expectations. 7. Present conclusions and recommendations clearly, logically and persuasively to both c internal and external audiences. `: 8. Ensure the maintenance of all required files, records and documentation. d 9. Exercise sound independent judgment within general policy guidelines. ° 10. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations. rn 11. Establish and maintain effective working relationships with those encountered in the T course of work. E MINIMUM QUALIFICATIONS o Education, Training and Experience: U 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 A administration, finance, economics or a closely-related field; and at least five years of progressively responsible professional experience in Community Development Block Grant Y programs, federal and/or state grant programs, grant administration, at least two of which w were in a supervisory or program/project management capacity; or an equivalent 0 combination of training and experience. a c d Accreditation shall be by a national or regional accreditation body that is recognized by the E L Secretary of the United States Department of Education. Y Y Q Licenses; Certificates; Special Requirements: A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy. Project Manager/ Aristantef the Gty Manage Community Services(U) Page 3 Packet Pg.59 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. c Specific vision abilities required by this job include close vision and the ability to adjust focus. g w WORK ENVIRONMENT ao` The work environment characteristics described are representative of those an employee c encounters while performing the essential functions of this class. Reasonable accommodations 0 may be made to enable individuals with disabilities to perform the essential functions. a v a The employee works under typical office conditions, and the noise level is usually quiet. o 0 0 v m N fY T O N N d U it d N T C 7 E E 0 U d rn m c m U m 'o L a c W E r U 0 Project Manager/ GGi6taRt Gf the Gity Manage Community Services(U) Page 4 ";PacketPg.60 J