HomeMy WebLinkAbout05.E- Human Resources 5.E
DOC ID: 2673
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Personnel
From: Allen Parker M/CC Meeting Date: 09/03/2013
Prepared by: Linda Wynn, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Establish the Position of Director of Administrative Services (U) and Approve Job Description
(#2673)
Current Business Registration Certificate: Not Applicable
Financial Impact:
There is no financial impact to establish the position and approve the job description.
The 2013-14 adopted budget includes contract money via the contract with Urban Futures Inc.
(UFO for the Director of Finance position of$200,000 as authorized by the Mayor and Common
Council in April 2013. UFI has agreed to reduce the contact for the unused balance for this
position($166,600) and return to the City the unused portion of the contract dollars allotted to
the Director of Finance position.
Motion: Establish one (1) Director of Administrative Services (U) position, Range 4680,
$13,189 - $16,031/month;
Approve the job description for Director of Administrative Services (U);
Reclassify the Director of Finance (U) position, Range 4650, $11,356 - $13,804,
to Director of Administrative Services (U), Range 4680, $13,189 - $16,031/
month;
Delete the Director of Finance(U)position;
Authorize the Human Resources Division Manager to update Resolution Nos. 97-
244 and 2011-218 to reflect these actions; and
Authorize the Director of Administrative Services to amend the FY 2013/14
budget to reflect these actions.
Synopsis of Previous Council Action:
On August 22, 2013, the Personnel Committee recommended that the proposed item be
forwarded to the Mayor and Common Council for adoption.
Background:
A review of the City's organizational structure and the adopted Pre-Pendency and Pendency
Plans necessitates a restructure and reorganization of various City departments. The Pre-
Pendency Plan included the elimination of both the Information Technology and Human
Resources Director positions, which has been implemented; however, the consolidation of the
Finance, Information Technology, and Human Resources Departments into an Administrative
Updated: 8/29/2013 by Linda Sutherland I Packet Pg. 38
2673
Services Department was not implemented due to the resignation of the Director of Finance in
February and the subsequent contract with UFI for four management positions for the Finance
Department.
At this time, it is recommended that implementation of the Administrative Services Department
be completed as approved in the Pre-Pendency Plan, which would require the establishment of
the proposed position.
Supporting Documents:
Director of Administrative Services Salary Survey (PDF)
Director of Administrative Services (U)NEW (PDF)
Updated: 8/29/2013 by Linda Sutherland Packet Pg.39
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO ESTABLISHING THE POSITION OF DIRECTOR OF
3 ADMINSTRATIVE SERVICES (U)AND APPROVING JOB DESCRIPTION(#2673 .
4 )
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
5 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. The position of one(1)Director of Administrative Services (U), Range
8 4680, $13,189-$16,031/month, is hereby established and the job description for said position
9 is approved.
-� SECTION 2. The Director of Finance (U) position, Range 4650, $11,356-$13
11 ,804, is
(
hereby reclassified to Director of Administrative Services U
12 ), Range 4680, $13,189-
13 $16,031/month.
14 SECTION 3. The Director of Finance(U)position is hereby deleted.
15 SECTION 4. The Human Resources Division Manager is hereby authorized to
16 update Resolution Nos. 97-244 and 2011-218 to reflect these actions.
17.
- SECTION 5. The Director of Administrative Services is hereby authorized to amend
18
19 the FY 2013/14 budget to reflect these actions.
20
21
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23
24 t
25
26 Entered Into pec. elf�,T C"/CDC Mtq�
27 by. C��.
28 /ll ��} �!�-�1�y(..� MCC 9/3/13
Secretary Addition to
�+ 6uil 8emardino
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3
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO ESTABLISHING THE POSITION OF DIRECTOR OF
2 ADMINSTRATIVE SERVICES (U) AND APPROVING JOB DESCRIPTION(#2673).
3
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a meeting
6 thereof,held on the day of , 2013, by the following vote, to wit:
7
8
Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 JENKINS
11 VALDIVIA
12
SHORETT
13
14 KELLEY
15 JOHNSON
16 MCCAMMACK
17
18
19 Georgeann Hanna, City Clerk
20 The foregoing resolution is hereby approved this day of 2013.
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to form:
JAMES F. PENMAN,
25 City Attorney
26 By.
27
28
S.E.a
DIRECTOR OF ADMINISTRATIVE SERVICES SALARY SURVEY
ANNUALSALARY c
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AGENCIES TITLE LOW HIGH 0
0
City of Ontario Administrative Services/Finance Director $125,664.00 $168,384.( o
City of Moreno Valley Administrative Services Director $127,219.00 $202,620.( .2
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City of Irvine Director of Administrative Services $124,633.00 $185,203.( N
City of Carlsbad Director of Administrative Services
$150,200.00 $189,300.( °
0
City of Fullerton Director of Administrative Services $122,599.00 $183,899.(
0
City of Glendale Director of Administrative Services $147,876.00 $183,204.( a
0.
$133,031.83 $185,435.(
0
Current Salary Ranges (Positions Eliminated in Pendency Plan) 0
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CURRENT
AGENCY TITLE RANGE LOW HIGH s
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City of San Bernardino Director of Finance U 4650 $136,272.00 $165,648.(
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y of San Bernardino Director of Human Resources U) 4630 $123,336.00 $149,916.( w
wity of San Bernardino Director of Information Technology 4640 $129,648.00 $157,584.(
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Recommended Salary Range
PROPOSED �
AGENCY TITLE RANGE LOW HIGH M
U)
City of San Bernardino i Director of Administrative Services U 4680 $158,268.00 $192,372.( wo
This position will oversee Human Resources, Finance, /T, successor agency, HUD, and handle bankruptc
matters; therefore, the salary must be competitive to hire the most qualified candidate.
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Class Code:
M/CC Date Adopted: W.
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City of San Bernardino Signature:
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Human Resources Division Manager
Bargaining Unit: Management/Confidential °
EEOC Job Category: Officials and Administrators o
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Class Specification
DIRECTOR OF ADMINISTRATIVE SERVICES (U) o
JOB SUMMARY �°
Under general administrative direction of the City Manager, the Director of Administrative d
Services is responsible to plan, direct, manage and oversee a broad range of administrative P
services within the Administrative Services Department, which includes finance, purchasing, 0
print shop, information technology, human resources and risk management, and may assume .�
some or all of the functions in concert with the City Manager; coordinate assigned activities with
other City departments and outside agencies; and provide highly responsible and complex o
administrative support to the City Manager. The Director of Administrative Services may perform
other duties as assigned. o
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DISTINGUISHING CHARACTERISTICS m
This classification reports directly to the City Manager and is responsible for the development s
and administration of programs designed to address primary areas of City service. The N
incumbent is expected to have a broad knowledge of organizational needs, divisional 2
operations, and information systems requirements, purchasing procedures and legal w
requirements, and human resources laws, regulations and practices. The incumbent is expected
to exercise independent judgment, initiative and common sense in establishing efficient and
effective departmental operations consistent with City Council policies and administrative
guidelines established by the City Manager.
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The incumbent provides direct supervision to the managers of the Finance, Human Resources D
and Information Technology Divisions and administrative support staff in addition to serving as
the City's Chief Financial Officer. U
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The incumbent develops and administers the City's operating and capital budgets and in
coordinates assigned activities with other City departments and outside agencies. The
incumbent provides expert, professional assistance to the City Manager, City Council and other
departments on finance, purchasing, employee relations and related matters. The incumbent n
must also function as a member of the City's management team and participate actively in
addressing issues of concern to the City which, at times, may not have a direct impact on a
his/her area of specialization.
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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.
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1. Direct the fiscal management of the City, including budget preparation and monitoring,
revenue forecasting, collection and disbursement of funds, accounting, financial
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reporting and auditing, and coordinating with the elected Treasurer on the investment of
City funds. Coordinate with other operating departments to prepare and monitor the five-
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year Capital Improvement Plan.
2. Establish, implement, and evaluate the goals and objectives of the Administrative
Services Department. L
3. Budget development and preparation for the City; estimate anticipated revenues; assist °
in reviewing proposed departmental budget allocations; conduct fiscal analysis and c
submit data and reports for use in evaluating operating departments' proposals; c.
prepares and administers the budget for the Administrative Services Department. v
4. Prepare and supervise the preparation of reports to the State Controller, County Auditor o
Controller and other Federal, State or County agencies. 0
5. Develop and review the effectiveness of operational policies and procedures in concert
with division managers and other users of departmental services.
6. Plan, direct and coordinate activities within the Finance, Human Resources, and °
Information Technology Divisions; recommend policies and implement procedures to C
conduct activities; ensure that activities are conducted in accordance with related laws, .°
ordinances, rules and regulations; develop comprehensive plan to satisfy future needs
for departmental services. o
7. Monitor and evaluate the efficiency and effectiveness of service delivery methods and
procedures; assess and monitor work load, administrative and support systems, and a
internal reporting relationships; identify opportunities for improvement and direct the 3
implementation of improvements.
8. Administer contracts for department services; review City-wide contractual agreements
and ensure that City contractual services are provided in accordance with contract
provisions. wo
9. Advise and otherwise provide assistance to the City Council, City Manager, other City w
staff and the public regarding financial matters.
10.Assume responsibility for the City's annual financial audit and provide professional
support for the elected Treasurer and City Manager.
11. Create and maintain a high level of confidence in the handling of human resources and w
information technology issues, policies and procedures. z
12. Represent the City, or delegate such authority, in relations with the community, advisory
committees, other local, state and federal agencies and professional organizations.
13. Prepare City Council agenda items on financial and other related matters and attend
meetings as required.
14. Establish, maintain and foster positive and harmonious working relationships with City in
staff and all those contacted in the course of work. >
15. Perform related duties as assigned. o
GENERAL QUALIFICATIONS
Knowledge of. -0
1. Organizational and management practices as applied to the analysis and evaluation of a
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programs, policies and operational needs. °
2. Modern and complex principles and practices of finance administration, human
resources management, and information technology practices. L
3. Principles and practices of municipal budget preparation and administration. o
4. Human resources management, including labor and employee relations. c
5. Pertinent Federal, State and local laws, codes and regulations relating to the financial E
administration, human resources management and information systems of public
agencies.
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6. Operational principles and practices of General Fund and governmental accounting,
including budgetary practices, accounting principles, practices, methods, and laws o
affecting municipal financial operations. o
7. Principles, practices, laws and regulations governing the investment and management of
public funds. ;v
8. Public purchasing and contracting principles and practices, including competitive bidding °
procedures. o
9. Consensus building among large groups of diverse interests. a
10. Principles and practices of management and supervision.
11. Payroll procedures and payroll taxes. o
12. Computerized municipal fund accounting systems. 0
13. Business letter writing and financial report preparation.
14. Proper English, spelling, grammar, punctuation use. >
15. Modern office practices, procedures, methods, and equipment. °
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Ability to: a
1. Provide administrative and professional leadership and direction for the Finance, Human
Resources, and Information Technology Divisions. _
2. Plan, organize, direct and coordinate the work of personnel in the Finance, Human
Resources and Information Technology Divisions. o
3. Interpret and explain City policies and procedures. a
4. Select, supervise, train and evaluate staff.
5. Research, analyze and evaluate service methods and techniques. Z
6. Delegate authority and responsibility. y
7. Identify and respond to community and City Council issues, concerns and needs. R
8. Develop and administer departmental goals, objectives and procedures. w
9. Prepare and administer large and complex budgets.
10. Develop and implement financial procedures and controls.
11. Analyze department requirements and policies and make recommendations for
necessary revisions.
12. Prepare clear and concise administrative reports. W
13. Analyze problems, identify alternative solutions and project consequences of proposed z�
actions, and implement recommendations in support of goals. N
14. Review and apply Federal, State and local policies, laws and regulations in coordination
with and under the advice of various legal counsels.
15. Communicate clearly and concisely, both orally and in writing. cn
16.Attend night and/or weekend meetings, events or activities outside normal business °'
hours.
17. Travel to various sites and operate a motor vehicle safely. N
MINIMUM QUALIFICATIONS v
Education, Training and Experience: a
Any combination equivalent to experience and training that provides the knowledge, skills, o
and abilities necessary for acceptable job performance. o
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A Bachelor's degree from an accredited college or university with major course work in o
accounting, finance, public or business administration, or a related field; eight years of broad
and increasingly responsible experience which involved municipal finance and accounting, E
information technology and employee relations or closely-related experience including at
least five years of supervisory responsibility; or any combination of education, experience, w
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and training that would likely provide the required knowledge and abilities. A Master's
Degree in Public Administration is preferred. o
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Accreditation shall be by a national or regional accreditation body that is recognized by the
Secretary of the United States Department of Education.
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Licenses; Certificates; Special Requirements: o
Possession of a valid California Driver's License and a safe driving record at appointment is c.
required.
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PHYSICAL DEMANDS °
The physical demands described here 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 0
functions. a
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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 c
business equipment; and reach with hands and arms. The employee is frequently required to
stand and walk. o
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Positions in this classification occasionally lift and carry reports and records that typically weigh z
less than 25 pounds. s
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Specific vision abilities required by this job include close vision and the ability to adjust focus.
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WORK ENVIRONMENT w
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The work environment characteristics described here 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. w
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The employee works under typical office conditions, and the noise level is usually quiet.
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