HomeMy WebLinkAbout18- Personnel i
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
BARBARA DILLON Subject: CITY ADMINISTRATOR'S OFFICE--
From: ESTABLISH POSITION OF SENIOR
Dept: PERSONNEL ADMINISTRATIVE ANALYST
Date: APRIL 8, 1996 MAMA
MILIUMML
Synopsis of Previous Council action:
On August 7, 1995, the Mayor and Common Council approved the final budget for FY 1995-96.
On April 8, 1996, the Personnel Committee recommended this item for approval .
Recommended motion:
• Establish one (1) Senior Administrative Analyst position, Range 4421, $3,624-
$4,405/month.
• Delete the position of Assistant to the City Administrator (U), Range 4473, $4,697-
$5,709/month.
• Direct the Personnel Department to update Resolution 95-428 and amend Resolution
6413, Section Fourteen, to reflect this particular action.
Signature
Contact person: Barbara Dillon Phone: 384-5161
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: Net Savings, Year One: $17,807
Source: (Acct. No.) 001-101-5011
Salaries - Permanent/Full-Time
Acct. Description)
Finance:
Council Notes:
4 15 "1(0
75-0262 Agenda Item No. is
CITY OF SAN 13ERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
In October 1995, the incumbent filling the position of Assistant to the City Administrator (U)
separated from employment with the City. Recently, a recruitment was opened for this position.
The most qualified candidates were invited to participate in the oral interview process.
ANALYSIS
In lieu of filling the existing vacancy, the City Administrator's Office proposes establishing a
less costly position of Senior Administrative Analyst. By doing this, a career advancement
potential would be established, i.e., Administrative Analyst to Senior Administrative Analyst.
Also, a salary savings would be created which concurs with the current budget concerns.
Personnel staff surveyed several cities which have a position equivalent to a Senior Admin-
istrative Analyst. Exhibit A shows the results of the survey.
COSTING
The vacant Assistant to the City Administrator (U) position is budgeted at Range 4473, $4,697-
$5,709/month. Annual compensation, including salary and benefits for one year is $77,937.
The new position of Senior Administrative Analyst is Range 4421, $3,624-$4,405/month.
Annual compensation, including salary and benefits, for year one is $60,130.
Current Classification (Vacant) Annual Salary
Assistant to the City Administrator (U) $77,937
(6 mos. at Step 1, 6 mos. at Step 2)
New Classification
Senior Administrative Analyst $60,130
(6 mos. at Step 1, 6 mos. at Step 2)
NEW SAVINGS FOR YEAR ONE: $17,807
2 of 1.2
RECOMMENDATIONS
The proposed job description will be submitted to the Civil Service Board for approval. Based
on the foregoing, recommendations include:
• Establish one (1) Senior Administrative Analyst position, Range 4421, $3,624-$4,405/
month.
• Delete the position of Assistant to the City Administrator (U), Range 4473, $4,697-
$5,709/month.
• Direct the Personnel Department to update Resolution 95-428 and amend Resolution
6413, Section Fourteen, to reflect this particular action.
Attachments:
A - Salary Comparisons, Proposed Senior Administrative Analyst
B - Current Staffing
C - Proposed Staffing
D - Draft Job Description - Senior Administrative Analyst
E - Current Job Description - Assistant to the City Administrator (U)
3 of 12
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
CITY ADMINISTRATOR'S OFFICE
TO: Personnel Committee
FROM: Shauna Clark, City Administrator
DATE: April 8 , 1996
SUBJECT: Staffing in the City Administrator' s Office
COPIES : Mayor Minor
-------------------------------------------------------------------
Since the departure of Peggy Ducey in October, our office has been
operating with one less administrative employee. In order to save
the city money, we decided internally to delay the replacement by
four months with the understanding that we would fill the position
in March. Each March we head into the next year' s budget process
and our peak workload begins.
Unfortunately this voluntary hiring slow down on our part (which
has saved $33 , 493 to date) has now placed the position in jeopardy.
As you know, the mid-year budget report confirmed that revenues are
not meeting expectations and some council members are demanding a
complete hiring freeze.
Currently we have two people, the Assistant City Administrator
(Fred Wilson) and the Administrative Analyst (Lori Sassoon) to
gather and analyze complex information, handle departmental issues,
complete special projects, interface with the community, and most
importantly, provide the staff follow up for actions of the Mayor
and Council . We have hit critical timing and some issues are not
moving as fast as we would like, e.g. : code enforcement
consolidation, strategic planning, etc. .
We are ever mindful of the city's budget situation and the fact
that this department must always set the example for the rest of
the city to follow. In light of that, I am recommending further
savings by offering to downgrade the vacant "Assistant to" position
to a lower paying position, Senior Administrative Analyst, for
further annual savings of $17, 807 and am requesting authority to
immediately fill this new position. A unique opportunity has made
this an acceptable alternative.
When the "Assistant to" position first came vacant, we conducted an
extensive recruitment. 175 applications were received. Thirty of
the most qualified applicants then completed a supplemental
application that was reviewed by a committee of department heads.
Based on that questionnaire, approximately 15 applicants were
selected for a series of three interviews. These interviews also
involved two panels of department heads, as well staff from a
nearby city. After this exhaustive process, Lori Sassoon, the
4 of 12
current Administrative Analyst, ended up as one of the top two
candidates.
I would have liked to appoint Lori to the "Assistant to" , and she
fully deserves to get that position. However she realizes the
city's budget situation. Fortunately for the City, Lori is willing
to forgo the "Assistant to" position and accept a lower-paying
position of Senior Analyst, even though she will perform
essentially the same duties as the former Assistant to the City
Administrator.
As a Civil Service position, a recruitment must be held but it will
be an in-house, promotional recruitment. Once the position is
approved by the council , Civil Service rules will allow us to
appoint Lori on a provisional basis. Although I don't feel quite
right about taking advantage of Lori 's offer, I view this as a
great opportunity for the City to get the services of a quality
employee while realizing an ongoing salary *savings.
Please approve this downgrade, but please don't view Lori ' s soon to
be vacated position of Administrative Analyst as another position
to eliminate in order to balance the budget. We will work with you
to create further savings for this city with regard to the vacated
position and we intend to report back next meeting.
5 of 12
Attachment A
SENIOR ADMINISTRATIVE ANALYST
City Title Minimum Qualifications Salary Range
Sr. Administrative Bachelor's degree and 2 $3,585-
Glendale Analyst years' experience. Class $4,439
"C" license.
Management Bachelor's degree and 2 $3,726-
Pasadena Analyst IV years' experience. Class $4,658
"C" license.
Department Analyst, Bachelor's degree and 3 $3,881-
Huntington Sr. years' experience. Class $4,808
Beach "C" license.
Sr. Administrative Bachelor's degree and 3-5 $3,454-
Riverside Analyst years e)oerience. $4,628
$3,661-
AVERAGE* $4,633
1 -J
*Closest salary range is Range 4421, $3,624-$4,405/month.
DOCUMENT.•SR.ADMIN.ANALYST.SURVEY dm 316195
6 of 12
L
U >, L � ° N
wo Ica >
U ..
L ... cu
O Ica o � � L
c� C c 'E Nm
(n cn E Q
N
cu Q Q 0 >%<
O - L Q
Q
-�—+ C: o
(� m ca
L
� �
4-1 U) O C) .S
E
.E Q � L
' o
=3 a)
N C U L L
Q Q W (n (n
4.4
� •E
C)
Q
7 of 12
W W
_U
ca �
.= o >
U
cn
6-0 � Q Q E Q
L N
cu QQ o <
�= Q
O
'c a)
i--+ CU o cn
N
U O U :__
E
.� (D Q o
L
cu cu
O cu N a) a)
�\ n W CO Cn
Q
8 of 12
7" 7 �s7 0 L, *P."i"
r s Attachment D
SENIOR ADMINISTRATIVE ANALYST
JOB DESCRIPTION
Under direction, performs a wide variety of advanced level
professional and technical administrative analysis regarding
municipal policies, organization, procedures and services.
Gathers, analyzes and presents data and recommendations regarding
assigned projects; and performs other related duties as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Conducts special studies, including surveys of practices in other
jurisdictions, and prepares reports including recommendations for
corrective action and methods for implementation.
Conducts feasibility and cost benefit analysis and studies;
provides recommendations based upon survey data; prepares proposals
for new and adjusted services, including financial impact, staffing
and organizational requirements.
Gathers and analyzes data and makes recommendations on the
formation of policy and procedures; represents the City in
community and professional meetings; makes presentations before
City committees, commissions and Council.
Coordinates departmental activities with other City departments and
divisions and other agencies.
Routinely adheres to and maintains a positive attitude towards City
and Department goals.
Incumbents assigned to the City Administrator's Office and Finance
perform advanced level analysis and financial costing for labor
negotiations and employee salary and benefits issues.
MINIMUM QUALIFICATIONS
Bachelor's degree, preferably in public administration, political
science, finance or related field and one and one-half years (1
1/2) years experience performing analysis, research and report
writing. Two additional years of related experience may be
substituted for one year of education.
Possession of a valid Class "C" California Driver's License is
required.
9 of 12
GENERAL QUALIFICATIONS
Knowledge of:
Principles of data gathering and presentation techniques;
Procedures relating to the preparation and submission of
proposals, grants, and contracts;
Standard recordkeeping methods;
Marketing strategies;
Principles of program budget development and administration;
Data gathering and presentation techniques;
Computer terminal and word processing operations.
Ability to:
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Prepare and present written and oral reports with
recommendations;
Collect, compile, and analyze data relating to major
municipal issues;
Work with a high degree of independence of action;
Organize work load to ensure responsibilities are
carried out in a timely manner;
Maintain strict confidentiality of privileged information;
Communicate effectively, orally and in writing;
Establish and maintain effective working relationships
with all those contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The class of Senior Administrative Analyst is the advanced journey
level professional in the Administrative Analyst series.
Supervision is received from the Department Head or his/her
designee. Supervision may be exercised over other office staff as
assigned.
Approved•. Date:
Director of Personnel
CSB Approved Date:
JD: SENIOR ADMIN. ANALYST 3/28/96 ds
10 of 12
Attachment E
APPROVED BY CHIEF E
ON:
CITY OF SAN BERNARDINO
September, 1987
ASSISTANT TO THE CITY ADMINISTRATOR (U)
JOB DESCRIPTION
Under general direction, to perform a wide range of administrative
assignments including research, investigation and analysis relative
to City-wide policies and procedures, departmental operations and
special projects; act for the City Administrator in the
administration of assigned areas of responsibility; and to perform
related work as required.
REPRESENTATIVE DUTIES
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 finance, staffing, and organizational
requirements; reviews budget requests with department heads;
prepares reports recommending adjustments in budget proposals;
investigates proposals for new programs, services and prepares
drafts documents; attends meetings on behalf of the City
Administrator and accomplishes such follow-up implementation as may
be required as a result of such meetings; 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 Administrator; and performs related work as
required.
MINIMUM QUALIFICATIONS
Bachelors degree in. public administration or a closely related
field, and 2 years' administrative experience at the State, County
or Municipal level. Up to 1 additional year of the specified
experience may be substituted for 1 year of education.
Possession of a valid California Motor Vehicle Operator's License
is required.
GENERAL QUALIFICATIONS
Knowledge of:
Principles and practices of public management, administrative
analysis and research;
Principles of budgeting, accounting, personnel administration
and supervision.
11 of 12
Ability to:
Analyze a variety of administrative problems and make sound
policy and procedural recommendations regarding their
solutions;
Assume increasing work load and responsibility;
Express ideas effectively, orally and in written form;
Interpret and carry out oral and written instruction;
Establish and maintain effective working relationships with
employees, officials, other agencies, and the general
public.
ORGANIZATIONAL RELATIONSHIPS
The class of the Assistant to the City Administrator is the
principal staff assistant in the Office of the City Administrator;
working under the general direction and supervision of the City
Administrator, serving as liaison with Department Heads, Boards and
Commissions and Common Council; may supervise subordinate
administrative and clerical personnel as assigned.
I
I
12 of 12