HomeMy WebLinkAbout05.R- Human Resources RESOLUTION (ID #3310) DOC ID: 3310 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
x Personnel
From: Helen Tran M/CC Meeting Date: 07/21/2014
Prepared by: Helen Tran, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Establishing the
Position of Administrative Claims Specialist and the Position of Senior Human Resources/Risk
Analyst and Approving the Job Descriptions. (#3310)
Current Business Registration Certificate: Not Applicable
Financial Impact:
No financial impact to establish the position as funding were allocated in the adopted budget for
FY 2014-2015.
Motion: Adopt the Resolution.
SYNOPSIS OF PREVIOUS COUNCIL ACTION:
On July 10,2014,the Personnel Committee approved the proposed item and recommended that
the item be forwarded to the Mayor and Common Council for adoption.
BACKGROUND
In an ongoing effort to improve operational efficiencies by maximizing current staffing,
improving services delivery, and providing additional cost saving, the Human Resources
Department has deployed measurable cost savings business strategies. Specifically, over a nine
month progression,the Human Resources Department has taken aggressive reorganization
measures to include outsourcing all City claims administration for the Self-insured Workers'
Compensation Program and the City's General Liability Claims Administration. Transforming
these internal processes into outsourced services is a paradigm shift,producing long lasting
process efficiencies and much needed cost containment practices with results well below
budgeted objectives. At present,the Human Resources Department is process driven for change
and refinement.
ANALYSIS
The outsourcing efforts for both Workers Compensation and General Liability Third Party
Claims Administration have effected an overall reduction in the Human Recourses table of
organization. Previous Human Resources Department organizational and budget analysis
identified cost saving from the reduction of 14 budgeted positions at over$1.3 mil to 9 budgeted
positions estimated at$800k.
Recently,the General Liability Claims Administration agreement was executed by the Mayor
and Common Council and the implementation of the outsourced process was completed by the
Human Resources Department. Initiated by the General Liability Claim Administration
Updated:7/15/2014 by Georgeann"Gigi"Hanna B Packet Pg. 367
3310
outsourcing,the final operational cost containment action is pending the necessary
reorganization adjustments to the Human Resources Department. These adjustments and
recommendations contained herein are indispensable for actualization of all cost-saving
opportunities.
Central to this recommendation is the establishment of one Administrative Claims Specialist
position. Following the implementation of the General Liability Claims Administrator,the City's
internal duties and responsibilities have significantly changed. The in-house City responsibilities
are primarily administrative and claim file organization. As such, the duties surrounding this
position are proposed as an Administrative Claims Specialist and will include: a variety of
administrative tasks in the City's self-insurance and insurance programs; assists with the
processing to the Third Party Claims Administrators; acts as a central point of contact for the
third party claims administrators, assists with the administrative needs for claims settlement. The
proposed essential duties and responsibilities are identified in Exhibit "A".
Next, it is recommended to establish one Senior Human Resources/Risk Analyst as described in
Exhibit"B". Based on the current reorganization structure, it is critical to establish this position.
This position will ensure city-wide compliance with legal mandates and city-wide human
resources service delivery. Responsibilities for the Senior Human Resources\Risk Analyst will
include: overseeing the benefit administration activities, conducting classification and
compensation studies, development of personnel policies and practices, conducting in-house
training, developing and maintaining employee relations and other Human Resources related
tasks and projects.
Updates/Changes per Personnel Committee:
* Add costing info at Step 1
Administrative Claims Specialist
$3,264 x 12 $39,168.00 (Step 1)
Benefits $23,058.11
Total $62,226.11
Senior Human Resources/Risk Analyst
$5,938 x 12 $ 71,256.00 (Step 1)
Benefits $ 31,470.56
Total $102,470.56
* Committee requested to hold these positions vacant at this time.
City Attorney Review:
Updated: 7/15/2014 by Georgeann"Gigi"Hanna B Packet Pg. 368
3310
Supporting Documents:
Nor r reso 3310 (PDF)
Exhibit A- JD.Administrative Claims Specialist (PDF)
Exhibit B -JD.Senior HR-Risk Analyst (PDF)
ORG CHART FY 14-15 (PDF)
i
Updated:7/15/2014 by Georgeann"Gigi"Hanna B
I RESOLUTION NO. 2014-276
2 OLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
RES
BERNARDINO ESTABLISHING THE POSITION OF ADMINISTRATIVE CLAIMS
3 CIALIS T AND THE POSITION OF SENIOR HUMAN RESOURCES/RISK
SPE
ANALYST AND APPROVING THE JOB DESCRIPTONS.
4
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
5
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
6
SECTION
1: The p osition of Administrative Claims Specialist, Range 3400,
8 $3,264 - $3,967 per month, is hereby established and the job description for said
9
position, attached hereto as Exhibit "A", is approved; and
10
SECTION 2: The position of Senior Human Resources/Risk Analyst, Rang
11
3520, $5,938 - $7,218 per month, is hereby established and the job description for said
12
position, attached hereto as Exhibit "B", is approved, and
13
SECTION 3: The Director of Human Resources is authorized to update
14
15 Resolution Nos. 97-244 and 2011-218 to reflect these actions; and
16 SECTION 4: The Director of Finance is authorized to amend the FY 2014/1
17 budget to reflect these actions.
18
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20
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Replacement Page 7/24/14 1
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5.R.a
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING THE POS ITION OF ADMINISTRATIVE CLAIMS �•
2 SPECIALIST AND THE POSITION OF SENIOR HUMAN RESOURCES/RISK
ANALYST AND APPROVING THE JOB DESCRIPTONS. Q
3
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4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the 95
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5 Mayor and Common Council of the City of San Bernardino at a U)
6 meeting thereof, held on the day of 2014, by the y
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7 following vote, to wit:
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9 COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT
10 MARQUEZ
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11 BARRIOS =
12 VALDIVIA a
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14 JOHNSON °
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17 Georgeann Hanna, City Clerk
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The foregoing Resolution is hereby approved this of L
19 2014,
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R. Carey Davis, Mayor M
22 City of San Bernardino 0
Approved as to form: M
23 Gary D. Saenz, City Attorney o
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FPacket Pg.371
PROPOSED
Exhibit "A"
Class code: �
M/CC Date Adopted: -
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City of San Bernardino Signature:
Director of Human Resources
Bargaining Unit: Management/Confidential N
Class Specification E
ADMINISTRATIVE CLAIMS SPECIALIST a
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JOB SUMMARY
Under general supervision, assists with the coordination and processes of claims with
contracted third party claims administrators for automobile, general liability, contract and o
workers' compensation claims made against the City of San Bernardino and assists in the $
preparation of claim reports and general claims information. d
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DISTINGUISHING CHARACTERISTICS a
The class of Administrative Claims Specialist is an administrative position within the Human o
Resources Department. Supervision is received from the Director of Human Resources or y
his/her designee. o0
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ESSENTIAL DUTIES AND RESPONSIBILITIES
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The dut i es li ste d below are intended only as illustrations of the various types of work that may w
be performed. The omission of specific statements of duties does not exclude it from the o
position if the work is similar, related or a logical assignment to this class. M
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1. Provides courteous and expeditious customer service to the general public and City N
department staffs.
2. Keeps the Director of Human Resources a pp rised and informed on all City claim activity. a
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3. Performs a variety of administrative tasks in the City's self-insurance and insurance
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programs to include the maintenance o f records. �
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4. Assists with the processing of City claims to the contracted Third Party Claims a
Administrators for General Liability and Worker's Compensation.
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5. Facilities the distribution of City claims to the workers compensation/general/property liability y
contracted claims administrators. -
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6. Reviews received claims to determine general claim knowledge before passing the claim to a
the appropriate third party claims administrator. o
7. Acts as a central point of contact for the contract third party claims administrators, City a
departments, and general public to ensure claim inquiries are directed to the appropriate
administrator or department. x
8. Assists with the administrative needs for claims settlement. "'
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9. Assists with inquiries from claimants, witnesses, attorneys and others to ensure complaints E
and/or concerns are appropriately passed to the contracted Third Party Claims
Administrator. w
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Administrative Claims Specialist-PROPOSED Page 1
Packet Pg.372
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PROPOSED
Exhibit A
10. Conducts a variety of record keeping activities; monitors and maintains files and records.
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11. May accompany the contracted Third Party Claims Administrator on field claim site visits of
automobile, general liability, contract, and workers' compensation claims involving cases
against the City of San Bernardino. Z
12. May accompany the contracted Third Party Claims Administrator on field claim site visits for N
subrogation claims involving damage to City of San Bernardino property and health
subrogation claims. $
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13. May collect witness statements and pass them to the appropriate third party claims E
administrator. 2
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14. Assists with electronic data entry, files reports and distributes appropriate documents when
necessary.
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15. Routinely adheres to and maintains a positive attitude towards City and Departments goals. o
16. Performs related work as required.
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GENERAL QUALIFICATIONS a
Knowledge of.- c
1. Basic insurance understanding;
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2. Basic understanding of California Workers' Compensation; a
3. Principles of claims administration;
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4. English usage, spelling, grammar, and punctuation; w
5. Business letter and report writing; M
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6. Operation of computers and standard business software, including word processing and
spreadsheet applications.
7. Standard office practices and procedures, including filing and the maintenance of a
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records. N
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8. Customer service practices and telephone etiquette.
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Ability to:
1. Read, interpret, and apply processes and procedures; N
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2. Follow oral and written direction and procedures; E
3. Communicate clearly and effectively, both orally and in writing; o
4. Maintain confidentiality concerning liability claims and settlements;
5. Operate a variety of office equipment including a computer and applicable software X
applications; w
6. Understand and carry out oral and written instruction and direction;
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7. Establish and maintain effective relationships with those contacted in the course of work.
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Administrative Claims Specialist-PROPOSED Page 2
Packet Pg. 373
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PROPOSED
Exhibit "A"
8. Make decisions in accordance with City policies and procedures applicable to E
purchasing, accounts payable, and payroll processing.
9. Organize, set priorities and exercise sound independent judgment within established
policies and procedures.
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10. Interpret data and utilize it to make decisions to eliminate or mitigate risk exposures.
11. Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues q
and situations. c
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12. Establish and maintain effective and courteous working relationships with City staff,
vendors and others encountered in the course of work, in person and by telephone.
MINIMUM QUALIFICATIONS o
Education, Training and Experience:
A typical way of obtaining the knowledges, skills and abilities outlined above is graduation o
from high school or G.E.D. equivalent; at least three years of progressively responsible
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experience in performing workers' compensation and general liability claims and dealing
with a third party administrator; or an equivalent combination of training and experience. o
College-level coursework in workers' compensation and/or general liability from an
accredited college or university is highly desirable. a
Licenses; Certificates; Special Requirements: '
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy may be required for certain assignments. w
Possession of Workers' Compensation Claims Administration (WCCA) or Workers'
Compensation Claims Professional (WCCP) and or a California Self-Insurance Administrator
certificate is desirable.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an Cn
employee to successfully perform the essential functions of this class. Reasonable E
accommodations may be made to enable individuals with disabilities to perform the essential
functions. v
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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 repetitively to finger, handle and feel computers N
and standard business equipment; and reach with hands and arms. The employee is frequently
required to stand and walk. -�
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Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations w
may be made to enable individuals with disabilities to perform the essential functions.
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The employee works under typical office conditions, and the noise level is usually quiet.
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Administrative Claims Specialist-PROPOSED Page 3
Packet Pg. 374
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PROPOSED
Exhibit "B"
s Class Code:
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City of San Bernardino Signature: a
Director of Human Resources N
Bargaining Unit: Management/Confidential E
Class Specification
SENIOR HUMAN RESOURCES/RISK ANALYST Y
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JOB SUMMARY
Under general supervision, performs a variety of complex, professional, lead level Human
Resources Services in recruitment and selection, classification and compensation, labor a
relations, workers' compensation, risk and loss prevention, benefits administration and training;
and coordinates and supervises the processing and preparation of special projects and specific o
programs; and performs related work as required. .2-
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DISTINGUISHING CHARACTERISTICS o
Senior Human Resources/Risk Analyst is an advanced level class in the professional human o
resource management series. Initially, incumbents perform higher level professional
assignments in a variety of human resource program areas while developing City policies and o
procedures and specific techniques and legal requirements related to the City's human Q
resource, loss prevention analysis, and Civil Service programs. All duties are performed with Q
independence under general supervision from the Director of Human Resources. Incumbents o
are required to perform their responsibilities with minimal direction, initiative and creativity,
exercising experienced professional judgment and problem-solving skills. a
Senior Human Resources/Risk Analyst is distinguished from the Director of Human Resources N
in that an incumbent in the latter class is responsible for managing programs, resources and
staff in the Human Resources Department. w
ESSENTIAL DUTIES AND RESPONSIBILITIES
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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 N
position if the work is similar, related or a logical assignment to this class.
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1. Participates in the development of the Department's work plan; recommend goals and
objectives; assist in the development and implementation of policies, procedures and
programs.
2. Assists in the administration of the labor relations activities, including negotiations, _
discipline and grievance processes. 2
3. Coordinates recruitment for full or part-time vacancies for the city. in
4. Participates in the administration of the Risk Liability and Workers' Compensation o
programs.
5. Monitors and oversees the work of two contracted third party claims administrators Co
performing general liability and workers' compensation claims administration.
6. Develops and coordinates City-wide training programs and assist departments in E
establishing loss prevention programs and procedures; coordinates the conduct of work W
site inspection and the review of operating procedures for compliance with regulations;
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Senior Human Resources/Risk Analyst-PROPOSED Page 1
Packet Pg.375
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PROPOSED
Exhibit `B"
coordinates drug testing program and assists with the identification of unsafe conditions
and assists City staff in taking corrective action; performs
7. Interprets personnel policies and procedures; respond to request for information and U
assistance from employees, management, outside agencies and the public. a
S. Prepares staff reports, including agenda items, resolutions and ordinances and other n
required correspondence; perform necessary research,data collection and analysis. E
9. Conducts studies, analysis and research on a broad range of personnel assignments, M
compose distribute, receive and analyze salary and benefit surveys; complete various
salary surveys from outside agencies.
10. Coordinates assigned activities with those of other departments and outside agencies N
and organization; respond to requests for information and advise City departments,
outside agencies, and the general public on City personnel rules and regulations. E
11. Evaluates job skill and recruitment needs for specific classes; plans and implements a
recruitment strategies and programs, including outreach initiatives and new techniques;
ensures that all phases of recruitment comply with applicable federal, state and local ,
laws, regulations and guidelines; responds to applicant questions and concerns;
answers inquiries regarding employment opportunities with the City.
12. Conducts position classification studies; audits and prepares new or modified job
analysis documents and class specifications; recommends the classification of new or a
modified positions; conducts surveys and studies regarding compensation and other
human resource management issues; performs analyses and makes recommendations o
on salary or benefit program changes; recommends salary range placements and a
adjustments; reviews and implements salary structure and merit adjustments in Q
compliance with City policies and procedures; attends and gives input at various
` meetings on classification matters; compiles recruitment and retention data and
recommends strategies for improvement; responds to classification, compensation and a-
benefits surveys from other organizations.
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13. Coordinates the administering of the City equal employment opportunity and Americans M
with Disabilities Act (ADA) policies and programs; investigates employee complaints;
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prepares a variety of reports related to equal employment opportunity and ADA, advises LU
departments on job-related hiring interview and other employment practices; generates C•
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and compiles statistical reports. M
14. Performs special research and conducts studies as assigned; drafts a variety of reports,
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memoranda and other materials.
When assigned to the Civil Service Department: `
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1. Assists in administering the activities of the department; meets with department heads or Y
their representatives to develop and implement job related applicant testing strategies; ii
reviews and revises/develops test methods and instruments based on up-to-date job rk
analyses; oversees and assists with screening, testing and selection processes, L
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evaluates results and ensures compliance City policies and procedures, the Civil Service _
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Rules and with state and federal selection guidelines and requirements, oversees the
selection and briefing process of interview panel members. o
2. Attends board meetings and maintains information on actions taken by the Civil Service
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Board; maintains records of agendas and minutes of board meetings; maintains and
updates log books, including records of disciplinary actions. E
3. Assists the Chief Examiner in implementing directions from the Board on testing, w
recruitment and other matters; serves as office manager and provides work direction, ;
guidance and training to other department staff.
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Senior Human Resources/Risk Analyst-PROPOSED Page 2
Packet Pg.376
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PROPOSED
Exhibit "B"
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GENERAL QUALIFICATIONS
Knowledge of., N
1. Principles, practices and techniques of public human resources management, including N
recruitment, testing and selection, classification and job analysis, compensation and E
benefits analysis and administration. 2
2. Basic labor relations principles and practices, including contract administration. d
3. Basic insurance understanding, California Workers' Compensation, and principles of Y
claims administration. N
4. Applicable federal, state and local laws, regulations and City decisions. _
5. Research methods and data analysis techniques. E
6. Uses and operations of a computer and standard business software applications a
including word processing and spreadsheet applications.
7. Principles and practices of sound business communication; correct English usage, 2
including spelling, punctuation and grammar.
8. Customer service principles, practices and etiquette. n
9. City human resources policies, Civil Service Rules and department practices and o
procedures. o
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Ability to: o
1. Analyze problems, evaluate alternatives and make sound, appropriate a
recommendations. a
2. Exercise sound independent judgment and initiative within established guidelines. o
3. Understand, interpret and explain the application of policies, procedures and
requirements pertaining to assigned areas of responsibility. a
4. Represent the department effectively in meetings with other departments artments and union
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representatives. 2
5. Understand and follow written and oral instructions. 2
6. Communicate effectively orally and in writing. W
7. Prepare clear, concise and accurate analytical reports, correspondence and other o
written materials.
8. Exercise tact and diplomacy in dealing with sensitive, complex and confidential
personnel issues and employee situations. N
9. Maintain confidential information.
10. Establish and maintain effective working relationships with managers, employees, union a
representatives, applicants, representatives of other agencies, vendors and others N
encountered in the course of work.
11. Provide lead work direction and guidance to Human Resources staff in technical and
analytical activities and projects in support of the City's functional human resource o
service areas. r-
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MINIMUM QUALIFICATIONS o
Any combination of education and experience that provides the required knowledge, skills, and
abilities to perform the essential job duties of the position is qualifying. 0o
Education, Training and Experience: w
A typical way of obtaining the knowledge, skills, and abilities outlined above is graduation
from an accredited four-year college or university with major coursework in public or
business administration, human resources, which include recruitment and selection, labor E
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Senior Human Resources/Risk Analyst-PROPOSED Page 3
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PROPOSED
Exhibit "B"
relations, training, benefits administration, loss prevention, insurance, classification and a
compensation; and four years of progressively responsible human resource management N
experience; or an equivalent combination of training and experience. Experience in a �?
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governmental setting is preferred. C.
Accreditation shall be by a national or regional accreditation body that is recognized by the E
Secretary of the United States Department of Education.
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Licenses; Certificates Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance program may be required for certain assignments. y
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PHYSICAL DEMANDS a
The physical demands described here are representative of those that must be met by an E
employee to successfully perform the essential functions of this class. Reasonable o
accommodations may be made to enable individuals with disabilities to perform the essential �-
functions. N
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While performing the duties of this class, employees are regularly required to sit; talk or hear, in o
person and by telephone; use hands repetitively to finger, handle, feel or operate computers
and other standard office equipment; and reach with hands or arms. The employee frequently is o
required to walk and stand. Q
Specific vision abilities required by this job include close vision and the ability to adjust focus. o
WORK ENVIRONMENT o
The work environment characteristics described here are representative of those an employee a
encounters while performing the essential functions of this class. Reasonable accommodations y
may be made to enable individuals with disabilities to perform the essential functions.
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Employees work under typical office conditions and the noise level is usually quiet.
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