HomeMy WebLinkAbout27-Human Resources
/
ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: LINN LIVINGSTON
Subject: RE-ORGANIZATION-
OFFICE OF THE MAYOR
Dept: HUMAN RESOURCES
Date: APRIL 18, 2006
MlCC Meeting Date: May 1, 2006
Synopsis of Previons Council Action:
On April 24, 2006 the Personnel Committee recommended this item for approval by Mayor and
Council.
Recommended Motion:
1. Approve the reclassification ofthree (3) Assistants to the Mayor I, Range 4488, $5,062-
$6, I 53/month to Assistant to the Mayor, Range 4498, $5,321-$6,468/month in the Office of
the Mayor;
2. Delete Assistant to the Mayor I, Range 4488, $5,062-$6, I 53/month and Assistant to the
Mayor II, Range 4507, $5,565-$6,765;
3. Create the position of Mayor's Chief of Staff, non-salaried, in the Office ofthe Mayor;
4. Authorize the Human Resources Department to updat Resolution No. 2005- 8 and 97-244
to reflect these actions.
Signature
Contact person:
Linn Livingston
Phone:
384-5161
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: No cost. some savings to the General Fund
of approximatelv $3,800
Source: (Acct. No.)
(Ace!. Description)
Finance:
Council Notes:
Agenda Item No. ?-.1
5/1/06
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Re-organization - Office of the Mayor
Back2round:
The Mayor recently appointed a transition team that spent the month of March advising Mayor
Morris on efficiency, organization and offering suggestions on key hires. As a result of their
effort, Mayor Morris is recommending are-organization of the Office of the Mayor.
The Office of the Mayor is currently comprised of ten (10) full-time positions, which are the
Mayor, (4) Assistant to the Mayor I, (1) Assistant to the Mayor II, (1) Administrative Clerk I, (1)
Administrative Clerk III, (1) Secretary and (1) Executive Secretary.
As part of the re-organization, the Assistant to the Mayor I and II will be combined into the
single classification of Assistant to the Mayor. The three employees currently in the Assistant to
the Mayor I classification would then be placed on the closest step in the new range to their
existing salary, although one of these positions will be vacated during the month of May.
A new position titled Mayor's Chief of Staff will also be created, which will not receive salary or
benefits. The previous Mayor's Administration budgeted and filled the position of Executive
Assistant to the Mayor, which functioned as the Chief of Staff, until June 30, 2004, when the
position was eliminated.
Finally, in a separate action, the City will be contracting for Economic and Community
Development Services with Emil Marzullo. This contract will be submitted to the Council for
approval concurrent with this office re-organization.
Financial Impact:
The salary and benefit savings to reclassify Assistant to the Mayor I, II to Assistant to the Mayor
is approximately $3,800.
Recommendation:
I. Approve the reclassification of Assistant to the Mayor I, Range 4488, $5,062-$6, I 53/month
to Assistant to the Mayor, Range 4498, $5,321-$6,468/month in the Office of the Mayor;
2. Delete Assistant to the Mayor I, Range 4488, $5,062-$6,1 53/month and Assistant to the
Mayor II, Range 4507, $5,565-$6,765;
3. Create the position of Mayor's Chief of Staff, non-salaried, in the Office of the Mayor;
4. Authorize the Human Resources Department to update Resolution No. 2005-428 and 97-244
to reflect these actions.
MAYOR'S CHIEF OF STAFF (U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are ~ intellded to reflect all duties performed within thejob.
SUMMARY DESCRIPTION
Under policy direction of elected official, plans, organizes and controls special staff services of the office
of the Mayor; and performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The Mayor's Chief of Staff is a professional administrative staff position in the Office of the Mayor.
Serves the Mayor as a resource person, analyst, administrator and confidant. Supervises the work of other
administrative and clerical personnel. Dealing with City department heads, works in close coordination
with the Office of the City Administrator. Incumbent must be willing to work varying hours.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not /isted here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Plans, organizes and controls special services pro.vided to the Mayor; acts as liaison between the
Mayor and branches of the City government to include, but not limited to, administrative and finance
offices, departments, agencies, commissions, authorities; appears before public bodies as designated
by the Mayor and reports back the results of such meetings.
3. Provides assistance to the Mayor in a variety of administrative matters related to the Mayor's office
operations; accomplishes a variety of administrative and research studies to prepare background
information; coordinates the Mayor's requests for information or services from various City
departments.
4. Answers inquiries from the general public by telephone, correspondence or in person; meets with
citizens in the role of mediator, problem-solver and counselor to provide guidance, advice and/or
assistance for the purpose of resolving problems.
5. Supervises the work of lathe administrative and clerical staff of the Mayor's Office; prepares press
releases for the Mayor; writes staff reports on situations, problems and studies by the Mayor.
6. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL QUALIFICATIONS
Knowled2e of:
Advanced modem principles and practices of public administration;
Research techniques and procedures;
Advanced public relations techniques;
Principles of supervision.
Modem office procedures, methods and equipment including computers and related software.
Page - 1
CITY OF SAN BERNARDINO
Mayor's Chief of Staff (U) (Continued)
Abilitv to:
Analyze a variety of administrative problems and make sound policy and procedural
recommendations as to their solution;
Maintain the confidentiality of privileged infonnation;
Design and implement sound management and research techniques and procedures;
Operate a variety of office equipment including a computer and applicable software applications;
Supervise the work of administrative and clerical personnel;
Express ideas effectively, both orally and in writing;
Understand and carry out oral and written instructions;
Establish and maintain effective working relationships with those contacted in the course of work.
Minimum Qualifications
Bachelor's degree in political science, public or business administration or closely related field; and
two years of responsible administrative-level experience performing staff work in a governmental
agency. Up to two additional years of the specified experience may be substituted for two years of
education on the basis of 30 semester units being equivalent to one year of experience.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting with travel to attend meetings.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport materials and supplies weighing up to 15 pounds; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearin2: Hear in the nonnal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
.
HR/Job Descriptions-Class&Comp App: Mayor's.Chief.of.Staff
Page - 2
ASSIST ANT TO THE MAYOR (U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are W intended to reflect all duties performed within thejob.
SUMMARY DESCRIPTION
Under policy direction of elected official, performs a variety of administrative and professional staff
work; collects and analyzes information on projects and reports to the Mayor; and, performs related work
and duties as required and assigned.
ORGANIZATIONAL RELATIONSHIPS
The Assistant to the Mayor is a staff position in the Mayor's office. Supervision is received from the
Mayor or designee.
REPRESENT A TlVE DUTIES
Thefollowing duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
I. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Organizes and carries out a variety of administrative support functions; attends meetings on behalf of
the Mayor; prepares reports and correspondence on a wide range of subjects requiring research and
study.
3. May assist in making oral presentations; answers inquiries from the public in person, on the telephone
or in writing; may operate a computer terminal.
4. Routinely adheres to and maintains a positive attitude towards City and department goals; and,
performs related duties as required.
GENERAL OUALlFICA TlONS
Knowledl!e of:
Advanced modem principles and practices of public administration;
Research techniques and procedures;
Advanced public relations techniques;
Principles of supervision.
Modem office procedures, methods and equipment including computers and related software.
Ability to:
Perform responsible administrative staff work with minimal direction;
Deal comprehensively with inquiries or complaints and report to the Mayor;
Deal effectively with the general public;
Communicate effectively, orally and in writing;
Operate a variety of office equipment including a computer and applicable software applications;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Page - 1
CtTY OF SAN BER1'lARDt:"iO
Assistant to the Mayor (U) (Continued)
Minimum Oualifications
Bachelor's degree in political science, public or business administration or closely related field is
highly desirable; and, two years of responsible administrative-level experience performing staff work
in a governmental agency. Up to two additional years of the specified experience may be substituted
for two years of education on the basis of 30 semester units being equivalent to one year of
experience.
License or Certificate
Possession of a valid Class "C" California driver's license is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successful(v perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting with some travel to attend meetings.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearin2: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
HRlJob Descriptions-Class&Comp App: AssUo.the.Mayor
Page - 2
ASSISTANT TO MAYOR I (U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are!!!!. intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under policy direction of elected official, performs a variety of administrative staff work; collects
information on projects and reports for the Mayor; and, performs related work and duties as required and
assigned.
ORGANIZATIONAL RELATIONSHIPS
The Assistant to the Mayor I is a staff position in the Mayor's office. Supervision is received from the
Mayor or designee.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
I. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Organizes and carries out a variety of administrative support functions; may attend meetings on
behalf of the Mayor; prepares reports and correspondence on a wide range of subjects.
3. May assist in preparing materials for oral presentations; answers inquiries from the public in person,
on the telephone or in writing; may operate a computer terminal.
4. Routinely adheres to and maintains a positive attitude towards City and department goals; and,
performs related work as required.
GENERAL QUALIFICATIONS
Knowled2e of:
Modem office procedures, methods and equipment including computers and related software;
Correct English usage, spelling, grammar and punctuation;
Municipal codes, and ordinances pertaining to City government.
Ability to:
Perform responsible administrative staff work with minimal direction;
Deal comprehensively with inquiries or complaints and report to the Mayor;
Deal effectively with the general public;
Communicate effectively, orally and in writing;
, Operate a variety of office e.quipment inclu!iing a computer and applicable software applications;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Qualifications
Bachelor's degree in political science, public or business administration or closely related field is
highly desirable; and, two years of responsible administrative-level experience performing staff work
in a governmental agency. Up to two additional years of the specified experience may be substituted
for two years of education on the basis of 30 semester units being equivalent to one year of
experience.
Page - 1
-.- :.110. "-....... .",
CITY OF SAN BERNARDINO
Assistant to Mayor I (U) (Continued)
License or Certificate:
Possession of a valid Class "C" California driver's license is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting with some travel to attend meetings.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearine:: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Assuo.Mayor.I.1 0 I 04
Page - 2
ASSISTANT TO MAYOR II (U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are!!!l!. intended to reflect all duties performed within thejob.
SUMMARY DESCRIPTION
Under policy direction of elected official, performs a variety of administrative and professional staff
work; collects and analyzes information on projects and reports to the Mayor; and, performs related work
and duties as required and assigned.
ORGANIZATIONAL RELATIONSHIPS
The Assistant to the Mayor II is a staff position in the Mayor's office. Supervision is received from the
Mayor or designee.
REPRESENT A TIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties andlor may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Organizes and carries out a variety of administrative support functions; attends meetings on behalf of
the Mayor; prepares reports and correspondence o~ a wide range of subjects requiring research and
study.
3. May assist in making oral presentations; answers inquiries from the public in person. on the telephone
or in writing; may operate a computer terminal.
4. Routinely adheres to and maintains a positive attitude towards City and department goals; and,
performs related duties as required.
GENERAL OUALIFICA TIONS
Knowled2e of:
Principles of supervision;
Modem office procedures, methods and equipment including computers and related software;
Correct English usage, spelling, grammar and punctuation;
Basic research methods;
Municipal codes, ordinances and state and federal laws and regulations pertaining to City
government.
Ability to:
Perform responsible administrative staff work with minimal direction;
Deal comprehensively with inquiries or complaints and report to the Mayor;
Deal effectively with the general public;
Communicate effectively, orally and in writing;
Operate a variety of office equipment including a computer and applicable software applications;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Page - 1
CITY OF SAN BER.'liARDINO
Assistant to Mayor II (U) (Continued)
Minimum Oualifications
Bachelor's degree in political science, public or business administration or closely related field is
highly desirable; and, two years of responsible administrative-level experience performing staff work
in a governmental agency. Up to two additional years of the specified experience may be substituted
for two years of education on the basis of 30 semester units being equivalent to one year of
expenence.
License or Certificate
Possession of a valid Class "cn California driver's license is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting with some travel to attend meetings.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearinl!:: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HRJJob Descriptions-Class&Comp App:AssUo.Mayor.II.l 0859
Page - 2
nO's~!~
~:3g*;;
:; ir~ 0 n 0
n n 3 :'. c
~ ~ if n" ~ ;.
S' ~ ~ 0 n ~
..' -. if ;!
S:VJ~<og
~. ;j ~ s- a ~
~ - ~ -a -.-
:r~:;3==:
o-~;;n8"::l
.Dn~=_tIe
3~~>:=>~
o ""Cl c.QQ l3 ..
::I - '" n _ 'If!!'
;.~c;;~o:.
~2.s~.,t;;.
~ 5' I>> 0 ~.I'CI
Q.. ~ s..:.;
3' n 0 0 :.
"'3Q.;!;;
ii" = ~ ~ g
~ ~!!..! ~
a g..g 5.. 9
~. 00 fll ;.-
g ~ n
DO
;;
<r.
'-'
_. I>> '" I>> ""Cl ....
-6 ~.g ~ a ;;
;; :::;'''8 ~.~
3 \II ::1..111 3 g
n :r.. ru ii:_,
=_OC::lY'
iifa~gi-
-, ~ 0 Q."
g g:r~:rg
n '< fll , _. \Il >
o. &.!!..;' ~ :t
:3 VJ 0 _ _. III
~ ;- ~ ~ ~. ~ ~
~ ~ e. 8 ~ ~ tj
:;',,< ;: 3 !!.::1 !.
oc I"l O"'''CI ~ 5 ii
$~~;:;a.""i:
;:~~~o~-
_. nO::l ti'>
~ n ..., l!!. S' ~ ;::I
, c:.:'):i " n !:
~~~~!~~
o~~;\II3
:a /II;; ~ C
::r .~ c.=
!II s..~g~'
n ~ :' aJ
C _ c:: III
~ifiJ~
.., -!,I'l
e. .
n ("j'" 0 I>> :- f"";
g,~' ~Ii g,-[ g
fol-n"''''Ona.
5" r; Q. ~ ;:; 3 _.
;: g :r o' ~ g ~
=,':::J =::1 ::I Dr n
<':;; iii'"'Cl:. _ Q..
~ V5 :. 5 g o' ~
g.:ig~=!!.
o \II ;::t' 0: ~ 0
o o. _ _."tJ
- ::' :' ~ a 3
v :" ;:; _. n g
~'nc::~_
~. ~ 0 = ~
- = ~='Q.
"" 0
"
'" ::r Q.;; l"'l ~ 3 ~
"C g ~ n '" 0 Cl.."C ~
"8 ~ ~,. 5' S 5' ;; a.
::l = 0 - ~ ::r:::: 3 _.
C Q!:l "C 0 \II _ _. n ::I
:S:::T3?",,~~=~
:: 0 g o' ~ ~. ~. ~ ~
~ ~ ~ ~ 5. ~ '" ci' ~
o.I>>--~::In
~g,"3C'l..,!!lo
::I Q.n""n"''''
~ $a~g~3
!:;- CS>>::I=oclt
-c' ;.. 5. i" 0 rr a
C' ~ ~,~ ~
? ~(')c:rQ.
n "
'"
I
,,:;-:r~r~~~~
~. g.. ~ ~ Q.;; ~ <II!
- Q,.IJ'Q ii" =.. t'Il!!..
~. 5' ~ 3 ~ l>> ... 0
<lJ'Qt'Ilg~&.~~
~. ~ 3 ~ ~';;"~ 5.
:. !. 3 0'. ~ $ n
- " t'lI :::I l>> ... -':::I
~: ~ ~ 0 &. ~ So '"
,; c..';-;.(')~ ~~
!II ~., ~ 8 eo: s:g n
~~, ~ a. 3 :::- s:
QJ !3. tr.l 5' 3 fD ~
- II": (;" Co! n rr; r
. ;; :::I 0' S'
~:; fIQ
!!!..
=".."n="'::lO
= ~ ... 0 :::l Q) t'll
C.3D10Q.:1<
"tj3~~g-i:5-
a g ?j' ; ~. g. ~
~ o':::l n ~ -6' ~
3 '!!. -, ~ VI c..
!II 3" a;. ~ ~ ~,g
~ 8'" c:r~ So;-
~ ;. ~ ~. ii ~
3 & =. ~.~' It
g_ I>> ~,g i;: ~
- 0 VI 0 ...
~Q.~~;'8.S:
~. -'0.. l1Cl
n
~
Q""C n _. C ;1 S';; ;-
! ! g. ~ ~ &.-2 lo'l ;)
Q. :::l " C ;;;: '" :::. ~ 1:"
II :::l 0.. II c: :!.::J
S, ~ g S' n ~ ~ Q. =
7::r3l1O<n" ...~
"-6't':l Q.~ ~ n n n
~' ~ a ~ o' 2' ~ ~ 8
cr ;:' 0 !!.. ~ iii ~ S ...
= :-;,.g lo'l' !. o' ~
O::rci31i1"l="!!
o.n"nn;",_"
_. (J') 7:':::1 ii' ~.. 0
~ I>> :i' - - c.. (; !!.~
'" = lJO · ~ -''&' - 0
'::: g,..!2, i Ii ~'3
Dl nnlo'l:::ll~
~ a~..in
~ . 0..
I"l
o
3
3 >
c: "
" ~
~';
rr._
IO ...
.....
~:::
Ilo.~
r:r.~
.. .
~
ri'
a
Ilo~
..
I"l'""
o -
3 0
; ;.
c: ..
5!. 3:
~IO
....
=0
.. .,
'" .
~~
o "
"" 0
3 "
.. '"
" 3
- ;:r
~!~
.. .. "
~.,:a ..
;.~;
-.. -
~.;: ;-
>33:
;:1:1;
!. .~
.., -..,
.. Ilo'
7-
..
iQ'
g:~
o ..
., -
... .
[!i!~
_.15. ="
~"'C'" _
~. ;. 3:
.. " IO
......
;;! s:
...,
i'
Ilo
>
..
~~
3. 0
" -
.. ...
.. ..
Ilo:::
CIllO
""....
~ s:
i', -
:;Q
~. I:
~ :
- c:
.. ..
:
-,
-
--
= "'C ('j:r ~
VI ., -" n '"
~ 3';: 0 Q.
3 I>> I"") < ::j'
n~o~~
one!.;;
'llg~;;Q.
~ Q; -~~
o' ~ ~ .... -
~ ~ 3 ~, if
:;-~:;rg:::
~ ;. ~ 0 .~
"tj - Ilil ::' 0
o ~ :::I ::r'"
a=Q.n~
~~2~~
::.; ~ ::r l>> iii'
~'~ ~ '6 :.
n n ... :::I
QllIl =: 1Il"~
:~':oar
::r = = ~ =
n Co.. ~ i? =.
o"'COQn:::l
:ig.~~~
~~~o..~
:i"S3;a
:: 3 g ::t 5'
:;3;DI'!C
C'" 5 - ~ ~
~ _. 0 0) =
~!.~~~
!' ;; ;;'!l:g
~Yi~a.
~ Oil = 5'
&. ~ 0' ~.
DO "
'" ""
I"l
...
ii'
...
o
...
'"
Ii
::;
r-
::
>
-<:
o
"
3:
:>
-<
o
~
~
o
"l'l
"l'l
-
Ii
~
I
Ii
-
-l
-<
o
"l'l
~
:>
2
o::l
~
:;:0
2
:>
:;:0
o
-
2
o