HomeMy WebLinkAbout12- Human Resources CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
From: EDWARD S. RAYA Subject: REORGANIZATION OF THE
Dept: HUMAN RESOURCES U101 I)VAI L CODE COMPLIANCE DIVISION
Date: JANUARY 19, 1999
Synopsis of Previous Council Action:
On June 3, 1996, the Mayor and Common Council approved the creation of the Code
Compliance Division.
On January 19, 1999, the Personnel Committee recommended this item for approval .
Recommended Motion:
1) That the position of Weed Abatement Coordinator be upgraded from Range 1332,
$2,325 - $2,826, to Range 1360, $2,673 - $3,250.
2) That the position of Typist Clerk II, Range 1255, $1,584 - $1,925, be reclassified to
an Administrative Operations Technician, Range 1285, $1,839 - $2,236.
3) That the vacant position of Typist Clerk III, Range 1275, $1,750 - $2,127, be deleted.
4) That the position of Administrative Operations Supervisor I, Range 2352, $2,569 -
$3,123, be added.
5) That two (2) vacant positions of Housing Inspector, Range 1362, $2,700 - $3,282, be
reclassified to Code Compliance Officer ll, Range 1362, $2,700 - $3,282.
Signature
Contact Person: Edward S. Raya Phone: 384-5161
Supporting Data Attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: $5,112 - FY-1998-99
$21,689 - Annual Recurring Cost
Source: (Acct No)
(Acct Description)
Finance:✓
Council Notes:
125 qq
Agenda Item No. I
CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
The Code Compliance Division was formed in June 1996. At that time, employees were
reassigned from other departments to consolidate functions related to improving the
appearance of properties (blight reduction) within the City. Employees were transferred
from other City departments to fill Code Compliance Officer and clerical support
positions. Since its inception, the Code Compliance Division has undergone various
changes, including changes in management. These changes have created
organizational problems and staffing inequities that have impacted the division's ability
to effectively address the needs of the community.
In an effort to address these organizational problems, the Code Compliance Division is
proposing a reorganization which will eliminate the staffing inequities, assist in recruiting
and retaining quality employees and provide more effective service to the community.
ANALYSIS
The following changes are being proposed in an effort to address the staffing needs and
correct inequities within the Code Compliance Division:
Salary Upgrade for Abatement Coordinator
Currently, the Abatement Coordinator position provides direction to a Code Compliance
Officer I (formerly the Weed Abatement Aide position). The difference in salary
between the two positions is approximately two percent (2%). The duties of the
Abatement Coordinator have become increasingly technical over time. The City's weed
abatement program has been computerized and the Abatement Coordinator oversees
the program. The Abatement Coordinator's responsibilities include scheduling the Code
Compliance Officer I's route, prioritizing and tracking complaints and providing status
reports to management. These responsibilities warrant additional compensation for the
Abatement Coordinator. It is recommended that the salary for the Abatement
Coordinator position be upgraded by nine percent (9%).
COST: $1,168 for balance of FY 1998-99 (4 months)
ANNUAL COST: $4,017
Reclassification of Typist Clerk 11 to Administrative Operations Technician
The Code Compliance Division has come to rely heavily upon the use of computers and
computer programs to log and track complaints and violations. With this there is
routinely a need for computer technical support for field and clerical staff. A clerical
position within the division with computer skills has been filling this need. As we have
become more reliant upon computers, the incumbent's clerical role has diminished. The
incumbent is now spending the majority of their time on computer support for the Code
Compliance Division, as well as training other staff members to utilize the system. It is
recommend that this Typist Clerk 11 position be reclassified to an Administrative
Operations Technician. The development of the Administrative Operations Technician
position will provide a new classification that allows career advancement for clerical staff
who specialize in providing departments with technological support.
COST: $889 for balance of FY 1998-99 (4 months)
ANNUAL COST: $4,693
Deletion of the Vacant Typist Clerk III and Addition of an Administrative Operations
Supervisor I
As stated in the background, the Code Compliance Division was formed prior to an
analysis of the staffing needs of the division. Under the current organizational structure,
this problem is most evident in the clerical support function. The Code Compliance
Division has been operating without a clerical supervisor or administrative support
position. Clerical staff is involved in every aspect of code enforcement activities. They
take initial complaints, prepare notices, create and track files and prepare, send and file
registered mail notices. It is essential these functions be done accurately and timely.
Lost files or lost or misplaced documents within a file could expose the City to liability.
Currently, the five (5) clerical positions report directly to the Division Head. A clerical
supervisor/administrative support position is needed to fill several division needs
including:
1. Supervision of the clerical support function providing both uniformity
and consistency in the practices clerical staff employ;
2. Create and maintain a secure, complete, accurate filing system,
3. Create and maintain a file tracking system;
4. Provide administrative support to the division assisting with
budgeting, personnel matters and setting of goals and objectives
for the division;
5. Provide backup computer support for the computerized functions
utilized by the division,
6. Manage assigned projects and programs;
7. Assist with the development of division work rules, policies and
procedures.
It is recommended that a vacant Typist Clerk III position be eliminated and replaced with
an Administrative Operations Supervisor I. The Administrative Operations Supervisor I
job classification provides supervision to the clerical positions within a given department
or division and provides the department with administrative support. It is felt that the
creation of this position will assist the Code Compliance Division in addressing many of
the issues currently existing in its clerical operation.
COST: $3,055 for balance of FY 1998-99 (4 months)
ANNUAL COST: $12,979
Reclassification of Two Vacant Housing Inspectors Positions to Code
Compliance Officer II
The Code Compliance Division assumed these Housing Inspector positions when the
Rental Housing Program was transferred to Code Compliance. Because of the
enormous volume of units to be inspected, the duties of these positions have become
reactive rather than proactive and all officers within Code Compliance perform these
inspections along with other duties. Reclassifying these positions to Code Compliance
Officer II's more accurately reflects the work being done and allows the division the
flexibility of conducting proactive inspections as opportunities arise.
COST: There is no change in salary or costs as the positions share the same
salary range
The recommended changes in the Code Compliance Division's structure should
improve the division's internal operations and improve the morale of the current
employees which will enhance the City's ability to address the community's concerns.
COSTING
It is recommended these changes be effective March 1, 1999. The cost for the balance
of the Fiscal Year 1998-99 (March 1 through June 30, 1999) will be approximately
$5,112. It is estimated that beginning the next fiscal year, the annual cost will be
approximately $21,689. The salary savings generated from vacant positions will fund
the cost for the balance of fiscal year 1998-99. For future years, money currently
budgeted in Consulting Services will be utilized. The reduction of the Consulting
Services fund will be made possible as a result of the improved efficiencies.
RECOMMEDATIONS
1. That the position of Weed Abatement Coordinator be upgraded from
Range 1332, $2,325 - $2,826, to Range 1360, $2,673 - $3,250.
2. That the position of Typist Clerk II, Range 1255, $1,584 - $1,925, be
reclassified to an Administrative Operations Technician, Range 1285,
$1,839 - $2,236.
3. That the vacant position of Typist Clerk III, Range 1275, $1,750 -
$2,127, be deleted.
4. That the position of Administrative Operations Supervisor I, Range
2352, $2,569 - $3,123, be added.
5. That two (2) vacant positions of Housing Inspector, Range 1362,
$2,700 - $3,282, be reclassified to Code Compliance Officer II, Range
1362, $2,700 - $3,282.
I
COSTIN G
Following is a summary of costs for the remainder of the 1998-99 fiscal year beginning January
1, 1999:
RECLASSIFICATIONS (4 months tine calm and benefits)
Salary adjustment for one (1) Abatement Coordinator position
Range 1332, $2,325 - $2,826 to
Range 1360, $2,673 - $3,250
Step 4, $3,095/mo. plus benefits = $14,796
Current: $2,826/mo. plus benefits = $13,628
Difference = $1,168
Reclassify one (1) Typist Clerk II position
Range 1255, $1,584 - $1,925/mo. to
Administrative Operations Technician position
Range 1285, $1,839 - $2,236/mo
Step 4, $2,129/mo. for 4 mos. plus benefits = $10,433
Current: $1,925/mo. for 4 mos. plus benefits = $9,544
Difference = $889
Reclassify two (2) vacant Housing Inspector positions to
Code Compliance Officer II
Range 1362, $2,700 - $3,282/mo.
No salary change
COST OF RECLASSIFICATIONS: $2,057
ADDITIONS
Establish one (1) Administrative Operations Supervisor I position
Range 2352, $2,569 - $3,123/mo.
Step 1, 4 mos. plus benefits = $12,951
COST OF ADDITIONS: $12,951
DELETIONS
Delete one (1) vacant Typist Clerk III position
Range 1275, $1,750- $2,127/mo.
Step 1, 4 mos. plus benefits = $9,896 (savings)
DELETION SAVINGS: $9,896
Reclassifeation Cost: $2,057
Addition Cost: 12,878
Deletion Savings: (9,896)
TOTAL COST $5,112
For remainder of Fiscal Year 1998-99
AFT ATTACNNENT 2
U'-;` R
ADMIIVISTRATIVE OPERATIONS TECHNICIAN
JOB DESCRIPTION
Under general supervision, performs technical and skilled tasks in the operation of
computer systems and associated peripherals; provides clerical support to staff; and,
performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general public and City
department staffs.
Performs daily maintenance of departmental networks; maintains a computer anti-virus
program for all departmental personal computers; maintains accurate backup files. May
install, upgrade, test, repair and maintain the department's computer systems, including
terminals, printers, tape drives and personal computers.
Trains departmental staff on the use of new software for the computer systems;
provides support services to staff and users who are experiencing problems running
software application programs. Troubleshoots hardware and software problems;
obtains technical support from outside sources.
Maintains accurate records of inventory of computers and related equipment.
Researches, evaluates and recommends new technology for the department.
Evaluates requests for purchase of computer software and hardware for compatibility
with current equipment.
Provides liaison to department administration in the solicbtion of bids for equipment,
software and services. Assists in the development, design, installation, repair and
maintenance of hardware and software systems to meet the needs of the department
and the public. Determines information requirements and further defines the nature of
projects; teaches classes to departmental personnel.
Routinely adheres to and maintains a positive attitude towards City and department
goals; and, performs related work as required.
MINIMUM QUALIFICATIONS
Graduation from high school or GED and Associate of Arts degree or two (2) years of
college-level course work emphasizing computer systems, and one (1) year of technical
experience in personal computer systems or equivalent combination of education and
experience.
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Possession of a valid Class 'C* Califomia driver's license. For out-of-state applicants, a
valid driver's license is required. A valid Class 'Co California driver's license must be
obtained within ten (10) days of appointment (CA Vehicle Code 12405c).
GENERAL QUALIFICATIONS
Knowledge of
Personal computer systems and network;
Various personal computer based software systems;
Ability to:
Ability to communicate effectively, orally and in wrifing;
Train departmental personnel in use of equipment and software;
Analyze, evaluate and solve technical problems with computers and related
equipment;
See in the normal visual range, with or without correction;
Hear in the normal audio range, with or without correction;
Transport materials and supplies weighing up to 50 pounds;
Operate computer equipment;
Follow clearly defined operations procedures;
Perform general operations work involving use of computer terminals and PC's;
Establish and maintain effective relationships with those contacted in the course
of work;
Learn quickly and independently;
Work indoors in varying temperatures with exposure to distracting noises,
vibrations and dust.
ORGANIZATIONAL RELATIONSHIPS
Administrative Operations
The GWAM XTechnician is a technical class in the clerical series and will work under
general supervision of the higher-level supervisory staff. Incumbents may supervisor
clerical staff of the department.
APPROVED: DATE:
CSB APPROVED:
JD:COMPUTER.TECH 12/17/98 dp
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