HomeMy WebLinkAbout13- Personnel CITY OF SAN BER►_ARDINO REQUEST OR COUNCIL ACTION
BARBARA DILLON FACILITIES MANAGEMENT -
From: Subject: RECLASSIFICATION OF
Dept: PERSONNEL POSITION
Date: FEBRUARY 12, 1996
Synopsis of Previous Council action: FEB 12 sr 6 011:07
On August 7, 1995, the Mayor and Common Council approved the final budget for FY 1995-96.
On February 12, 1996, the Personnel Committee recommended this item for approval .
Recommended motion:
Reclassify one(1) Administrative Operations Supervisor II position, Range 4400, $3,264-
$3,967/month to an Administrative-Analyst, Range 4380, $2,954-$3,591/month.
• Direct the Personnel Department to update Resolution 95-428 to reflect this particular
action.
Signature
Barbara Dillon 384-5161
Contact person: Phone:
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount:Net Savings, Year One: $12,141
Source: (Acct. No.) 001-320-5011
Acct. Description)
Salaries - Permanent/Full-Time
616�1
Finance:
Council Notes:
75-0262 Agenda Item No.
CITY OF SAN BERhARDINO - REQUEST ! JR COUNCIL ACTION
STAFF REPORT
FACILITIES MANAGEMENT
RECLASSIFICATION OF POSITION
BACKGROUND
Since 1993, the focus of Facilities Management divisional restructuring has been on reducing
supervisory positions and increasing professional positions. In 1994, the position of Facilities
Maintenance Superintendent was reclassified to a Project Coordinator. In 1995,the vacant position
of Maintenance Carpenter Supervisor was eliminated.
The Administrative Operations Supervisor II position became vacant at the end of August 1995, due
to the retirement of the incumbent. It is the request of division management to reclassify the position
of Administrative Operations Supervisor II to the position of Administrative Analyst. Attachments
A and B show the current and proposed staffing of the division.
ANALYSIS
Since the position of Project Coordinator was established in 1994, the Facilities Management
Division was restructured. The Project Coordinator is now responsible for energy management,
automation of maintenance service calls,accounting of energy usage and automated parking control.
The incumbent also manages special divisional projects.
The Administrative Operations Supervisor 1I position has typically been responsible for the
supervision of clerical support personnel, along with performing related duties. See Attachment C
for representative duties and qualifications.
Reclassifying the Administrative Operations Supervisor II position to an Administrative Analyst will
permit more efficient operation of the division. The duties of the new Administrative Analyst
include overseeing the parking control function, contract compliance and financial analysis. The
incumbent will perform ongoing research and analysis in the areas of citation issuance, collection
procedures,payment procedures and revenues and receivables projections. There will be emphasis
on customer service, particularly the administrative review process for parking citations, and
mitigating customer complaints. The analyst will also review current,but outdated,parking control
procedures and prepare revisions. The analyst will also monitor privatization contracts for
compliance and cost benefit. The analyst will also perform financial analysis for the division. The
skills and education necessary to accomplish these duties are more closely related to the minimum
qualifications for an Administrative Analyst than with an Administrative Operations Supervisor 11.
See Attachment D for representative duties and qualifications.
COSTING
The vacant Administrative Operations Supervisor Il position was budgeted at Range 4400, $3,264-
$3,967/month, Step 4,which is $3,778/month. Annual compensation,including salary and benefits,
for one year is $61,158.
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75-0264
0
The new position of Administration Analyst is Range 4380, $2,954-$3,591/month. Annual
compensation, including salary and benefits, for one year (Step 1 for six months and Step 2 for
six months) is $49,017.
Current Classification (Vacant) Annual Salary
Administrative Operations Supervisor II $61,158
New Classification
Administrative Analyst $49,017
NET SAVINGS FOR YEAR ONE: $12,141
RECOMMENDATIONS
Based on the foregoing, recommendations include:
• Reclassify the vacant position of Administration Operations Supervisor II, Range 4400,
$3,264-$3,967/month to an Administrative Analyst, Range 4380, $2,954-$3,591/month.
• Direct the Personnel Department to update Resolution No. 95-428 to reflect this particular
action.
Attachments:
A - Current Staffing
B - Proposed Staffing
C - Administrative Operations Supervisor II, Job Description
D - Administrative Analyst, Job Description
AGEADA:SR.FAC.MGMT.RECLASS dm 1131196
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A A'PRC Attachment C
DATE
CITY OF SAN BERNARDINO
September, 1987
ADMINISTRATIVE OPERATIONS SUPERVISOR II
JOB DESCRIPTION
Under direction, to perform a variety of administrative and
professional staff work; to supervise the work of administra-
tive office staff of the department; to coordinate activi-
ties, programs and procedures within the representative
department; to collect and analyze information on projects,
services and operational functions; and to perform related
work as required.
REPRESENTATIVE DUTIES
Organizes and carries out a variety of administrative support
functions; performs and supervises administrative and opera-
tional analyses and studies; serves as project manager,
scheduling, monitoring, controlling and reporting on assigned
projects; supervises technical and clerical personnel ;
attends meetings on behalf of department heads; develops and
monitors department and project budgets; prepares financial
analyses and reports; prepares reports and correspondence on
a wide range of subjects requiring research and study; de-
velops policy, work rules, systems, manuals and procedures
related to special assignments and general administration;
develops short and long range space, equipment and storage
requirements; investigates and responds to complaints;
coordinates arrangements for meetings, preparing agendas,
preparing notices, establishing schedules and deadlines,
preparing minutes and completing assigned follow-up; makes or
assists in making oral presentations; may interview appli-
cants and recommends action on appointments, promotions, and
transfers; trains employees in department policies and
procedures; supervises purchasing, payroll activities and
personnel records within a department; prepares grant appli-
cations; communicates with the public and employees on
procedure revisions; communicates with federal, state and
county agencies on matters of funding and City compliance
with applicable standards; drives a City vehicle; operates a
computer terminal; and performs related work as required.
MINIMUM QUALIFICATIONS
Graduation from high school or G.E.D. equivalent and 3 years
of recent advanced-level clerical office experience to in-
clude 2 years of clerical supervision; or 1 year as an Admin-
istrative Operations Supervisor I with the City of San Ber-
nardino.
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Possession of a valid Class IJ I California Driver's License
is required.
GENERAL QUALIFICATIONS
Knowledge of:
Principles and practices of administration, particularly
as related to records management, financial manage-
ment, and personnel management;
Modern office methods, procedures and equipment;
Preparation of business correspondence and reports,
filing and standard office equipment operation;
Correct English usage, spelling, grammar and punctuation
Laws, City ordinances, procedures and other regulations
governing the department or area of assigned
responsibility;
Principles of supervision and training;
Business mathematics;
Budget preparation and administration;
Basic research methods.
Ability to:
Perform difficult and responsible administrative staff
work with minimal direction;
Set up and maintain records and complex filing and
record keeping systems;
Plan, organize and supervise the work of and specialized
clerical employees;
Deal comprehensively with inquiries or complaints and
make clear explanations of procedures and regula-
tions;
Prepare departmental budget, collecting data, conducting
studies and writing supporting reports;
Communicate effectively orally and in writing;
Operate a vehicle observing legal and defensive driving
practices;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with
those contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The class of Administrative Operations Supervisor II is a
supervisorial-level professional office management class.
Incumbents manage a departmental administrative office and
perform responsible administrative staff work. Supervision
is received from a department head. Supervision is exercised
over the clerical staff of the assigned department.
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Attachment D
0
O � a
N0Ep1t`� ADMINISTRATIVE ANALYST
JOB DESCRIPTION•
Under direction, performs a variety of analytical functions,
including research and report writing on a variety of municipal
issues. Collects, analyzes and presents information, statistical
data, and financial information concerning City and departmental
operations, policies, procedures, and programs. May assist in
monitoring City compliance with AQMD Regulation IX, including the
employee rideshare program; 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 and prepares reports including recommend-
ations for corrective action and methods for implementation.
Conducts feasibility and cost benefit analysis and audits;
researches, analyzes, and provides recommendations based upon
findings. Writes and reviews staff reports.
Conducts surveys and performs administrative research and
statistical or financial analysis. Gathers and analyzes data and
makes recommendations on the formation of policy and procedures.
Represents the City in community and professional meetings.
Coordinates departmental activities with other City departments and
divisions or other agencies.
Makes presentations before City committees, commissions, and
Council.
Routinely adheres to and maintains a positive attitude towards City
and Department goals.
Incumbents assigned to the City Administrator's Office and Finance
perform analysis and financial costing for labor negotiations and
employee salary and benefits issues. They may assist in
development and implementation of the City Employee Rideshare
Program, as required by the Air Quality Management District (AQMD) ,
and interface with AQMD for the Plan's approval and modifications.
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MINIMUM QUALIFICATIONS
Bachelor's degree, preferably in public administration, political
science, finance or related field and six months or more experience
performing analysis, research and report writing. Two years of
related experience may be substituted for one year of education up
to one year.
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;
Establish effective working relations with City officials, and
other governmental and private sector officials contacted
in the course of work;
Communicate effectively, orally and in writing.
ORGANIZATIONAL RELATIONSHIPS
The Administrative Analyst is a professional level staff position
in the City Administrator's office or other City departments.
Supervision is received from the City Administrator, Department
Head(s) or his/her designee.
Approved: Date:,/K- �
Director of Personnel �-
CSB Approved Date: 6/13/95
JD: 10510 ADMINISTRATIVE ANALYST 6/22/95 me
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