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HomeMy WebLinkAboutE-03 - Human Resources Action ItemsCONSENT ITEM E-3 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: AMELIA AYALA, DIRECTOR OF HUMAN RESOURCES & RISK MANAGEMENT VIA: TROY BUTZLAFF, ICMA-CM, CITY MANAGER DATE: MARCH 21, 2016 SUBJECT: HUMAN RESOURCES ACTION ITEMS SUMMARY: On March 8, 2016, the Personnel Board met and took action on several items. This action approves Personnel Action Requests reviewed and recommended by the Personnel Board. RECOMMENDATION: Staff recommends that the City Council take the following action: 1)Approve the following Personnel Action Requests in accordance with the City of Azusa Civil Service Rules and applicable Memorandum of Understanding(s). DISCUSSION: The Personnel Board reviewed the recommendations of City Staff and took the following actions: A.NEW APPOINTMENT: The following appointment has been requested by the Police Chief pursuant to the Rules of The Civil Service System. DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. SALARY Police Mario Corona Police Officer – Lateral Pending successful completion of background and medical exam 6101/5 $7,241.69 APPROVED COUNCIL MEETING 3/21/2016 Human Resources Action Items March 21, 2016 Page Two B. PROMOTION: The following promotions have been requested by the Police Chief pursuant to the Rules of the Civil Service System. DEPARTMENT NAME PROMOTION FROM/TO EFFECTIVE DATE RANGE/STEP BASE MO. SALARY Police Sam Fleming From: Police Lieutenant To: Police Captain 3/22/2016 3482/2 $11,737.28 Police Rick Hayden From: Police Sergeant To: Police Lieutenant 3/22/2016 3423/3 $10,383.08 Police Robert Chivas From: Police Officer To: Police Sergeant 3/22/2016 3416/1 $7,891.54 C. SALARY RANGE ADJUSTMENT: pursuant to the Azusa Municipal Code, Chapter 2-Administration, Article V-Boards and Commissions, Division 4-Personnel Board, Section 2-411-Duties (which states that, “The Power and the Functions of the Board shall be to . . . recommend all salaries to the Council”) and Section 4.3 Salary Adjustments of the Rules of the Civil Service System) – ECONOMIC DEVELOPMENT SPECIALIST Range (ACEA) Step 1 Step 2 Step 3 Step 4 Step 5 4190 $4,724.45 $4,950.13 $5,187.10 $5,435.92 5,697.19 D. CLASS SPECIFICATION REVISION: Pursuant to rules of the Civil Service System, Sections 3.5 Adoption of Plan: ECONOMIC DEVELOPMENT SPECIALIST. (See Attachment 1). E. CREATION OF NEW POSITION: The City Manager is recommending the creation of a new position in the City Clerk’s Office -- Chief Deputy City Clerk. This position is part of an overall reorganization that will be proposed for the City Clerk’s Office with the upcoming fiscal year budget proposal. The Chief Deputy City Clerk position serves as the highest professional staff member in the City Clerk’s Office and is typical in cities that have an elected City Clerk. The position is being recommended by the Interim Assistant City Clerk who has evaluated the operations and function of the City Clerk’s Office over the past six months. The Interim City Clerk, who has over 20 years of local government experience having served as an appointed Chief Deputy and City Clerk in several cities, believes the Chief Deputy City Clerk position is essential to the operational success of the City Clerk’s Office. Pursuant to the Azusa Municipal Code, Chapter 2-Administration, Article V-Boards and Commissions, Division 4-Personnel Board, Section 2-411- Duties (which states that, “The Power and the Functions of the Board shall be to . . . recommend all salaries to the Council”); and Sections 3.3 Preparation and Content of Class Specification and 3.7 New Position of the Rules of the Civil Service System) – CHIEF DEPUTY CITY CLERK (See Attachment 2). The Personnel Board has reviewed and discussed the City Manager’s request for this position and is recommending approval. Range (AMMA- Non Rep) Step 1 Step 2 Step 3 Step 4 Step 5 3417 $6,729.00 $7,065.45 $7,418.72 $7,789.65 $8,179.14 Human Resources Action Items March 21, 2016 Page Two FISCAL IMPACT: There is sufficient savings in the current year budget to cover the anticipated costs of the Chief Deputy City Clerk position through the balance of the fiscal year. There is no fiscal impact for the remaining actions, as positions listed are funded in approved department budgets. Prepared by: Reviewed and Approved: Traci Bailey Amelia Ayala Human Resources & Director of Human Resources Risk Management Analyst and Risk Management Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager ATTACHMENT 1 Page 1 of 2 Date Adopted: 5-16-94 Date Revised: 3-8-16 ACEA Salary Range: 4190 CITY OF AZUSA ECONOMIC DEVELOPMENT SPECIALIST DEFINITION Under the general direction of the Director of Economic and Community Development, the Economic Development Specialist is responsible for developing and implementing economic development programs for the City with the goal of business retention, expansion and attraction. Work includes but is not limited to developing and administering plans and programs related to commercial and industrial business attraction, retention and expansion; basic financial and economic analysis; marketing, branding and event coordination; and other duties related to the administration of programs and projects. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Assists in the design and implementation of economic development strategies and programs related to business attraction, business expansion, and retention. Duties can involve research, writing, presenting staff reports, project management, data collection and analysis, visits to local businesses and facilitating business prospects. Implements the City Council and City Manager’s communications and marketing goals, objectives, policies, and priorities. Works closely with other City departments to facilitate permit processing of economic development projects. Facilitates local businesses’ use of City resources, aiding business retention, coordinating community based business seminars and symposiums, and serving as a liaison to businesses in navigating the City’s permit and license process. Attends tradeshows and conferences to generate interest in the City. Implement programs that increase the web presence of City economic development initiatives, which will include content management of the City’s economic development web pages, external newsletters and social media. Prepare responses to requests for information from prospects, businesses, and clients. Coordinates the preparation/implementation of economic development programs, special projects and events. Prepares formal written and oral reports for presentation to City Manager, City Council, Chamber of Commerce and other community organizations. Performs other related duties as assigned. Page 2 of 2 QUALIFICATION GUIDELINES Education and Experience: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Three years of progressively responsible experience in management, financial, and economic analysis of redevelopment and real estate transactions, or equivalent education and experience. Equivalent to a bachelor’s degree from an accredited college or university in public administration, business administration, urban studies, planning or a related field. Master’s degree in a related field is desirable. Knowledge Skill, and Abilities: Principles and practices of local economic development; principles and practices of economic development financing; business practices and finance methods and procedures; local land use planning and pertinent federal and state laws and regulations regarding development and redevelopment; principles and practices of job training and available programs; principles and practices of business administration and management; principles and practices of effective program marketing; and principles and practices of real estate leasing, sales and site selection criteria. Ability to Communicate effectively orally and in writing and make public presentations; understand and follow verbal and written instructions; foster a teamwork environment; analyze data, design and implement work flow systems, troubleshoot and problem solve in areas related to issues and concerns of the business community; participate as an active member of a business developments team with an understanding of the principles of economic development; work with other governmental agencies; represent the City in a variety of meetings and make presentations; analyze complex requirements and communicate these to businesses; establish and maintain effective working relationships with co-workers, other city departments, businesses and business organizations; deal constructively with conflict and develop effective resolutions; market and promote city programs; conduct research and draw logical conclusions; plan, organize and implement new program concepts, understand and utilize computerized and automated systems. PHYSICAL, MENTAL, AND ENVIRONMENTAL WORKING CONDITIONS Position has physical requirements that are typical of the standard office environment. Requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. This position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. Additionally, the need to lift, drag and push files, paper and documents weighing up to 20 pounds is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. SPECIAL REQUIREMENTS Possession of a valid Class C California driver's license and maintain a satisfactory driving record. Page 1 of 4 ATTACHMENT 2 Date Adopted: 3-21-16 AMMA-Non-Rep Salary Range: 3417 CITY OF AZUSA CHIEF DEPUTY CITY CLERK DEFINITION Under administrative direction of the City Manager, oversees and directs the daily operations of the City Clerk’s Office, which are specified generally in California statutes and in ordinances adopted by the City Council; conducts/coordinates municipal elections; ensures compliance with the Brown Act, Public Records Act, Political Reform Act and the Maddy Act; oversees the City’s Records Management Program; coordinates assigned activities with other City departments and outside agencies; and provides highly responsible and complex staff support to the City Manager, City Clerk and City Council. CLASS CHARACTERISTICS This is a single position class and the incumbent is responsible for assisting the elected City Clerk by overseeing and directing the daily operations of the City Clerk's Office. SUPERVISION RECEIVED/EXERCISED Receives administrative direction from the City Manager. Provides support to the elected City Clerk to accomplish the responsibilities of the position. Exercises direct supervision over assigned office support staff. ESSENTIAL FUNCTIONS Serve as primary support to the elected City Clerk in the execution and certification of official City documents; maintaining custody of the City Seal; administration and filing of oaths of office and oaths of allegiance. Assume responsibility for the preparation, organization, printing, distribution and posting of the agenda and agenda packet materials for City Council and other meetings; attend City Council meetings and record all official proceedings; prepare minutes and other documents; direct the publication, filing, indexing and safekeeping of all proceedings of the City Council. Maintain the City’s Municipal Code; determine placement and assign new article/section numbers to new revisions/additions to the Municipal Code; coordinate with Codifier and City Attorney to correct inconsistencies as directed by the City Council; assist departments with the format of ordinances and resolutions; attest, publish, index and file ordinances and resolutions. Maintain custody of official City records and archives, including ordinances, resolutions, minutes, contracts and agreements, deeds, insurance certificates; certify copies as required; oversee the indexing, filing, and scanning of documents for electronic record keeping; provide information to other departments concerning records management; develop and maintain Records Retention Schedule with assistance of the City Attorney and other City departments; oversee the destruction of Page 2 of 4 records. Prepare, process, distribute, and post public notices, bulletins, and contracts following applicable procedures; prepare proclamations, commendations, ordinances and resolutions in accordance with written instructions. Plan and conduct municipal elections in conformance with Election and Government Codes in cooperation with the City Clerk; order and maintain election supplies and equipment; organize and facilitate candidate orientation; determine precinct boundaries, establish polling places, recruit and train poll workers, manage ballot counting process and verify provisional ballots; conduct voter registration drives; receive and process formal petitions for initiatives, referendums and recalls; examine and certify results; receive and process petitions relating to matters of the City. Serve as the filing officer for the Fair Political Practices Commission; advise candidates, City officials and designated employees of Political Reform Act filing requirements; administer the City’s Conflict of Interest Code; maintain documents for public inspection. Manage the City’s central phone system, reception desk and distribution of City mail. Manage and participate in the development and administration of the City Clerk’s Office budget; direct the forecast of additional funds needed for staffing, equipment, materials and supplies; direct the monitoring of and approve expenditures; direct preparation of and implement budgetary adjustments as needed. Manage the development and implementation of City Clerk’s Office goals, objectives, policies and priorities; and continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workloads, administrative and support systems; identify opportunities for improvement and direct the implementation of changes; supervise, train, motivate and evaluate assigned staff; review and evaluate work methods and procedures for improving organizational performance, enhancing services and ensuring that goals are achieved. Participate in professional and community meetings; stay current on new trends and innovations in the field of municipal government, including but not limited to municipal records management, elections and relative service delivery responsibilities; respond to and resolve sensitive and complex community and organizational inquiries, issues and complaints; establish and maintain a customer service orientation within the department. Coordinate City Clerk’s Office activities with those of other departments and outside agencies and organizations; conduct bid openings and maintain custody of bid bonds; coordinate the process for appointed officers in accordance with the Maddy Act; provide staff assistance to the City Manager and City Council, and prepare and present staff reports and other necessary correspondence as assigned. Process petitions and claims filed with the office of the City Clerk by referring to appropriate department, City Attorney and Claims Administrator; provide information and assistance to the public; provide notary services; provide documents to other departments and to the public upon request. QUALIFICATIONS GUIDELINES Page 3 of 4 Education and/or Experience Any combination of education and/or experience that would provide the knowledge, skills, and abilities necessary for a Chief Deputy City Clerk. A typical way of obtaining the required qualifications is to possess the equivalent of five years of increasingly responsible experience in municipal records management and elections in a City Clerk’s office, including two years of administrative or supervisory experience, and an associate of arts degree in public or business administration or a closely related field. A bachelor’s degree is highly desirable. Additional experience may be substituted for college education on a year for year basis. Licenses or Certification Certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk Possession of a valid Class C California Driver’s License Possession of or ability to obtain certification as a Notary Public Knowledge of: Pertinent federal, state and local laws, codes and regulations; organization and function of municipal government; election laws and procedures for administering municipal elections; Political Reform Act requirements; Brown Act requirements; California Public Records Act requirements; organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs; modern and complex principles and practices of program development and administration; principles and practices of accounting and municipal budget preparation and administration; principles and practices of records management including records retention laws; English usage, spelling, vocabulary, grammar and punctuation; practices used in minute taking and preparation; modern office procedures, methods and computer equipment; principles of supervision, training and performance evaluation; techniques used in public relations; safe driving principles and practices. Ability and Skill to: Develop, implement and administer goals, objectives and procedures for providing effective and efficient customer service; provide information and organize material in compliance with laws, regulations and policies; select, supervise, train and evaluate assigned staff; gain cooperation through discussion and persuasion; plan and organize work to meet schedules and deadlines; research, analyze and evaluate new service delivery methods, procedures and techniques; prepare and administer a budget; prepare and maintain accurate and complete records; direct the retention/destruction of official records in accordance with applicable laws and regulations; plan, coordinate and conduct stand-alone municipal elections; analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals; oversee and participate in the preparation of official minutes, ordinances and resolutions; communicate clearly and concisely, both orally and in writing; establish and maintain positive working relationships with those contacted in the course of work; operate modern office equipment and a variety of word processing and software applications, and automated record keeping systems; operate a motor vehicle safely. Physical, Mental and Environmental Working Conditions Position has physical requirements that are typical of the standard office environment. Requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending Page 4 of 4 squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. Additionally, the need to lift, drag and push files, paper and documents weighing up to 20 pounds is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Special Requirements: Ability to travel to different sites and locations, which will require the possession of, or ability to obtain, a valid Class C California Driver’s license and maintain a satisfactory driving record. Availability to attend evening meetings. Disaster Service Worker: Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.