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Home My WebLink AboutAgenda Packet - June 25, 2002 - PB ,AZUSA AGENDA PERSONNEL BOARD REGULAR MEETING NOTICE TO THE PUBLIC - All written documentation relating to each item of business referred to on the agenda, which is not confidential,is available in the Human Resources Office for public inspection. Any person who has a question concerning any agenda item may call the Director of Human Resources/Personnel Officer Victoria Cross,Extension 5241, to make inquiry concerning the nature of the item described on the agenda. DATE: June 25, 2002 TIME: 7:30 p.m. LOCATION: WEST WING CONFERENCE ROOM 213 EAST FOOTHILL BOULEVARD, AZUSA, CALIFORNIA 1. CALL TO ORDER: Chair Jake Bushey 2. ROLL CALL: Personnel Board Members 0 Jake Bushey, Chair 0 Inez Gutierrez Q Lee Ann Mickey 0 Lori Kloster, Vice Chair OLeslie Dierking Others Present 0 Victoria Cross, Director of Human Resources/Personnel Officer p Others 3. APPROVAL OF MINUTES: June 11, 2002 4. CLOSED SESSION: A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: Customer Service B. Public Employee Evaluation of Performance: Flexible Staffing Promotion (Pursuant to Cal.Gov.Code,'54957): Title: Network Administrator 5. OPEN SESSION A. Class Specification Revision (pursuant to Sections 3.51 Adoption of Plan and 4.3 Salary Range Adjustment of the Rules of the Civil Service System) -Administrative Technician 6. Personnel Action Report 7. Recruitment Progress Report 8. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally present their purpose. 9. COMMENTS, UPDATES AND/OR REPORTS FROM PERSONNEL BOARD MEMBERS AND/OR STAFF. 10.ADJOURNMENT \Zz 'AZUSA CITY OF AZUSA MINUTES OF THE PERSONNEL BOARD June 11, 2002 A regular meeting of the Personnel Board was called to order at 7:45 p.m. in the West Wing Conference Room by Jake Bushey, Chair. ATTENDANCE Personnel Board Members:Jake Bushey (Chair), Lori Kloster(Vice Chair), Lee Ann Mickey, Inez Gutierrez, Leslie Dierking. Staff Liaison: Victoria Cross, Director of Human Resources/Personnel Officer Also Present: None APPROVAL OF MINUTES Dierking/Kloster-to approve the minutes (May 28, 2002 as amended). May 14 and May 28, 2002 Merit Increases, Regular Gutierrez/Kloster -to recommend approval of merit increases, regular appointment and/or appointment and/or flexible staffing promotional appointments for the following employees Flexible Staffing Promotion Appointment Recommendations 4.a. Merit Increase and/or Regular Appointment Recommendations Type of Range/Step Name Class Dept Action/ Base Effective Monthly Date Merit Inc/4 6101/4 A Brandon Bailey Police Officer Police 3-18-02 $4,488.14 Merit Inc/3 6101/3 B Dennis Trembley Police Officer Police 5-13-02 $4,285.12 ELIGIBLE LIST EXTENSION Mickey/Kloster-pursuant to Section 5.6.2 Duration of Lists,of the Rules of the Civil Service System and request of the Director of Community Development to extend the eligible list for Account Specialist I to December 5, 2002. ELIGIBLE LIST EXTENSION Kloster/Dierking—pursuant to Section 5.6.2 Duration of Lists,of the Rules of the Civil Service System and request of the Director of Utilities to extend the eligibility list for Water Utility Worker VII to December 12, 2002. COMMENTS, UPDATES Personnel Board Member Gutierrez indicated that she will be absent the June 25, 2002 AND/OR REPORTS FROM meeting due to a preplanned vacation. Additionally, Personnel Board Vice Chair Lori Kloster PERSONNEL BOARD indicated that she will be absent at the July 9, 2002 meeting due to a preplanned family visit. MEMBERS AND/OR STAFF ADJOURNMENT Gutierrez/Dierking- to adjourn the meeting at 8:00 p.m. (OPEN SESSION AGENDA ITEM NO:3 DATE: June 25,2002 APPROVED: Page 1 of 1 :AZUSA. HUMAN RESOURCES INTEROFFICE MEMORANDUM To: Honorable Chair and Members of the Personnel Board From: Victoria Cross, Director of Human Resources/Personnel Officer Date: June 2002 Subject: Merit Increase and/or Regular Appointment Recommendations Pursuant to Rules 4.2.4 Merit Salary Adjustments and 5.8 Probationary Period, department head(s) have submitted performance appraisal(s) for the following employee(s and recommend merit increase(s) and/or regular appointment status as noted: Range/Step Type of Action/ Base Name Classification Dept Effective Date Monthly A Joyce Adams Customer Service Representative I Utilities Merit Inc 5154/3 6-10-02 $2,827.54 CLOSED SESSION AGENDA ITEM: 4. A DATE: 6-25-02 4 _ AZUSA AGENDA REPORT TO: Honorable Chair and Members of the Personnel Board FROM: Victoria Cross, Director of Human Resources DATE: June 25, 2002 • SUBJECT: Flexible Staffing Promotion Recommendations Pursuant to the rules of the Civil Service System the Information Systems Manager Ann Graf-Gaynor has submitted performance appraisal(s) for the following employee(s) and recommends Promotion within the Flexible Staffing Provisions. Name From Classification To Classification Depart Effective Range/Step Date Base Monthly 1 Mike Guadagnino Senior Programmer Analyst Network Administrator ADM 2-12-02 4220/3 $5237.06 DATE: 6-25-02 CLOSED SESSION ITEM: 4. B. ZUSA AGENDA ITEM TO: Honorable Chair and Members of the Personnel Board FROM: Victoria Cross, Director of Human Resources DATE: June 25, 2002 SUBJECT: UPDATE OF THE CLASS SPECIFICATION FOR ADMINISTRATIVE TECHNICIAN RECOMMENDATION The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.3 and 3.9, that the City Council of the City of Azusa adopt the updated classification of Administrative Technician. BACKGROUND A recent review of the existing Administrative Technician class specification revealed the need for an update to the job duties to accurately reflect the actual duties to be performed by this classification. Additionally, this classification is being updated to serve as a multiple position classification, replacing the single position classification description currently in place. Substantive changes in the duties of the Administrative Technician include enhanced description of overall duties. The scope of responsibilities and duties were broadened to include a wider range of support services provided to departmental/divisional staff. This classification is distinct from other paraprofessional/technical and advanced clerical by the nature of the broadened duties. Exhibits: Administrative Technician Class Specification OPEN SESSION AGENDA ITEMs--A DATE CITY OF AZUSA ADMINISTRATIVE TECHNICIAN DEFINITION Under general supervision, performs secretarial duties and a variety of para-professional, technical and assigned administrative tasks in support of a department activity including programs,projects and services;performs related duties as required. ESSENTIAL FUNCTIONS Provides direct and confidential secretarial support to a department head and other staff members as required; maintains calendar of appointments; receives visitors, ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures; may take shorthand or transcribe dictation on a regular basis. Responds to inquiries from the public and City staff regarding departmental programs, procedures, activities and other matters which require an in-depth knowledge of the department. Establishes and/or maintains files on departmental activities; researches files to obtain information requested by departmental staff or necessary to the preparation of reports or conduct of other office business. Handles administrative tasks associated with sub-components of departmental programs; establishes and carries out record keeping procedures; develops or obtains forms and documents; interfaces with other City staff and outside agencies in obtaining information and coordinating activities; maintains personnel files and types performance evaluations and disciplinary actions. Assembles and copies departmental agenda forms and documents and distributes same information; makes arrangements for department board meetings, attends board meetings and takes notes as needed. Assists with the administration and coordination of specialized reports, projects and services as directed. Prepares documents and reports to outside agencies on specialized activities, monitors program information and maintains monthly reports. Prepares and assembles a variety of specialized documents and packages with distribution of the same; attends projected related meetings as directed. Organizes and coordinates special events as directed by the Department Head. Manages record storage, destruction and retrieval of Division's records and files. Assists the Department Head with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conducts research and provides recommendations regarding project activity. Administrative Technician(Revised) Class Specification MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. QUALIFICATION GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance. Example combinations include equivalent to completion of the twelfth grade supplemented by course work in office procedures, administrative processes and courses or training in the area of the assigned specialty specific to the City department; three years of experience in the assigned specialty is required. Knowledge, Skills and Abilities Considerable knowledge of the office and administrative procedures, record keeping, business maintenance procedures and systems; preparation of complicated documents. Work knowledge of the basic functions and organization of City government. Considerable knowledge of principles, practices, and procedures of the department to which the position is assigned. (i.e. accounting personnel, police, utilities, etc.) SPECIAL REQUIREMENTS Ability to work independently and efficiently in a standard office environment ;oma 4 r ,,, AZUSA PERSONNEL ACTION REPORT NEW HIRE/SEPARATION/RETIREMENT NAME CLASSIFICATION DEPT PROS* HIRE SEPARATION REG* DATE DATE None to Report PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER NAME CLASSIFICATION DEPT PROB* HIRE SEPARATION REG* DATE DATE None to Report *PROB. =Probationary Status *REG =Regular Appointment CC =City Clerk CD =Community Development CS =Community Services FN =Finance HR =Human Resources LB =Library PD =Police PW =Public Works RD =Redevelopment UTL =Utilities OPEN SESSION AGENDA ITEM: 6 DATE: 6-25-02 I RECRUITMENT PROGRESS REPORT 11 C w n aQ • Recruitment No. CLASSWCATIQN TYPE ,OPEN CLOSE. CURRENT STATUS #Apps #Accept WRITTEN Part-W Pass-W ORAL INTV Part-OB EL List �? 1 Reference Librarian-PT Open 10-18-01 Until Filled Reposting announcement 12 1 NA d 2 Police Officer Trainee Open 04-02-02 Cont. Accepting Applications 20 17 _ z _9 3 Police Dispatcher Cont 11-01-00 Cont. Accepting Applications 104 66 0 4 Police Officer—Lateral(updated) Cont 09-18-00 Cont. Receiving apps 5 4 NA NA NA 06/24/02 5 Police Corporal Prom 04-02-02 04-15-02 Interviews Scheduled 14 14 05/22/02 14 11 06/19-06/20 11 µJ 6 Police Dispatcher—Lateral(updated) Cont 03-14-02 Cont. Accepting applications 1 1 N/A N/A N/A 7 Economic Development Specialist Open 03-14-02 Until Filled Interviews Scheduled 33 _ 26 N/A N/A N/A 06/27/02 a Q 8 Water Utility Worker I Prom 04-18-02 05-01-02 Interviews Scheduled 6 _ 4 N/A N/A N/A 06/18/02 4 0 p 9 Human Resources Technician Prom 05-20-02 05-30-02 Interview Scheduled 1 1 N/A N/A N/A 06/26/02 **Rio Hondo College,Fullerton,Orange County Sheriff's Dept.,&Golden West. 24-hour jobline;and U.S.Mail 250 agencies. All announcements sent via:City e-mail;posted throughout the City;City Website. June 20,2002 3