HomeMy WebLinkAboutAgenda Packet - November 25, 2003 - PB _ Foes
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AGENDA
PERSONNEL BOARD REGULAR MEETING
NOTICE it 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: November 25, 2003
TIME: 6:30 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 Frank Allen, Co-Chair 0 Lee Ann Mickey
0 Leslie Dierking 0 Joseph Guarrera
Others Present
0 Merle Wynn, Acting Personnel Manager
0 Julie Gutierrez, Deputy City Manager
3. APPROVAL OF MINUTES: October 28, 2003
4. INSTALLATION OF COUNCIL APPOINTEE PERSONNEL BOARD MEMBER-Jake Bushey(Three
-year term: October 1, 2003 thru September 30, 2003)
5. INSTALLATION OF EMPLOYEE ELECTED PERSONNEL BOARD MEMBER-Joseph Guarrera
(Three-year term: October 1, 2003 thru September 30, 2003)
6. CLOSED SESSION:
a) Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title:Account Specialist III
b) Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,'54957):
Title: Police Corporal
c) Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Police Officer
d) Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Office Specialist II- Flexible Promotion
e) Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code',54957):
Title: Street Maintenance Worker III-Flexible Promotion
7. OPEN SESSION:
a) Reclassification Request: (pursuant to Civil Service Rules, Sections 3.8/Reclassification and
3.9/Request for Reclassification 4.2.5/Movement to High Classification - ASSOCIATE
DIRECTOR OF FINANCE)
b) Reclassification Request: (pursuant to Civil Service Rules, Sections 3.8/Reclassification and
3.9/Request for Reclassification 4.2.5/Movement to High Classification - SENIOR OFFICE
SPECIALIST)
c) Personnel Action Report- Informational
d) Recruitment Progress Report- Informational
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: PB MEMBERS AND/OR STAFF.
10. ADJOURNMENT:
F.,
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'AZUSA'
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
October 28, 2003
A regular meeting of the Personnel Board was called to order at 6:35 p.m. in the West Wing Conference Room by Frank
Allen, Vice Chair.
ATTENDANCE Personnel Board Members: Frank Allen (Vice Chair) Lee Ann Mickey, and Leslie Dierking.
Staff Liaison: Merle Wynn, Acting Human Resources Manager
ABSENCE Mickey/Dierking to excuse Jake Bushey
APPROVAL OF MINUTES Mickey/Allen-to approve the minutes.
October 14, 2003
Merit Increases, Regular Dierking/Mickey -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:
Name Classification Dept. Type of Action/Eff. Range/Step
Date Base Mo.
Fabiola Wong Associate Planner CD Reg Appt 4201/3
8-14-03 $4,499.75
Ericka Ceccia Police Administrative Technician PD Merit Inc 4174/3
9-18-03 $3,478.68
Steve Sandoval Street Maintenance Crew Supervisor PW Reg Appt 4184/5
9-4-03 $4,200.29
Sallie Acero Customer Care Operations Supervisor UTL Merit Inc 5203/5
9-24-03 $5,268.90
Santiago Cabral Meter Reader UTL Merit Inc 5179/3
9-18-03 $3.841.42
Warren Mandigo Meter Reader UTL Merit Inc 5179/3
9-25-03 $3,841.42
PERSONNEL BOARD Pursuant to Municipal Code Chapter 2, Article V, Division 4, Section 2-411. Duties. The
REGULAR MEETING Personnel Board elected to hold regular meetings at 7:00 p.m.
TIME
COMMENTS, Nominations held 10/23/03 for vacant Personnel Board vacancy; elections to be held 10/30/03.
UPDATES AND/OR
REPORTS
ADJOURNMENT Dierking/Mickey-to adjourn the meeting at 6:43 p.m.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPRVOED: 11-25-03
Page 1 of 1.
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AZUSA.
HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Merle Wynn, Acting Human Resources Manager
Date: November 25, 2003
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 Ruby Toledo Account Specialist III FN Merit Inc 4174/5
10-5-03 $3,966.95
B John Madaloni Police Corporal PD Reg Appt. /5
7-29-03
C Carlos Plascencia Police Officer PD Merit Inc 6101/5
10-22-03 $4,836.22
CLOSED SESSION AGENDA ITEM: 6.A - C
DATE: 11-25-03
.
AZUSA
TO: Honorable Chair and Members of the Personnel Board
FROM: Merle Wynn, Acting Personnel Manager
DATE: November 25, 2003
SUBJECT: Flexible Staffing Promotion Recommendations
Pursuant to the rules of the Civil Service System the Director of Recreation&Family Services&the Director of
Public Works have submitted performance appraisals for the following employees and recommends Promotions
within the Flexible Staffing Provisions.
Name From Classification To Classification Dept Effective Range/Step
Date Base Monthly
D Rosa Arevalo Office Specialist I Office Specialist II RFS 11-22-03 4143/5
$2,959.42
E Scott Henry Street Maintenance Worker II Street Maintenance Worker III PW 11-21-03 4174/4
$3,786.20
CLOSED SESSION ITEM: 6.D-E
DATE: 11-25-2003
OF rqa
1AZUS
AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Merle Wynn, Acting Human Resources Manager
DATE: November 25, 2003
SUBJECT: ASSOCIATE DIRECTOR OF FINANCE - RECLASSIFICATION
RECOMMENDATION
The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.8 and
3.9, that the City Council adopt the reclassification of the Associate Director of Finance (formerly
Assistant Director of Finance).
BACKGROUND
A review of the organizational structure within the Finance Department revealed the need to shift
the daily operational and supervisory oversight directly to the position of Associate Director of
Finance. This position will report to the Deputy City Manager whose expansive duties include
long range fiscal planning and overall financial leadership for the City.
The attached class specification reflects the enhanced duties, responsibilities and accountability
required at the Associate/middle-management level. Additionally, the class specification was
retooled to describe the actual functions and responsibilities related to City compliance of fiscal
affairs and daily operational oversight.
This position and benefits will remain assigned under the Compensation and Benefits
Memorandum covering Middle Management Positions. The monthly salary range for this position
is recommended at $5,656.26 - $6,898.52 (formerly $5,386.91 - $6,570.02).
Exhibits: Associate Director of Finance Class Specification
OPEN SESSION AGENDA
DATE 11 2c-03
Date adopted:
Range Number:
CITY OF AZUSA
ASSOCIATE DIRECTOR OF FINANCE
DEFINITION
Under general direction, organizes, manages and supervises City accounting, auditing, accounts
payable/ receivable, cash collection, general ledger, payroll, purchasing/stores and financial
reporting; assists in the planning, development, and control of the City budget; performs related
duties as required.
CLASS CHARACTERISTICS
The Associate Director of Finance is a single FLSA exempt position class reporting to the Deputy
City Manager and serves in the leadership role in his/her absence. Along with the Deputy City
Manager, assists the overall city organization to improve business and financial practices and to
be more entrepreneurial and cost-effective. Seeks out ways to maximize the city's assets,
minimize costs and augment revenues.
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.
Provides leadership and direction within the Finance Department.
Organizes, manages and supervises City accounting, auditing, accounts payable/receivable,cash
collection,general ledger, payroll, purchase order and financial reporting functions; coordinates
financial matters with departments for the Deputy City Manager.
Directs the coordinating, planning, and developing of accounting and auditing operations and
related office procedures; directs the auditing of systems and internal controls; coordinates and
prepares work papers for required audits with Federal, State, County and City auditors.
Assists in the administration of the City annual budget; assists in coordinating the budgeting
activities of other departments; develops and administers the Finance Department budget.
Develops departmental goals and objectives; recommends policies and implements procedures
to conduct activities; ensures that departmental functions are conducted in accordance with
related laws, ordinances, rules and regulations; assists in the development of comprehensive
plans to satisfy future needs for departmental services.
Prepares the City's annual reports of financial transactions; prepares other departmental and City
reports; maintains the General Ledger; ensures compliance with generally accepted accounting
principles; prepares Federal, State, County and City mandated reports.
Participates in City management staff meetings and may serve on special task forces.
Class Specification
Associate Director of Finance
Monitors City compliance with various laws and regulations governing the administration of fiscal
affairs.
Establishes and directs City-wide policies and procedures regarding financial transactions and
financial reporting with assistance and counsel of operating departments.
Keeps abreast of developments in the field of finance administration.
Selects department employees; plans and organizes work; develops and establishes work
methods and standards; conducts or directs the conduct of staff training and development;
reviews and evaluates employee performance; and recommends disciplinary action.
QUALIFICATIONS 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 graduation
from an accredited four-year college or university with major course work in accounting,
economics, business, or a closely related field; any combination of recent experience and training
equivalent to five years of progressively responsible professional experience in local governmental
accounting and finance, including at least one year in a supervisory capacity. A master's degree
in a related field or a CPA is desirable.
Knowledge, Skills and Abilities
Thorough knowledge of the principles and practices of municipal accounting, auditing,budgeting,
purchasing, and investments;generally accepted accounting principles; financial administration;
accounting and purchasing systems; principles and practices of supervision; modern electronic
and mechanical equipment and procedures. Ability to communicate clearly and concisely, both
orally and in writing; research and prepare complex reports on a variety of subjects; establish and
maintain effective financial controls; plan, direct, and coordinate a variety of accounting,auditing
and payroll functions; select, train, supervise and evaluate employees; perform professional
accounting level work; make decisions regarding operational and personnel functions; operate
programs within allocated amounts;analyze complex financial records and problems; understand,
explain and apply policies and procedures; analyze unusual situations and resolve them through
application of management principles and practices; assist in developing comprehensive plans to
meet future departmental needs/services; coordinate departmental functions with other
departments and outside agencies and auditors; assist in planning and enforcing a balanced
budget; assist in developing new policies impacting departmental operations/procedures;
interpret financial statements and cost accounting reports; prepare financial reports and meet the
physical requirements established by the City.
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#1101 T
.AzusAj
AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Albert Tovar, Library Director
VIA: Merle Wynn, Acting Human Resources Manager
DATE: November 25, 2003
SUBJECT: Senior Office Specialist Reclassification
RECOMMENDATION
The Personnel Board recommends, pursuant to City of Azusa Civil Service Rules Section
3.3 and 3.9, that the City Council adopt the reclassification of staff member Karen Mingle
from the position of Library Assistant III to Senior Office Specialist
BACKGROUND
A recent review of the job duties undertaken by the Library Assistant III revealed the need
to reclassify the incumbent (currently working out of class) to a classification which more
accurately reflects the duties performed by the incumbent.
Currently the incumbent's job duties consist of:
1. Prepares and documents in final form most library promotional literature, flyers,
and brochures. Sorts and reviews library in-coming correspondence and routes to
the appropriate division.
2. Uses computer software programs to perform a variety of clerical tasks that
include editing of library newsletters, filing of documents, and typing for
Department Head review.
3. Processes financial transactions and maintains accounting records for the library
department. Interacts with other city departments on library fiscal or selected
operational issues. Uses the city's electronic accounting system (BiTech) to enter
purchase requisitions for approval by the Department Head.
OPEN SESSION AGENDA ITEC!
DATE
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4. Under the direction of library management staff, coordinates departmental
activities and programs with other City departments and outside agencies.
5. Prepares, validates, processes, and/or checks a variety of library documents and
records such as invoices, and requesting requisitions. Performs notary public
service, and compiles and records fiscal and statistical data according to
established procedures.
6. Compiles routine orders lists by extracting recommended titles from review
sources and from requests from professional library staff. Maintains files for
orders, and reconciles library acquisitions. Maintains meeting notes for the
Friends of the Library. Receives written and/or oral instruction.
7. In the area of fiscal accountability, recommends and assists in implementing
departmental procedures and policies.
8. Replies to public inquiries in accordance with City and departmental policies.
9. Other duties include serving as a Passport Acceptance Agent to process citizen
applications and as a Notary Public for the Library Department.
10. Serves on special interest committees within the Library Department and with the
Metropolitan Cooperative Library System.
This position and benefits will remain assigned under the Compensation and Benefits
Memorandum covering Azusa City Employees Association. The monthly salary range for
this position is recommended at $2,834.30 - $3,408.25 (formerly $2,630.53 -
$3,160.56).
Exhibits: Senior Office Specialist Class Specification
Date Adopted: 1/17/95
Class Code: 4512
CITY OF AZUSA
SENIOR OFFICE SPECIALIST
DEFINITION
Under general supervision, performs clerical duties of moderate difficulty and variety of para-professional,
technical,and assigned administrative tasks in support of a department activity;performs related duties as
required
CLASS CHARACTERISTICS
This class is distinguished from the Office Specialist class series by its responsibility for performing
moderately difficult clerical tasks requiring considerable department program and technical knowledge,and
for performing para-professional and routine administrative tasks in support of department activity. This
class may be utilized in various City departments and may be assigned a specific area of responsibility
unique to the department.
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.
Prepares, sorts, files, and/or processes a variety of correspondence, reports, records, and documents in
draft and final form.
Performs a variety of clerical tasks including typing, filing, editing.
Provides clerical and para-professional support to department management, fellow staff members, other
City personnel, outside agencies and the public relating to routine administrative, fiscal or operational
issues.
Coordinates departmental activities and programs with other City departments and outside agencies.
Prepares, validates, processes, and/or checks a variety of documents and records, such as time sheets,
invoices,confirming requisitions,and public notices for completeness,accuracy,and submission standards;
compiles and records fiscal and statistical data according to established procedures.
Compiles routine reports by extracting and/or tabulating information from a variety of sources,such as files,
correspondence, meeting notes, logs, previous reports, and/or oral instruction.
Recommends and assists in implementing department procedures, policies and goals.
Replies to public inquiries in accordance with City and departmental policies.
MARGINAL FUNCTIONS
These are position functions which may be changed,deleted or reassigned to accommodate an individual
with a disability.
Senior Office Specialist
C/ass Specification
QUALIFICATIONS 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 Graduation from high school
or equivalent supplemented by coursework in office procedures and courses or training in the area of
the assigned specialty specific to the City department; two years of progressively responsible clerical
experience which includes public contact. One year of experience in the assigned specialty would be
preferred.
Knowledge, Skills and Abilities
Considerable knowledge of the general office methods and techniques, fiscal record keeping; records
processing and maintenance procedures and systems; preparation of complicated documents.
Working knowledge of the basic functions and organization o f 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.) Ability to communicate clearly and concisely, both
orally and in writing;prepare reports;maintain accurate records and files;choose among alternatives to
resolve problems; perform moderate to difficult clerical work;communicate effectively with a variety of
personnel and establish/maintain effective work relationships with the public, department heads, City
staff, outside agencies; explain and apply rules, regulations, procedures and policies; understand and
follow verbal and written directions;work independently;perform mathematical computations including
adding, subtracting, multiplying and dividing accurately; operate a computer and use a variety of
computer software; learn office methods and procedures; type and transcribe dictation; use correct
English grammar, punctuation and spelling; alphabetize or numerically/chronologically sort materials;
maintain records and perform specific program activities;perform assigned specific program activities;
serve as liaison between outside agencies, the department head, and other City departments; handle
confidential matters with discretion. Skill in the operation of a typewriter, word processor and/or
computer at an acceptable rate of speed.
Ill Aiv
AZUSA
PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
NAME DEPT PROS* HIRE SEPARATION
REG* _ DATE DATE
Joann Hernandez Police Dispatcher PD PROB 10-27-03
Peter MacKay Transportation Manager TR 12-16-85 11-17-03
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
NAME CLASSIFICATION FROM/TO DEPT
None
*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: 7.C.
DATE: 11-25-03
IVI
RECRUITMENT PROGRESS REPORT
O
ri
Recruitment No. CLASSIFCATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept Written/Practical Part-W Pass-W Pass-P Oral Intvw Part-OB EL IIt
1 Police Dispatcher Cont 11-01-00 Cont. Awaiting interviews 230 176 -
2 Police Officer—Lateral(updated) Cont 09-18-00 Cont. Accepting applications 23 18 N/A N/A N/A N/A
3 Police Dispatcher—Lateral(updated) Cont 03-14-02 _ Cont. Accepting applications 5 4 N/A N/A N/A N/A 0
4 Information Technology Analyst Open 08-28-03 10-27-03 Accepting applications 93 _ (A
5 Meter Reader Open 09-08-03 09-25-03 Accepting applications 416 408 10/25/03 86 14 N/A 11/18/03 11 8W
6 Human Resources Director Open 09-13-03 _ 10-20-03 Accepting applications 199 17 N/A N/A N/A N/A 11/19/03 6 SZ
in
i 7 Police Corporal Promo 09-17-03 10-13-03 Accepting applications 5 5 11/3/03 5 4 N/A 11/17/03 4 4WW
cc
8 Water Utility Equipment Operator Promo 10-23-03 11-06-03 Accepting applications 7 6 Pending 0 0
9 Building Inspector Open Waiting to post
**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.
November 25,2003
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