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HomeMy WebLinkAboutD-5 Staff Report - Proposed Restructuring Administrative Services DepartmentSCHEDULED ITEM D-5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: SERGIO GONZALEZ, CITY MANAGER DATE: AUGUST 19, 2019 SUBJECT: PROPOSED RESTRUCTURING OF FINANCE AND HUMAN RESOURCES DEPARTMENTS TO ADMINISTRATIVE SERVICES DEPARTMENT BACKGROUND: The recent departure of the Human Resources/Risk Management Director presents the City an opportunity to restructure and introduce greater operational efficiencies and cost savings by combining the Human Resources and Finance Departments. The recommended action requests authorization to combine Finance and Human Resources into one by creating an Administrative Services Department. RECOMMENDATIONS: Staff recommends the City Council take the following actions: 1)Approve the restructuring of the Finance and Human Resources Departments into one department, Administrative Services; and 2) Approve the attached job specification of Administrative Services Director; and 3) Approve the attached job specification of Human Resources Manager; and 4) Approve the reclassification of the Director of Finance to the Director of Administrative Services and authorize a 15% salary increase. ANALYSIS: City Management regularly seeks ways to improve City operations by recommending efficiency opportunities and cost savings measures where possible without negatively impacting services to the Community or greatly disrupting the City’s workforce. An efficiency and cost savings opportunity is recommended for Council consideration by restructuring the Human Resources and Finance Departments, into one department, Administrative Services. This proposed realignment is not uncommon in government organizations. Human Resources and Finance staff regularly work together on projects including, but not limited to payroll, benefits administration, labor negations, MOU APPROVED CITY COUNCIL 8/19/2019 Restructure – Administrative Services Department August 19, 2019 Page 2 implementation, and risk management. The recommended actions request authorization to combine both Departments into one by creating an Administrative Services Department. Finance Department The Finance Department is made up three divisions: Accounting, Payroll, and Purchasing. Finance provides fiscal administrative services for the City in the areas of budgeting, financial monitoring and reporting, accounts payable and receivable, cash receipting, procurement, stores, and payroll administration. Finance is strategically managed by the Director of Finance with majority of day-to-day operations of the Department being supervised by the Assistant Director of Finance, together, overseeing two Senior Accounts, a Budget Administrator, two Senior Accounting Specialists, two Payroll Specialists, a Purchasing Agent, a Storekeeper, and a Department Intern. The current organizational chart for the Finance Department is attached for visual reference. Human Resources The Human Resources Department (HR) is made up of two divisions: 1) Personnel Services, which entails benefits administration, recruitment and selection, and employee relations, and 2) Risk Management, which entails worker’s compensation and liability insurance management. Currently, the Department is comprised of a Human Resources/Risk Management Director, two Human Resources/Risk Management Analysts, a Human Resources Technician, and two Department Interns. The current organizational chart for the Finance Department is attached for visual reference. Restructuring Proposal In order to realize cost savings and additional efficiencies, Staff proposes to combine the Finance and Human Resources Departments into one department, Administrative Services. Under the Administrative Services Department, Finance and HR will become divisions whose primary functions will remain separate. The Administrative Services Department will be managed by the proposed Administrative Services Director. With vacancy of the HR/Risk Management Director, Staff proposes to downgrade the position to a Human Resources Manager. The HR manager will be responsible for overseeing the personnel services component of HR. A job specification and request for promotional recruitment was approved by the Personnel Board on August 13, 2019 for the HR Manager position, pending Council’s approval of this proposed restructuring. Staff also proposes to reclassify the City’s current Director of Finance to the Director of Administrative Services which will manage the Assistant Finance Director, HR Manager, and oversee all Risk Management related matters. Both of the proposed job specifications are attached to this report. An additional efficiency opportunity with the proposed restructure would be to convert the three part- time Department Intern positions currently within Finance and HR to one full-time administrative support staff person. This staff person would be responsible for handling front office operations for the Administrative Services Department such as answering phones, generating billing advices, paying invoices, contract tracking, setting up rooms for meetings and trainings, routing documents for signature, filing, maintaining Department calendars, etc. Restructure – Administrative Services Department August 19, 2019 Page 2 Upon council approval the proposed restructuring would become effective immediately. The proposed organizational chart for the Administrative Services Department is attached for visual reference. FISCAL IMPACT: Budgeted salaries and benefits savings in the current year from the proposed restructure will be approximately $113,000 and $104,000 in the subsequent year with no changes in total full-time positions as follows: Change Position Salary Benefits Total New Classification Director of Administrative Services 175,090$ 53,990$ 229,080$ New Classification Human Resources Manager (Step 3)97,120 35,800 132,920 New Position Administrative Technician 52,220 26,910 79,130 Eliminate Position Director of Human Resources/Risk Management (140,000) (48,350) (188,350) Eliminate Position Hr/Risk Mgt Analyst (U/F Sr Hr Risk Mgt Analyst) (74,700) (30,730) (105,430) Eliminate Position Director of Finance (159,440) (51,620) (211,060) Eliminate Positions Department Interns / Part-Time (Human Resources) (23,705) (2,380) (26,085) Eliminate Position Department Intern / Part-Time (Finance) (13,040) (1,225) (14,265) Total Savings (86,455)$ (17,605)$ (104,060)$ Budgeted Cost Savings Reviewed and Approved: Sergio Gonzalez City Manager Attachments: 1) Current Finance Department Organizational Chart 2) Current Human Resources Department Organizational Chart 3) Proposed Administrative Services Department Organizational Chart 4) Job Specification Administrative Services Director 5) Job Specification Human Resources Manager FINANCE DEPARTMENT ORGANIZATIONAL CHART Current Structure Director of Finance Accounting Senior Accountant Senior Accountant Budget Administrator Senior Accounting Specialist (AP) Senior Accounting Specialist (AR/Cash) Payroll Payroll Specialist Payroll Specialist Purchasing Purchasing Agent Storekeeper Assistant Director of Finance Department Intern 11 Full-time Employees 1 Part-time Employee Attachment 1 HUMAN RESOURCES DEPARTMENT Current Structure Director of Human Resources & Risk Management Personnel Services HR/Risk Management Analyst HR Technician HR Intern (PT) Risk Management HR/Risk Management Analyst HR Intern (PT) 4 Full-time Employees 2 Part-time Employees Attachment 2 ADMINISTRATIVE SERVICES DEPARTMENT Proposed Structure Director of Administrative Services FINANCE DIVISION Assistant Director of Finance Accounting Senior Accountant Senior Accountant Budget Administrator Senior Accounting Specialist (AP) Senior Accounting Specialist (AR/Cash) Payroll Payroll Specialist Payroll Specialist Purchasing Purchasing Agent Storekeeper RISK MANAGEMENT DIVISION HR/Risk Management Analyst (0.5 FTE) HUMAN RESOURCES DIVISION HR Manager HR/Risk Management Analyst (0.5 FTE) HR Technician Administrative Technician 15 Full-time Employees Attachment 3 Date Adopted: TBD Class Code: 2116 CITY OF AZUSA DIRECTOR OF ADMINISTRATIVE SERVICES DEFINITION Under limited supervision, plans, directs and oversees the Administrative Services Department that is composed of Human Resources functions, which includes: risk management, benefits administration, recruitment and selection, and employee relations, and Finance functions, which includes: accounting, payroll, budget, revenue collection, purchasing and central stores; participates in the development of policies related to assigned areas of responsibility; reviews and assists in the addressing of general City concerns as a member of the City's executive team; performs related duties as required. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Supervises the Fiscal Management Program of the City including budget preparation and monitoring, collection and disbursement of revenues, payroll, accounting, and financial reporting and auditing. Monitors city compliance with various laws and regulations governing the administration of fiscal affairs. Oversees the compilation of budget requests, preparation of preliminary and final budget documents, and various transactions required for budget control and administration; forecasts City revenues, expenditures and develops year-end-balances. Directs the preparation of revenue, expenditure, debt, costs, and other reports on departmental operations, as required by law or requests from City Manager and/or City Council. Provides advice and counsel to the City Council, City Manager, and staff on fiscal planning, revenue and expenditure projections, and related matters. Develops departmental budget; directs the preparation, implementation and control of the City's annual operating and capital improvement budgets. Establishes and directs city-wide policies and procedures regarding financial transactions and financial reporting with assistance and counsel of operating departments. Plans, directs, and coordinates the administration of the Human Resources Program including recruitment, selection, classification, compensation, employee benefits, employee training and development, labor relations, employee recognition, as well as grievance/discipline components. Oversees responsibilities of the Personnel Officer, who works closely with the Personnel Board to perform duties assigned pursuant to the Municipal Code and Rules of the Civil Service System. Acts as advisor to the City Council and City Manager on labor relations matters, administrative and program decisions; assists in the formulation of labor negotiations policy. Serves as the Chief Negotiator in the labor negotiations process; conducts salary and benefit surveys; administers labor agreements and disciplinary action proceedings; meets with bargaining group representatives. Administers the Risk Management Program, including worker's compensation, liability, and other insurance programs. Plans, directs, and coordinates the administration of workers’ compensation, liability, and safety programs Attachment 4 Director of Administrative Services Class Specification Page 2 of 3 for the City; manages the liability claims process. Resolves complaints and problems which cannot be satisfactorily addressed by subordinates. Coordinates departmental activities with other City departments and outside agencies. Participates in City management staff meetings and may serve on special task forces or direct the conduct of projects having a general city-wide impact. Selects department employees; plans, organizes, and assigns work; develops and establishes work methods and standards; directs or conducts staff training and development; reviews and evaluates employee performance; executes disciplinary action. CLASS CHARACTERISTICS This is a single class that is responsible for overseeing the City’s Finance and Human Recourses Divisions by managing and implementing the City’s financial affairs and financial practices and the City’s personnel related and risk management functions. Seeks out ways to maximize the City’s assets, minimize costs, and improve the City’s business and financial practices and provides leadership to the Human Resources Division and fosters an organization and work environment emphasizing the value of performing, caring and learning. 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 a bachelor's degree in public or business administration, accounting, human resources or closely related field, and five years of progressively responsible experience in accounting work with, preferably governmental, including at least three years in a supervisory capacity. Knowledge and Skills Extensive knowledge of governmental accounting and finance administration principles, systems, procedures, reports, and practices; management and organization theories, principles, practices, and methods; the laws and regulations which govern finance administration; treasury management and investment programs available for governmental funds; sources of revenue to fund City services and budgeting processes. Knowledge of current and innovative principles and practices of human resources administration including recruitment, classification and compensation, training, labor relations, benefits administration, research and analysis; applicable Federal, State, and municipal, laws, regulations, policies, and rules; principles and practices of organization, administration and budget preparation; report writing techniques and methods; principles and practices of risk management, claims investigation, and processing. Ability to think strategically and comprehensively; teach teamwork by example; communicate clearly and concisely, both orally and in writing; research and prepare complex reports on a variety of subjects; establish and maintain cooperative working relationships with coworkers, the community at large, the City Council, and other related contacts; plan, direct, and coordinate accounting, purchasing, stores, and revenue collection, personnel relations, recruitment and selection, benefits administration, risk management, worker’s compensation and manage a department; select, train, supervise and evaluate employees; represent the City in a variety of meetings; make decisions regarding operational and personnel functions; operate programs within allocated amounts; respond to emergency and problem situations in an effective manner; understand, explain and apply policies and procedures; analyze unusual situations and resolve them through application of management principles and practices; develop comprehensive plans to meet future City needs/services; deal constructively with conflict and Director of Administrative Services Class Specification Page 3 of 3 develop effective resolutions; plan and enforce a balanced budget; develop new policies impacting department operations/procedures; interpret financial statements and cost accounting reports. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Drivers License and a satisfactory driving record. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Page 1 of 2 Date Adopted: TBD Range: 3213 CITY OF AZUSA HUMAN RESOURCES MANAGER DEFINITION Under limited supervision, plans, organizes, and manages the operations of the Human Resources Division and performs a variety of responsible professional, administrative, and supervisory duties related to personnel and benefit administration of the Human Resources Division; and performs related duties as required. CLASS CHARACTERISTICS Administrative direction is provided by the Director of Finance and incumbent provides support to City staff on labor-relations issues, personnel administration, recruitment and selection, and benefit administration. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Develops and implements recruitment plans and schedules; develops related literature and job advertising; manages and participates in applicant screening, test development, and administration; develop eligibility lists; notify applicants of status during the various phases of the recruitment/selection process. Conducts classification studies and develops class specifications; conducts salary and benefits surveys; performs analysis and develops recommendations regarding recommended adjustments and program of implementation; prepares detailed reports. Prepares and maintains periodic reports pertaining to federal and state requirements; prepares routine statistical reports. Develops, recommends and coordinates the implementation of policies, training programs, rules, and practices for carrying out the personnel program. Provides administrative staff support and participates in the labor negotiations process; participates in the administration of labor agreements and disciplinary action proceedings. Attends conferences, meetings, or public functions; may lead or participate in discussions regarding personnel issues. Responds to inquiries, advises or provides assistance to the City Manager, other City staff, Personnel Board, Council, other agencies, and the public regarding personnel matters. Manages the work of other division personnel in the execution of responsibilities. Serves as the Personnel Officer to the Personnel Board and perform duties as assigned pursuant to the Municipal Code and Rules of the Civil Service System. Prepares and administers division budget. Administers the employee benefit program. Performs related duties as required. Attachment 5 HR Manager Class Specification Page 2 of 2 MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. 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 equivalent to a bachelor's degree in public or business administration, or a related field, and two years of recent, increasingly responsible work experience in personnel administration and risk management which provided the required knowledge and ability, including recruitment, classification and compensation analysis, labor relations, personnel administration. Knowledge and Skills: Considerable knowledge of the principles and practices of personnel administration including recruitment, classification and compensation, labor relations, benefits administration, research and analysis; applicable federal, state, and municipal rules; principles and practices of organization, administration and budget preparation; report writing techniques and methods. Ability to communicate clearly and concisely, both orally and in writing; research and prepare complex reports on a variety of subjects; plan, coordinate and organize assignments to meet deadlines; perform complex professional administrative and analytical work requiring sensitivity to issues; prepare and present reports; represent the City in a variety of meetings; provide liaison to other City personnel, other agencies, and the public; respond to emergency and problem situations in an effective manner; understand, explain and apply policies and procedures; analyze unusual situations and resolve them through application of management principles and practices; operate a computer and utilize a variety software programs; deal constructively with conflict and develop effective resolutions; assist in developing new policies impacting department operations/procedures; plan and administer recruitment programs; supervise the work of assigned staff; perform classification and compensation analysis. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record. Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.