Loading...
HomeMy WebLinkAboutE-3 Staff Report - Council HR Action ItemsCONSENT ITEM E-3 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES DATE: FEBRUARY 18, 2020 SUBJECT: HUMAN RESOURCES ACTION ITEMS BACKGROUND: This action approves Personnel Action Requests reviewed and recommended by the Personnel Board. RECOMMENDATION: Staff recommends 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). ANALYSIS: The Personnel Board reviewed the following recommendations of City Staff and approved the following actions in accordance with the City of Azusa Civil Service Rules. A. MERIT INCREASE AND/OR REGULAR APPOINTMENT DEPT NAME CLASSIFICATION TYPE OF ACTION / EFFECTIVE DATE RANGE/STEP BASE MO. A Utilities Anthony Hernandez Senior Administrative Technician Merit Increase 1/29/2020 4179/03 $5,029.83 B Utilities Carlos Paredes Apprentice Line Mechanic Merit Increase 1/02/2020 5204/03 $7,243.80 C Police Nicasio Covarrubias Police Sergeant Regular Appointment 12/16/2019 3416/04 $9,934.10 D Police Jonathan Rush Police Corporal Regular Appointment 10/7/2019 6106/05 $8,268.52 E Economic & Community Development Carina Campos Economic Development Specialist Merit Increase 12/07/2019 4190/04 $6,155.04 APROVED CITY COUNCIL 2/18/2020 Human Resources Action Items February 18, 2020 Page 2 B. NEW APPOINTMENT – The following appointments have been requested by the appropriate Department Heads pursuant to the Rules of the Civil Service System, Section 5.7.5. Appointment: C. CLASS SPECIFICATION REVISION – The following job specification has been reviewed and approved by the respective bargaining unit and is being proposed in order to meet the business needs of the Department: CLASSIFICATION BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. Librarian ACEA 4175 $4,790.31 $5,822.65 Payroll Specialist ACEA 4174 $4,351.71 $5,289.53 D. RECLASSIFICATION(S) – The following reclassifications have been requested by the respective Department Head and are being made in accordance with the City of Azusa Rules of the Civil Service System, Section 3.8. Reclassification: DEPARTMENT NAME CLASSIFICATION FROM/TO EFFECTIVE DATE RANGE/STEP BASE MO. SALARY Police Tamara Patlogar From: Police Administrative Services Manager To: Police Administrative Services Manager and Custodian of Records 7/01/2019 From: 3411/5 $9,065.90 To: 3412/5 $9,972.49 Administrative Services Merci Rodriguez From: Payroll Specialist To: Senior Payroll Specialist 2/23/2020 From: 4179/03 $5,029.83 To: 4179/03 $5,029.83 E. NEW CLASS SPECIFICATION(S) – The following job specifications have been reviewed and approved by respective bargaining units and are being proposed in order to meet business needs of the Department: CLASSIFICATION BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. Senior Payroll Specialist ACEA 4179 $4,562.20 $5,545.38 FISCAL IMPACT: All proposed changes were approved with the FY 2019/20 Adopted Budget and/or are able to be absorbed with anticipated salary savings from the current year budget. DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. Public Works Jose Baza Park Maintenance Worker I 2/24/2020 4153/01 $3,573.73 Human Resources Action Items February 18, 2020 Page 3 Prepared by: Reviewed and Approved: Bianca Munoz Talika M. Johnson Human Resources Technician Director of Administrative Services Reviewed and Approved: Sergio Gonzalez City Manager Attachments: 1. Librarian Class Specification 2. Police Administrative Services Manager and Custodian of Records Class Specification 3. Payroll Specialist Class Specification 4. Senior Payroll Specialist Class Specification Date Adopted: 11-2-92 Date Revised: 2-11-2020 Date Approved: 2-11-2020 ACEA Salary Range: 4175 CITY OF AZUSA LIBRARIAN DEFINITION Under limited supervision, performs professional librarian duties including reference, cataloging, children’s services or adult services; performs related duties as required. CLASS CHARACTERISTICS The Librarian class is a professional classification, distinguished from the Library Assistant III classification by its responsibility for professional library work. This class differs from m the Senior Librarian classification by the latter’s primary responsibility to assist the Library Services Manager and/ or Director in planning, organizing, directing, and supervising overall library activities, services, and operations. 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. Research, develop, and implement library programs for the community. Provide input for ongoing and future library projects and services. Assists groups and individuals in locating and obtaining materials; furnishes information or provides orientation to library facilities and services; explains and assists in the use of reference materials and sources, such as card catalog or book and periodical indexes to locate information. Provides specialized research and reference assistance requiring knowledge of library collection, reference books, and materials; compiles bibliographies of library materials; may search catalog files and reference materials to locate information on a requested topic; may answer verbal or written inquiries regarding special reference subjects; answers correspondence on special reference subjects. Selects, orders, and classifies new books and materials; according to judgment, determines which books and materials need binding, replacement, or withdrawing, may assemble and arrange displays of books and other library materials. Plans and directs or conducts special projects involving library promotion and outreach activity; recruits and trains volunteers. As a designated representative of the Library, or in the absence of the Library Services Manager, attends meetings, conferences, or other functions; provides information or participates in discussions regarding Library activities. Provides instruction, and otherwise assists in the training of other Library personnel. Attachment 1 MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate and individual with a disability. QUALIFICATIONS GUIDELINES Education and/or Experience: Possession of a Master’s degree in Library Science or Library and Information Science from an ALA accredited program and at least 2 years of Public Library experience. Knowledge and Skills: Considerable knowledge of the principles and practices of professional library work; literature and services for the assigned program; use of various library tools; practices involved in the cataloging, classifying, and processing of library materials. Ability to communicate clearly and concisely, both orally and in writing; perform technical library tasks; analyze data and information draw logical conclusions; assists library patrons with reference and library related questions; select appropriate library materials and books; develop and implement library programs; train personnel on unit activities, procedures and regulations; operate programs within allocated amounts; respond to emergency and problem situations in an effective manner; communicate effectively with a variety of personnel and establish/maintain effective working relationships; explain and apply policies and procedures; interpret and apply rules, regulations, procedures and policies; understand and follow verbal and written directions; promote community interest in library services; assist others in conducting research and collecting information regarding a variety of subjects; operate a computer and use of a variety of computer software; keep accurate records. SPECIAL REQUIREMENTS Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record. Environmental Conditions Work is performed throughout City library facilities; 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 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 4 Date Adopted: 12-02-96 Revised: Range: NEW RANGE 3412 AMMA CITY OF AZUSA POLICE ADMINISTRATIVE SERVICES MANAGER AND CUSTODIAN OF RECORDS (Civilian Position) DEFINITION Under limited supervision, plans, directs, coordinates, supervises and participates in the preparation, processing, and management of police records, communications, and property & evidence; manages and coordinates diverse and complex administrative support service assignments; plans, organizes and directs budgetary, fiscal, and personnel operations; coordinates and conducts various analytical studies; develops, establishes and implements policies and procedures; formulates programs and projects; performs related duties as required. 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. Directs police records preparation, processing, and files management activities; maintains security of police records, ensuring that information is released in accordance with related laws and department policies. Advises, and otherwise provides assistance to other department personnel regarding dispatching and records activities or the operation of automated records systems; provides liaison to other law enforcement agencies regarding dispatching and records related inquiries. Compiles statistical data, or directs such activity, and prepares reports; including disseminating uniform crime reporting data nationally monthly & annually; conducts records audits; and handles multiple DOJ (Department of Justice) audits related to various systems, including CLETS. Prepares work schedules for assigned staff and approves time off. Responds to inquiries and resolves complaints; provides information to the public in accordance with established laws, codes, regulations, and policies; Provides liaison to the public, and as designated representative, participates in committee or community activities to contribute to discussions regarding police activities. Directs and participates in the development and implementation goals, objectives, Attachment 2 Page 2 of 4 policies, and procedures; monitors effectiveness of policies and procedures and makes revisions or recommendations for improvement as appropriate. Acts as a member of the department management team in problem solving, decision–making, strategic planning, and coordinating the administrative functions of the department. Confers with lieutenants, sergeants, and other supervisory personnel regarding department wide administrative operations. Coordinates the implementation, maintenance, troubleshooting, and training of Department software to include public safety software (including phone & radio), computer aided dispatch, records management systems, and property & evidence systems; sets up user groups and privileges and various database parameters. Assists in the identification and recommendation of additional software or hardware needs; acquisitions; application and interface design and implementation; and departmental support liaison. System administrator for multiple databases. Conducts special projects involving department or work unit issues as assigned; conducts research and compiles statistics; performs internal records audits; prepares related reports. Participates in the development and administration of department budget. Enforces state and municipal codes as related to the processing of records and fee collection requirements. Recommends establishment and /or revision of fees. Prepare and supervise the preparation of and review grant proposals for various programs and projects; interact with governmental agencies regarding requirements for obtaining funds and monitoring procedures. Supervises and participates in personnel investigations of non-sworn staff. Supervises assigned staff; writes performance evaluations; assists with the selection of staff; recommends disciplinary action. Develops, administers, and conducts training programs. Oversees contracts for the administration of animal services and evaluates the city’s needs. Receives and handles complaints regarding animal services. Coordinates and manages multiple animal vaccination/licensing clinics for the city annually. Acts as the Custodian of Records for the department. Oversees court “Pitchess Motion” inquiries and handles court appearances. Maintains and organizes secure storage of police department personnel records; including retention and destruction procedures. Responsible for all protocols for CLETS (California Law Enforcement Telecommunications System) as the agency coordinator. Oversees the training and updates for CLETS for the department. Oversees Property and Evidence staff and activities; participates in Property and Page 3 of 4 Evidence tasks as required. Responsible for the maintenance, organization, and secure storage of property & evidence; including retention and destruction procedures. Reviews, interprets, and analyzes new and proposed legislation, determines effect of legislation on operations and programs, and implements appropriate action to ensure compliance; including oversight of Oversees State mandate reimbursements under SB90. Oversees the volunteer/internship program for the department; including acquiring new participants, establishing duties, completing evaluations and acting as a liaison to the participants and the school/organization. Performs related duties as required. CLASS CHARACTERISTICS The Police Administrative Services Manager is a non-sworn classification who reports to a Police Captain and is responsible for the managing of records, communications, property & evidence, and performs other administrative services. This class is characterized by the responsibility to develop, manage and coordinate the policies, programs, and financial operations of the Police Department. Incumbents exercise decision-making authority. Direct Supervision is exercised over professional, technical and/or clerical staff. 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 completion of a four-year college curriculum, or equivalent in public administration or a related field, including or supplemented by specialized training in automated records systems and communications systems; and five years of increasingly responsible administrative experience in a police agency which includes police dispatching and police records maintenance including three years in a responsible supervisory capacity. Successful completion of the Spillman Database Administrator training process is highly desirable. Knowledge and Skills Thorough knowledge of the principles and practices of: law enforcement records management; computerized systems used in municipal law enforcement agencies; laws, codes, regulations, and policies relating to the control of police records; basic principles and operating characteristics of law enforcement communications systems; major principles, practices and methods of public administration, budgeting; City personnel administration policies and procedures; principles of supervision; public relations techniques; interagency communication/ assistance techniques and practices; Page 4 of 4 principles and practices of police administration; general office procedures. Ability to communicate clearly and concisely, both orally and in writing; prepare and present oral and written reports concisely, completely, logically, and convincingly; research and prepare complex reports on a variety of subjects; effectively manage police records and dispatching systems; meet the public in situations requiring diplomacy and tact; establish and maintain effective relationships with the community at large, the City Council, and other public officials; represent the City in a variety of meetings; select, train, supervise a unit or section of the Police Department; evaluate employees; deal constructively and tactfully with conflict and develop effective resolutions; 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 ad procedures; analyze unusual situations and resolve them through application of management principles and practices; develop and implement record management inventory control and communications systems; plan and enforce a balanced budget; develop new policies impacting department operations/procedures; obtain information through interview and interrogation. SPECIAL REQUIREMENTS Possession of or ability to obtain a 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; may come in contact with potentially hazardous substances and bodily fluids when handling evidence. 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 equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Date Adopted: 11/23/2004 Date Revised: 2/11/2020 ACEA Range: 4174 CITY OF AZUSA PAYROLL SPECIALIST DEFINITION Under general direction, performs moderately responsible duties in the preparation, administration and maintenance of City payroll transactions and records, ensuring the payroll function is carried out in an accurate, timely manner in accordance with legal requirements and sound financial management principles and practices; and does related work assignments. CLASS CHARACTERISTICS This is the entry level class in the Payroll Specialist series, reports directly to the Director of Administrative Services and/or their designee and is distinguished from the Payroll Specialist II classification by the performance of routine and varied duties in the preparation administration, and maintenance of City payroll transactions and records. The Payroll Specialist II performs difficult and complex responsibilities which require substantial knowledge of City accounting and payroll policies and procedures. 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. Processing and preparation of bi-weekly City payroll; Review timekeeping reports to identify and resolve errors in time reported; Ensure availability of leave time reported; Verify earnings and deductions; Ensure payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions; Process stop payment requests and reissue checks; Verify and calculate overtime payments and verify, audit, edit and process the final payroll, benefit program payables, and paychecks; Generate and check final payroll reports and registers; Attachment 3 Payroll Specialist Class Specification Page 2 of 5 Coordinate wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions; Ensure the timely and accurate posting of payroll the financial accounting system; Process special payroll transactions, such as wage assignments and liens, advances and other special payments; Calculate and manually prepare special payroll transaction and pay checks; Ensure accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations; Answer employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures; Maintain various spreadsheets to track time and payments for designated purposes including various City benefit programs; Prepare journal vouchers for liability accounts, wage liens, garnishments and deposits for credit union, direct deposits and payroll taxes; Responsible for the generation and mailing of monthly, quarterly, and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS; Prepare and mail employee W -2 and related tax statements; Prepare payments requests and verify and reconcile payments to the City’s health and benefit providers and resolve billing errors and discrepancies with providers; Confer with Human Resources Department on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation; Maintain confidentiality of records and information, responsible for enforcement and maintenance of all payroll documents as they relate to the City’s record retention policy; Provides assistance to the City’s outside auditors on payroll related questions and matters; and Perform other related duties as assigned. Payroll Specialist Class Specification Page 3 of 5 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 GED equivalent and one (1) year of experience in payroll processing in automated payroll- processing systems. Experience in and knowledge of the municipal payroll environment; One Solution accounting software system; Cognos and CDD report writing is highly desirable. Knowledge and Skills Knowledge of procedures and practices governing payroll, time reporting and related financial transactions; automated office methods and practices/data processing systems and applications; basic principles of business mathematics and record keeping; and Microsoft Excel and Word. Ability to perform routine clerical, financial, record keeping work; reconcile differences within a record keeping system using mathematical skills; make arithmetic calculations quickly and accurately, recognize and correct computational errors, accurately compare, post and transfer numbers, operate a variety of office equipment including a ten-key calculator by touch; comprehend and apply written and oral instructions, work safely, efficiently and independently; understand and apply general fiscal and financial record keeping practices in the performance of assigned tasks; communicate effectively, both orally and in writing; use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of or ability to obtain a valid Class C California driver's license and maintain 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 This position requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. Extensive and repetitive physical activity involving the arms, Payroll Specialist Class Specification Page 4 of 5 wrists, and hands, including writing and using a keyboard and mouse to operate a personal computer is required. Acute hearing is required when providing phone and personal service. It also requires physical abilities associated with the ability to read, write and communicate in a work environment. 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. Date Adopted: TBD ACEA Range: 4179 CITY OF AZUSA PAYROLL SPECIALIST, SENIOR DEFINITION Under general direction, performs highly responsible duties in the preparation, administration and maintenance of City payroll transactions and records, ensuring the payroll function is carried out in an accurate, timely manner in accordance with legal requirements and sound financial management principles and practices; and does related work assignments. CLASS CHARACTERISTICS This is the full journey level class, reports directly to the Director of Administrative Services and/or their designee and is distinguished from other accounting support classifications by the specialization in performing as the lead worker in preparation of the City’s payroll and related financial functions. This classification is distinguished from the Payroll Specialist I classification by the performance of difficult and complex responsibilities which require substantial knowledge of City accounting and payroll policies and procedures. 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. Incumbents provide lead oversight and support in performing the following functions: Processing and preparation of bi-weekly City payroll; Review timekeeping reports to identify and resolve errors in time reported; Ensure availability of leave time reported; Verify earnings and deductions; Ensure payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions; Process stop payment requests and reissue checks; Verify and calculate overtime payments and verify, audit, edit and process the final payroll, benefit program payables, and paychecks; Generate and check final payroll reports and registers; Attachment 4 Payroll Specialist, Senior Class Specification Page 2 of 4 Coordinate wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions; Ensure the timely and accurate posting of payroll the financial accounting system; Process special payroll transactions, such as wage assignments and liens, advances and other special payments; Calculate and manually prepare special payroll transaction and pay checks; Ensure accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations; Answer employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures; Maintain various spreadsheets to track time and payments for designated purposes including various City benefit programs; Prepare journal vouchers for liability accounts, wage liens, garnishments and deposits for credit union, direct deposits and payroll taxes; Responsible for the generation and mailing of monthly, quarterly, and annual payroll, retirement and tax withholding information to federal and state government agencies and CalPERS; Audit and balance accounts in preparation for generating tax reports; Generate and reconcile year-end payroll reports; prepare and mail employee W - 2 and related tax statements; Prepare payments requests and verify and reconcile payments to the City’s health and benefit providers and resolve billing errors and discrepancies with providers; Confer with Human Resources Department on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation; Training of backup personal for payroll function; Coordinate with Human Resources Department staff to provide payroll related information for employment verification requests; Payroll Specialist, Senior Class Specification Page 3 of 4 Maintain confidentiality of records and information, responsible for enforcement and maintenance of all payroll documents as they relate to the City’s record retention policy; Provides assistance to the City’s outside auditors on payroll related questions and matters; and Perform other related duties as assigned. 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 completion of some college level course work in accounting principles, methods and practices and three (3) years of progressively responsible experience in payroll process in automated payroll-processing systems. Experience in and knowledge of: municipal payroll environment; One Solution accounting software system; Cognos and CDD report writing is highly desirable. Knowledge and Skills: Knowledge of procedures and practices governing payroll, time reporting and related financial transactions; automated office methods and practices/data processing systems and applications; basic principles of business mathematics and record keeping; and Microsoft Excel and Word. Ability to perform difficult clerical, financial, record keeping work; reconcile differences within a record keeping system using mathematical skills; make arithmetic calculations quickly and accurately, recognize and correct computational errors, accurately compare, post and transfer numbers, operate a variety of office equipment including a ten-key calculator by touch; comprehend and apply written and oral instructions, work safely, efficiently and independently; understand and apply general fiscal and financial record keeping practices in the performance of assigned tasks; communicate effectively, both orally and in writing; use good judgment in handling highly sensitive and/or confidential matters with discretion and maintain the privacy of such information. MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. Payroll Specialist, Senior Class Specification Page 4 of 4 SPECIAL REQUIREMENTS Possession of or ability to obtain a valid Class C California driver's license and maintain 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 This position requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. Extensive and repetitive physical activity involving the arms, wrists, and hands, including writing and using a keyboard and mouse to operate a personal computer is required. Acute hearing is required when providing phone and personal service. It also requires physical abilities associated with the ability to read, write and communicate in a work environment. 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.