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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: APRIL 5, 2021 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(S) AND/OR REGULAR APPOINTMENT(S): B.FLEX STAFFING PROMOTION – The following flex promotion has been requested by the appropriate Department Head pursuant to the Rules of the Civil Service System, Section 5.4.2 Flexible Staffing: DEPT NAME CLASSIFICATION TYPE OF ACTION / EFFECTIVE DATE RANGE/STEP BASE MO. A Police Steven A. Rodriguez Police Officer Merit Increase 12/17/2020 6101/04 $7,495.18 B Administrative Services Merci Rodriguez Senior Payroll Specialist Merit Increase 02/24/2021 4179/05 $5,818.48 DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. Public Works Vidal Villagomez Jr. From: Street Maintenance Worker II To: Street Maintenance Worker III 02/22/2021 8174/04 $5,189.73 APPROVED CITY COUNCIL 4/5/2021 Human Resources Action Items April 5, 2021 Page 2 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. Executive Assistant to the City Manager UNREPRESENTED 4187 $4,980.71 $6,054.08 D. RECLASSIFICATION(S) – The following reclassifications are requested by the respective Department Head and is 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 Utilities Manuel Garcia From: Associate Electric Utility Engineer To: Electrical Engineer 04/18/2021 From: 4222/05 $8,359.89 To: 3448/04 $8,720.28 Utilities Mohammad Ammar Tohmeh From: Engineering Associate To: Water System Engineer 04/18/2021 From: 4222/05 $8,359.89 To: 3435/05 $8,824.37 Utilities Stephanie Urich From: Senior Administrative Technician To: Power Resources Scheduler 04/18/2021 From: 4179/05 $5,818.48 To: 4238/01 $7,240.31 FISCAL IMPACT: All proposed changes were approved with the FY 2020/21 Adopted Budget and/or are able to be absorbed with anticipated salary savings from the current year budget. Prepared by: Reviewed and Approved: Bianca Munoz Talika M. Johnson Human Resources Specialist II Director of Administrative Services Reviewed and Approved: Sergio Gonzalez City Manager Attachment: 1. Classification Specification – Executive Assistant to the City Manager (clean) 2. Classification Specification – Executive Assistant to the City Manager (redline) Page 1 of 3 Date Revised: 4-5-21 Class Code: 4187 CITY OF AZUSA EXECUTIVE ASSISTANT TO THE CITY MANAGER DEFINITION Under general supervision, performs a variety of highly responsible, confidential, and complex secretarial and administrative duties in support of the City Manager, Deputy City Manager, and City Council. The position coordinates overall office support functions and activities for the City Manager’s Office in addition to maintaining appointment schedules and calendars for the City Manager and other executive staff members. The Executive Assistant makes complex decisions regarding interpretation of City policies and procedures; assists the public by providing information personally or directing information requests according to established procedures with minimal supervision and/or direction; sorts, logs, and maintains financial records and other documents including accounts payable; prepares the annual department budget and runs reports for management and other departments as needed; may supervise clerical staff assigned to the City Manager’s office; represents the City Manager’s Office and/or the City in a variety of committees as assigned; performs other related duties as required. CLASS CHARACTERISTICS This is a single position class reporting directly to the City Manager and characterized by varied confidential, secretarial, clerical, and administrative tasks normally performed with a relatively high level of judgment and independence. Incumbent regularly carries out the office support and administrative operations required by the City Manager, City Manager’s Department, City Council, and/or various lay commissions or committees which assist the Council in formulating and implementing City policies and programs. In addition, the Executive Assistant may be responsible for representing the City Manager’s Department on a number of committees. This class is differentiated from other Administrative Assistant classes due to more varied responsibilities, performance of sensitive and confidential duties, and involvement with City policy making members and boards. The incumbent receives general supervision from the City Manager and Deputy City Manager and may provide functional supervision to lower level office support staff. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. The essential functions will be noted in the announcement of position availability. Functions include but are not limited to the following: Performs a wide variety of routine, confidential, and complex office, clerical, and administrative support tasks in support of the City Manager’s Office, City Council, and other administrative staff; maintains calendars and schedules for appointments; makes meeting and special event arrangements in accordance with established criteria; coordinates travel arrangements as directed. Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source and authority; represents the City to all callers and visitors in a professional and customer friendly manner. Prepares correspondence from dictation, verbal instruction or hand-written copy, or initiates routine correspondence in accordance with established policy; composes, types, and distributes complex reports, documents, or other materials such as proclamations and legislative letters from the City Manager and City Council Members; facilitates transmission to other offices and agencies; serves as liaison with departments and requests action of department staff in the name of the City Manager. Assists the City Manager’s Office with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; serves on a variety of committees on behalf of the Administration Department; Attachment 1 Page 2 of 3 conducts research and provides recommendations regarding special project activity; may direct other staff in the course of performing assigned tasks. Maintains financial records, running reports for management and recording a wide range of financial transactions including accounts payable; assists in the preparation of the department budget by preparing budget documents, estimating cost increases, submitting budget data for review and tracking expenditures; purchases goods and supplies; prepares and reviews purchase orders processed for payment through the City’s finance system; processes payroll for various departments/divisions as required. Provides assistance to Council Members for public appearances, including gathering information and resources for public presentations; assists with the preparations for newly elected Council members and annual reorganizations; assists with the coordination of special events on behalf of the City Manager’s Department. Establishes and/or maintains filing and retrieval systems for inter-related files and records; utilizes computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other standard and automated office equipment, including a variety of word processing and software applications. Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public. 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 an associate of arts degree from an accredited college/university and five years of responsible secretarial experience, which involved administrative responsibilities of a highly sensitive nature, and contact with the public, including or supplemented by specialized training in the clerical/secretarial occupational field. (Additional experience may be substituted for educational requirements on a year for year basis.) Knowledge and Skill Levels: Thorough knowledge of secretarial and general office methods and techniques including filing, records processing, and maintenance procedures and systems; preparation of complicated documents requiring specialized typing. Skill in the operation of a variety of office equipment, applications, and software systems. Ability to communicate clearly and concisely, both orally and in writing; keep accurate records; analyze situations carefully and adopt effective courses of action; understand the operation of the City and outside agencies; compose correspondence with little direction and oversight; represent the City Manager/City in a variety of committees and events; interpret and apply rules, regulations, legislation and policies; understand and follow verbal and written directions; type accurately and at an acceptable rate of speed; operate a computer and use a variety of computer software; prioritize and follow-up on work assignments; meet critical deadlines; work independently and as part of a team; compile and maintain complex records and files; edit documents for correct English grammar, punctuation, and spelling; conduct research; maintain confidentiality of records and information; interpret, explain and apply applicable laws; make sound decisions within established guidelines; communicate effectively with a variety of personnel and establish and maintain effective working relationships. 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 Class C California driver's license and a satisfactory driving record. Physical, Mental, Environmental Conditions 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, Page 3 of 3 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 3 Date Revised: 4-5-21 Class Code: 4187 CITY OF AZUSA EXECUTIVE ASSISTANT TO THE CITY MANAGER DEFINITION Under general supervision, performs a variety of highly responsible, confidential, and complex secretarial and administrative duties and administrative tasks in support of the City Manager, Deputy City Manager, and City Council. The position coordinates overall office support functions and activities for the City Manager’s Office in addition to maintaining appointment schedules and calendars for the City Manager and other executive staff members. The Executive Assistant makes complex decisions regarding interpretation of City policies and procedures; assists the public by providing information personally or directing information requests according to established procedures with minimal supervision and/or direction; sorts, logs, and maintains financial records and other documents including accounts payable; prepares the annual department budget and runs reports for management and other departments as needed; may supervise clerical staff assigned to the City Manager’s office; as assigned, represents the City Manager’s Office and/or the City in a variety of committees as assigned; performs other related duties as required. CLASS CHARACTERISTICS This is a single position class reporting directly to the City Manager and characterized by varied confidential, secretarial, clerical, and administrative tasks normally performed with a relatively high level of judgment and independence. Incumbent regularly carries outhandles the office support and administrative operations required by the City Manager, City Manager’s Department, City Council, City Manager’s Office and/or various lay commissions or committees which assist the Ccouncil in formulating and implementing City policies and programs. In addition, the Executive Assistant ismay be responsible for representing the City Manager’s Department on a number of committees. This class is differentiated from other Administrative Assistant classes due to more varied responsibilities, performance of sensitive and confidential duties, and involvement with City policy making members and boards. The incumbent receives general supervision from the City Manager and Deputy City Manager and may provide functional supervision to lower level office support staff. ESSENTIAL FUNCTIONS These functions may not be present in all positions in this class. The essential functions will be noted in the announcement of position availability. Functions include but are not limited to the following: Performs a wide variety of routine, confidential, and complex office, clerical, and administrative support tasks in rovides direct and confidential secretarial support toof the City Council, City Manager’s Office,, Deputy City Manager City Council, and other administrative staff; receives visitors and answers phones; maintains calendars and schedules for appointments; makes meeting and special event arrangements in accordance with established criteria; makes coordinates travel and meeting arrangements as directed. Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source and authority; represents the City to all callers and visitors in a professional and customer friendly manner. Prepares correspondence from dictation, verbal instruction or hand-written copy, or initiates routine correspondence in accordance with established policy; composes, types, and distributes complex reports, documents, or other materials such as proclamations and legislative letters from the City Manager, Deputy City Manager, and City Council Members, or compiles and types reports from a variety of sources; facilitates transmission to other offices and agencies; serves as liaison with departments and requests action of department staff in the name of the City Manager. Assists the City Manager’s Office and Deputy City Manager with a variety of administrative tasks using discretion and Attachment 2 Page 2 of 3 independent judgment in accordance with general direction; serves on a variety of committees on behalf of the Administration Department; conducts research and provides recommendations regarding special project activity; makes meeting and special event arrangements in accordance with established criteria; may direct other staff in the course of performing assigned tasks. Collects information and prepares and distributes agenda for City council meetings; obtains required agenda materials from appropriate departmental staff; requests action of department staff in the name of the City Manager; follows up on Council actions as directed by the City Manager. Maintains financial records, running reports for management and recording a wide range of financial transactions including accounts payable; assists in the preparation of the department budget by preparing budget documents, estimating cost increases, submitting budget data for review and tracking expenditures; purchases goods and supplies; prepares and reviews purchase orders processed for payment through the City’s finance system; processes payroll for various departments/divisions as required. Serves a liaison with departments, agencies and the general public; responds to inquiries from the public and other City employees; provides explanation of City procedures requiring understanding of policies and regulations, or refers inquiries to the appropriate authority. Provides assistantce to Council Members for public appearances, including gathering information and resources for public presentations; assists with the preparations for newly elected Council members and annual reorganizations; assists with the coordination of special events on behalf of the City Manager’s Department. Establishes and/or maintains filing and retrieval systems for inter-related files and records; utilizes computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other standard and automated office equipment, including a variety of word processing and software applications. sorts, files, and processes a variety of documents; performs a variety of clerical tasks including typing, proofreading, filing, editing, and copying a variety of materials; operates office machines, including computer terminals, typewriters, and calculators. Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public. 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 an associate of arts degree from an accredited college/university and fiveour years of responsible secretarial experience, which involved administrative responsibilities of a highly sensitive nature, and contact with the public, including or supplemented by specialized training in the clerical/secretarial occupational field. (Additional experience may be substituted for educational requirements on a year for year basis.) Knowledge and Skill Levels: Thorough knowledge of secretarial and general office methods and techniques including filing, records processing, and maintenance procedures and systems; preparation of complicated documents requiring specialized typing. Skill in the operation of a variety of office equipment, applications, and software systems including a typewriter or word processing equipment at a comparable rate. Ability to communicate clearly and concisely, both orally and in writing; keep accurate records; analyze situations carefully and adopt effective courses of action; understand the operation of the City and outside agencies; compose correspondence with little direction and oversightindependently; communicate effectively with a variety of personnel and establish/maintain effective working relationships; represent the City Manager/City in a variety of committees and events; interpret and apply rules, regulations, legislation and policies; understand and follow verbal and written directions; work independently; type accurately and at an acceptable rate of speed; operate a computer and use a variety of computer software; prioritize and follow-up on work assignments; meet critical deadlines; work independently and as part of a team; take dictation or transcribe form a dictating machine; compile and maintain complex records and files; edit documents for correct English grammar, punctuation, and spelling; conduct research; maintain confidentiality of records and information; interpret, explain and apply applicable laws; make sound decisions within established guidelines; communicate effectively with a variety of personnel and establish and maintain effective working relationships.apply modern office methods and utilize a variety of office equipment. Page 3 of 3 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 Class C California driver's license and a satisfactory driving record. Physical, Mental, Environmental Conditions 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.