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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: JANUARY 18, 2022 SUBJECT: HUMAN RESOURCES ACTION ITEMS BACKGROUND: The recommended actions approves Personnel Action Requests reviewed and recommended by the Personnel Board. RECOMMENDATIONS: Staff recommends the City Council take the following actions: 1)Approve the following Personnel Action Requests in accordance with the City of Azusa Civil Service Rules and applicable Memorandum of Understanding(s). 2)Approve Resolution No. 2022-C05 to update classification titles of Director of Utilities and Director of Recreation and Family Services. 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.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: DEPT NAME CLASSIFICATION TYPE OF ACTION / EFFECTIVE DATE RANGE/STEP BASE MO. A Administration Amy Ojeda Executive Assistant to the City Manager Reg Appt/Merit Increase 01/06/202 4187/05 $6,296.25 B Public Works Richard Gardea Public Works Superintendent Merit Increase 12/17/2021 3435/04 $$8,740.35 APPROVED CITY COUNCIL 1/18/2022 Human Resources Action Items January 18, 2022 Page 2 C. PROMOTION – The following promotional appointment has been requested by the appropriate Department Head pursuant to the Rules of the Civil Service System, Section 12.2 Promotion: D. CLASS SPECIFICATION REVISION – The following job specifications have been reviewed and approved by the respective bargaining units and are being proposed in order to meet the business needs of the Departments: CLASSIFICATION BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. Deputy City Clerk I/II ACEA DCCI: 4158 DCCII: 4174 $3,894.26 $4,525.78 $4,733.50 $5,501.11 Street Maintenance Crew Supervisor SEIU 8184 $5,129.16 $6,234.52 E. SEPARATION(S)/RETIREMENT(S) – The following separations are submitted for informational purposes: DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE Utilities Manny Robledo Director of Utilities 01/01/2022 Utilities Richard Jaramillo Welder/Water Distribution Worker I 12/16/2021 Utilities Garett Conrad Water Distribution Crew Supervisor 01/16/2022 Police Robert Xavier Saldana Police Officer 12/21/2021 Police Angelica Pena Police Dispatcher 01/04/2022 Police George Hellas Police Officer 12/16/2021 Information Technology Margaret Delano Senior Information Technology Analyst 12/22/2021 F. NEW RESOLUTION TO UPDATE DIRECTOR TITLES – In order to stay current with industry trends and relevant with the duties of the positions, it is recommended that the classification title of Director of Utilities be changed to General Manager and Director of Recreation and Family Services be changed to Director of Community Resources. DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. Police Joshua Leyland Police Officer TBD – Pending Background Results 6101/05 $8,189.77 Community Resources Sonny Cravens Recreation Coordinator 01/24/2022 4151/01 $3,695.95 Administrative Services Shawna Murray Senior Accountant TBD – Pending Background Results 4211/01 $6,435.57 DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. Information Technology Edson Arreola From: Information Technology Analyst To: Senior Information Technology Analyst 01/24/2022 4214/01 $6,465.94 Human Resources Action Items January 18, 2022 Page 3 FISCAL IMPACT: All proposed changes were approved with the FY 2021/22 Adopted Budget and/or are able to be absorbed with anticipated salary savings. Prepared by: Reviewed and Approved: Bianca Muñoz Shivali Mohan Human Resources Specialist II Human Resources Manager Reviewed and Approved: Reviewed and Approved: Talika M. Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachment: 1.Classification Specification – Deputy City Clerk I/II 2.Classification Specification – Street Maintenance Crew Supervisor 3.Resolution – Director Title Changes Date Adopted: X-X-XX1/18/2022 Part-time Range: 4158 ACEA Salary Ranges: 4158 and 4174 CITY OF AZUSA DEPUTY CITY CLERK I DEPUTY CITY CLERK II DEFINITION Under supervision, provides staff support to the Chief Deputy City Clerk. These positions assist in the preparation, storage, management and retrieval of official City records, the City Council agenda, and provide assistance with the conduct of municipal elections. SUPERVISION RECEIVED/EXERCISED Receives direction from the Department Director and Chief Deputy City Clerk. May exercise technical and functional supervision over administrative support staff. 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 direct and confidential advanced clerical support to the Chief Deputy City Clerk; •Assists with the preparation, assembly, printing and distribution of agenda packets; •May coordinate with department representatives to ensure that agenda items are received by the established deadline and meet appropriate format requirements; •May be required to attend City Council and/or Board meetings for taking, transcription and preparation of meeting minutes; •Assists with the indexing, retention and retrieval of documents related to City Council proceedings; ensures documents are in the correct format, include required attachments and obtains appropriate signatures prior to recording or dissemination for further action; •May respond to inquiries from City Council, Management Staff and the public regarding Council actions, official records, and interpretation of related policies, procedures and laws; •Researches and compiles data for special projects and reports as assigned; •Provides assistance to the public and Staff by helping to identify information and records relevant to public records requests; •Ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions exempt from the mandate of the Public Records Act; •May receive, process and monitor Statements of Economic Interests and Campaign Statements as mandated by the City’s Conflict of Interest Code and the Political Reform Act; Formatted: Not Highlight Attachment 1 Class Specification Deputy City Clerk I & II Page 2 of 4 • Receives and processes claims against the City, subpoenas, and summons; • Facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions and ordinances; • May assist in the preparation of the annual budget and monitor throughout the year; • Assists with the planning and conduct of municipal elections; • Performs related duties and responsibilities as assigned. • May notarize and certify documents and administer oaths of office; • Compose and publish legal publication of state and locally mandated hearings and meetings to ensure compliance with legal guidelines; • Plan, evaluate, and execute contract administration duties to ensure compliance with current laws and regulations, and verify contact authenticity; and • Codification of ordinances and maintenance of the Municipal Code, and other related state, federal, local, and administrative documents. CLASS CHARACTERISTICS & SUPERVISION EXERCISED: Deputy City Clerk I This is the entry level in the class series. Positions at this level usually perform most of the duties required of the position at the II level; however, are not expected to function at the same skill level and usually exercise less independent discretion in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as necessary. Since this class is often used as a training class, employees may have only limited or no directly related work experience. As experience and responsibilities grow, this position may at times provide direction and supervise the work of part-time department staff and/or interns. Deputy City Clerk II This is the full journey level in the class series. Positions at this level are distinguished from the I level by the performance of full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions at this level are normally filled by advancement from the I level. When filled from the outside, the employee is required to have prior related experience which allows the employee to meet the qualification standards for the II level. Positions at this level may fill in during the Chief Deputy City Clerk’s absence. QUALIFICATIONS GUIDELINES Education and/or Experience: A combination of education and/or experience that would provide the knowledge, skills and abilities necessary for satisfactory job performance. A working knowledge of applicable laws Formatted: Not Highlight Class Specification Deputy City Clerk I & II Page 3 of 4 and regulations including the Political Reform Act, Brown Act, California Public Records Act and California laws, Fair Political Practices Commission reporting requirements, and principles and practices related to the City Clerk function is highly desirable. A typical way to obtain the required knowledge and abilities would be: Deputy City Clerk I Experience: Two years of responsible administrative support experience required, preferably within a City Clerk’s Office, municipal government, or other public service organization. Experience providing clerical and administrative support such as developing agendas, preparing minutes, maintaining official records, and responding to public inquiries is highly desirable. Education: High school diploma or equivalent, supplemented by specialized training in the functions and activities of the City Clerk’s Office for a public agency. Deputy City Clerk II Experience: Three years of relevant and increasingly responsible administrative support experience plus one year of supervisory experience required, preferably within a City Clerk’s Office, municipal government, or other public service organization. Desirable relevant experience may include providing administrative support to a City Council, Board, Commission, or other body that requires developing agendas, preparing minutes, and maintaining official records; Processing Fair Political Practice Commission (FPPC) Statements of Economic Interest from elected and appointed officials and employees; Elections management; and Filing Campaign Finance Statements from office holders, candidates and committees. Education: An Associate’s degree or two years of college level coursework in records management, public or business administration, or a related field is highly desirable, supplemented by specialized training in the functions and activities of the City Clerk’s Office for a public agency; or completion of high school or equivalent, supplemented by three years of relevant and increasingly responsible administrative support experience within a City Clerk’s Office for a public agency. Licenses or Certification Possession of a valid Class C California Driver’s License with a satisfactory driving record. Possession of Certified Municipal Clerks (CMC) Certification through the International Institute of Municipal Clerks (IIMC) is desirable. Possession of or ability to obtain certification as a Notary Public within one year of employment. Knowledge of : Class Specification Deputy City Clerk I & II Page 4 of 4 Considerable knowledge of office and administrative procedures; organization and functions of municipal government and the City Clerk’s Office; pertinent Federal, State, local laws, codes, and regulations; English usage, spelling, vocabulary, grammar and punctuation; principles and procedures of records management, storage, retrieval and retention; principles of business letter writing and report preparation; basic mathematical principles; principles and practices used in dealing with the public; modern office procedures, methods and computer equipment; safe driving principles and practices. Ability and Skill to: Ability to communicate clearly and concisely, both orally and in writing; operate modern office equipment, including computer equipment and software, and voice transcription/dictation equipment; type at a speed of 50 40 net words per minute; provide information and organize material in conformance with policies and legal requirements; meet and deal tactfully and effectively with the public; choose among alternatives to resolve problems; interpret, explain and apply the policies, procedures, laws, codes, and regulations pertaining to City and City Clerk programs and functions; interpret a variety of public documents including contracts and ordinances; prepare and maintain accurate records; prepare official minutes; resolutions, and ordinances; prepare clear and concise reports; compose correspondence independently; understand and follow verbal and written directions; perform responsible administrative work involving the use of independent judgment and personal initiative; communicate effectively with a variety of personnel and establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Physical, Mental and Environmental Working 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. Special Requirements: Must be available to travel to different sites and locations and attend evening meetings. Street Maintenance Crew Supervisor Class Specification 1 of 3 Date Adopted: 08-18-14 Date Revised: 0108-1821-202217 Class Code: 2182 CITY OF AZUSA STREET MAINTENANCE CREW SUPERVISOR DEFINITION: Under limited supervision, performs skilled manual labor in the maintenance and repair of public works including streets, storm drains, traffic systems, sewers, sidewalks, and signs, and City buildings and facilities; establishes maintenance policies and procedures; leads the work of a crew engaged in such work; performs related duties as required. CLASS CHARACTERISTICS: This class is distinguished from Maintenance Worker by its responsibility to regularly lead a crew in maintenance projects involving City streets, storm drain, street signing, and sewer systems maintenance, and maintenance and repair of City buildings and facilities.. ESSENTIAL FUNCTIONS: Establishes policies and procedures relating to the preventive maintenance and repair of various City facilities and buildings. Supervises, directs, and coordinates facilities and building maintenance; oOversees work performed by staff to ensure compliance with established policies and procedures. Supervise the installation, servicing, and repairs of plumbing fixtures, heating and air conditioning, electrical equipment and wiring, and any related facilities maintenance activities. Makes budget recommendations and monitors expenditures of allocated funds. Receives schedules, monitors progress, and implements work requests and responds to complaints regarding the level of maintenance services. Participates and leads the work of a crew engaged in patching and paving streets, street cleaning, concrete repairs, maintenance and repair in public facilities, right-of- way maintenance, and replacing signs; operates and trains staff in the use of concrete saws, jack hammers, and related equipment. Participates and leads the work of a crew engaged in repairing storm drains, catch basins, sewer, street signs, street pavement, graffiti, and weed abatement, and the maintenance of City buildings and facilities.. Operates light and heavy equipment; performs routine maintenance and repair on equipment, and assists management with coordinating fleet maintenance services. Determines products, materials, and equipment to be used in assigned work; may interact with sales representatives; assists in the development and preparation of specifications and bid documents, prepare purchase orders; maintains inventories so that adequate materials, supplies, and tools are available; keep records of time, materials, supplies, equipment, and work performed. Formatted: Left Formatted: None, Space Before: 0 pt, After: 0 pt Formatted: Left Formatted: Left Formatted: Normal, Left, Right: 0", Line spacing: single Formatted: Font: 10 pt, Font color: Black Attachment 2 Street Maintenance Crew Supervisor Class Specification 2 of 3 Maintains sewers; operates sewer rodder, hydraulic jet cleaner, and various other equipment to clean sewer lines. Makes specific work assignments to crew members and assists in preparing performance evaluations; prepares and submits records and reports concerning materials and equipment used. Ensures work of crew is performed in a safe and efficient manner; trains subordinates in semi-skilled operations, work methods, and safety practices and procedures. Acts in the absence of the Public Works Supervisor, as assigned, in maintaining all related operations. Answers emergency calls from the public and other agencies taking appropriate action such as placing barricades, removing fallen trees and limbs, replacing street signs and emergency patching of streets, flood control facilities, and requests for assistance at City buildings and facilities. Coordinates major maintenance or construction projects with staff and contractors; reviews plans and blueprints of proposed projects; inspects work performed by contractors to ensure compliance with City regulations and standard; monitors contracts and assists in the development of new contracts for outside services. Performs related duties as required. MARGINAL FUNCTIONS: These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. QUALIFICATION GUIDELINES: Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance. Example combinations include completion of the twelfth grade or equivalent and three years of experience in public works maintenance and repair work, and public works technology programs comparable to a Street Maintenance Worker III in the City of Azusa. Knowledge, and Skills Considerable knowledge of equipment operation, techniques, and methods used in the construction and maintenance area of streets, sidewalks, signs, and storm drains; lead supervision training techniques, and the maintenance of City buildings and facilities safe work practices; uses and purposes of general construction tools and equipment; traffic laws, ordinances and rules involved in truck and heavy equipment operation; standards relating to the installation, location and required maintenance of traffic signs and pavement markings. Skill in operating equipment used in work performed. Ability to communicate clearly and concisely, both orally and in writing; knowledge of computer hardware and software programs to produce reports and spreadsheets; ability to write reports and keep accurate records; analyze data and information; assist in the selection, training, supervision and evaluation of employees; train personnel on unit activities, procedures and regulations; evaluate work procedures and recommend improvements; make decisions regarding operational and personnel functions; estimate job costs, accurately order supplies, and maintain inventory; respond to emergency and problem situations in an effective manner; communicate effectively with a variety of personnel and establish/maintain effective working relationships; understand, explain and apply policies and procedures; perform skilled maintenance, construction and repair work; understand and follow verbal and written directions; work independently; read and interpret basic maps and blueprints; operate a variety of equipment, vehicles, power and hand tools; perform heavy manual work on Formatted: Left Formatted: Left Formatted: Font color: Black Formatted: Left Formatted: Left Street Maintenance Crew Supervisor Class Specification 3 of 3 a regular basis; work safely. SPECIAL REQUIREMENTS: Possession of a Class B California driver's license with a Tank Combination Endorsement and a satisfactory driving record is required. PHYSICAL, MENTAL, ENVIRONMENTAL CONDITIONS: Environmental Conditions Work is performed in the field and in a standard office setting; may be exposed to extreme weather conditions, dangerous machinery, hazardous chemicals, and potential physical harm; 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 for prolonged periods of time or sit for moderate periods of times; to stoop, bend, kneel, crouch, reach and twist; to lift, carry, push and/or pull moderate to heavy amounts of weight up to 50 pounds; to operate office and machinery requiring repetitive hand movement and fine coordination, including use of a computer keyboard; and to verbally communicate to exchange information. Formatted: Left RESOLUTION NO. 2022-C05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA UPDATING CLASSIFICATION TITLES FOR DIRECTOR OF UTILITIES AND DIRECTOR OF RECREATION AND FAMILY SERVICES WHEREAS, the City of Azusa Municipal Code Sec. 2-90. Powers and Duties, authorizes the City Manager to alter department heads established terms; and, WHEREAS, the City of Azusa Civil Services Rule 1.1. Authority requires that amendments or revisions to the Position Classification Plan be approved by Resolution of the City Council; and, WHEREAS, in order to stay current with the Utilities industry trends and relevant with duties of the Utilities Department; and, WHEREAS, in 2018-2019 fiscal year, the City Council approved the reorganization and rename of the Recreation and Family Services Department to Community Resources Department. NOW, THEREFORE, BE IT RESOLVED as follows: SECTION 1: City Council of the City of Azusa does hereby adopt the classification title change from Director of Utilities to General Manager. SECTION 2: City Council of the City of Azusa does hereby adopt the classification title change from Director of Recreation and Family Services to Director of Community Resources. The City Clerk shall certify the passage of this Resolution. APPROVED AND PASSED this day of. MAYOR OF THE CITY OF AZUSA I HEREBY CERTIFY that the foregoing Resolution was duly passed by the City Council of the City of Azusa at a regular meeting thereof held on the day of AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Attachment 3 CITY CLERK OF THE CITY OF AZUSA