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HomeMy WebLinkAboutE-3 Staff Report - HR Council 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 4, 2022 SUBJECT: HUMAN RESOURCES ACTION ITEMS BACKGROUND: The recommended 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 Understandings. 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.CLASS SPECIFICATION REVISIONS – 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. Building Official AMMA 3435 $7,550.24 $9,177.34 Building Technician ACEA 4174 $4,525.78 $5,501.11 DEPT NAME CLASSIFICATION TYPE OF ACTION / EFFECTIVE DATE RANGE/STEP BASE MO. A Public Works Vidal Villagomez Jr. Street Maintenance Worker III Merit Increase 02/22/2022 8174/05 $5,667.18 B Administrative Services Diana Reyes Human Resources Specialist I Merit Increase 12/27/2021 4174/04 $5,239.16 APPROVED CITY COUNCIL 4/4/2022 Human Resources Action Items April 4, 2022 Page 2 CLASSIFICATION BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. From: Police Records Specialist I/II/III To: Police Records Specialist and Senior Police Records Specialist CAPP From: 9140/9150/9160 To: 9150/9160 From: $3,357.14/ $3,688.18/ $4,025.01 To: $3,688.18/ $4,025.01 From: $4,080.63/ $4,483.01 $4,892.42 To: $4,483.01/ $4,892.42 C. RECLASSIFICATIONS – 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 Police Kimberly Romo From: Police Records Specialist I To: Senior Police Records Specialist 04/17/2022 From: 9140/04 $3,886.31 To: 9160/02 $4,226.26 Police Jessica Sanchez- Cerda From: Police Records Specialist I To: Senior Police Records Specialist 04/17/2022 From: 9140/03 $3,701.25 To: 9160/01 $4,025.01 Police Connie Iglesias From: Police Records Specialist I To: Police Records Specialist 04/17/2022 From: 9140/01 $3,357.14 To: 9150/01 $3,688.18 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 Attachments: 1. Classification Specification – Building Official 2. Classification Specification – Building Technician 3. Classification Specification – Police Records Specialist 4. Classification Specification – Senior Police Records Specialist Page 1 of 2 Date Adopted: Date Revised: 3/22/22 Range: 3365 CITY OF AZUSA BUILDING OFFICIAL DEFINITION Under administrative direction, manages, plans, and directs the work of the Building Division; coordinates activities with those of other City departments, outside agencies, and contract resources; performs a variety of supervisory, administrative and technical work in the areas of building inspection, permit processing, and plan checking; develops and implements programs and procedures within the Building Division and performs other related duties as required. CLASS CHARACTERISTICS This position reports to the Director of Economic and Community Development and is responsible for planning, managing, and directing the work of the Department’s Building Division. 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. Accepts management responsibility for activities, operations, and services of the Building Division; provides interpretations of and decisions on applicable codes, rules, regulations, and technical problems; directs staff, and participates in checking plans and inspecting buildings for compliance with laws, codes, ordinances, and regulations governing the safety, construction, and alteration of buildings including structural, electrical, mechanical, and plumbing installations; issues building and related permits for building construction activities within the City. Supervises and participates in the development, implementation and maintenance of Division goals, objectives, policies, and procedures; reviews and evaluates work methods and procedures for improving organizational performance and meeting Division goals; ensures that goals are achieved. Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the general public. Provides information on building regulations, permits, procedures, developments, and related matters to developers, architects, engineers, contractors, and the general public; responds to daily phone calls, emails, and questions at the public counter. Assists in the coordination of proposed projects through the City’s development review process and participates in related meetings and addressing of issues. Researches code requirements, new materials, methods of construction, and related matters and drafts code revisions. Resolves field and office questions regarding the interpretation of the codes and regulations enforced by the division in order to clarify the application of their provisions, intent, and purpose. Monitors, prepares and presents verbal and written reports on building inspection and plan check activities; develops divisional procedures and rules, and ensures compliance; develops handouts and other materials for the general public; prepares and coordinates reports and presentations on current building issues for City Council, Planning Commission, community groups and others. Develops and administers the annual budget for the division.; discusses and resolves budget issues with appropriate staff; implements adjustments as necessary. Addresses complaints regarding activities of the Building Division and takes or directs appropriate corrective action. Projects trends in work load activity and assigns work in the most effective and efficient manner to maximize productivity of Division staff; oversees and directs Division office operations; maintains appropriate records and files; coordinates Attachment 1 Page 2 of 2 workflow. Assists in the selection of Division employees; coordinates the selection, orientation, training, and evaluation programs for assigned personnel; provides and coordinates staff training; provides positive motivation for employee performance; identifies and resolves staff deficiencies; fulfills discipline procedures; reviews the work of staff to ensure compliance with applicable laws, codes and regulations. Trains employees in conducting field inspections of building construction, plumbing and electrical installations; responds to the most complex and difficult inquiries and requests for information from the public; provides information and resolves services issues and complaints. May fill in for staff during absences or during vacation periods and provide temporary relief as required. MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. Class Specification Building Official 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 and five years of experience as a building inspector, building contractor, architect, structural engineer, or journey level inspector engaged in building inspection; including at least two years of related supervisory experience. Knowledge, Skills and Abilities Thorough knowledge of building, plumbing, electrical, mechanical, and related codes and regulations, including the Uniform Building Code; methods, materials, techniques, and practices employed in building inspection design and construction. Working knowledge of the principles and practices of organization, administration, budgeting, and personnel management; and organization and functions of the various trades, agencies, and organizations involved in the construction process. Ability to communicate clearly and concisely, both orally and in writing; research and prepare complex reports; conduct inspections of buildings and determine compliance with appropriate laws, codes and regulations; plan, direct, and coordinate building inspection and plan checking activities and manage the Division; 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; analyze, interpret and check complex plans, specifications, calculations, laws and regulations; deal constructively with conflict and develop effective resolutions; plan and enforce a balanced budget; develop new policies impacting Division operations/procedures and interpret financial statements and cost accounting reports. Special Requirements • Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record. • Possession of an International Code Council (ICC) issued California Building Official certification at the time of hire, or within one year of the hire date. • Possession of an International Code Council (ICC) issued California Building Plans Examiner certification, at the time of hire, or within one year of the hire date. • Possession of an ICC issued California Building, Electrical, Plumbing, and Mechanical Inspectors certifications, or a California Combination Inspector certification, or the equivalent of with major work in civil engineering or related field. A CASP certification is highly desirable. Page 1 of 2 Date Approved: 1-17-95 Range: 4169 CITY OF AZUSA BUILDING TECHNICIAN DEFINITION Under general supervision, performs technical work involving processing of permit applications, calculation of fees, issuance of permits; reviews construction plans for completeness; receives plans for plan checking; maintains permit tracking system; provides information to developers, contractors; homeowners, members of the public and private agencies at the counter, by computer, and by telephone; maintains related files; performs related clerical support and other related duties. CLASS CHARACTERISTICS The Building Technician is a single position class responsible for coordinating the permit application process; performing minor plan checking; processing building permit applications and issuing permits in accordance with established requirements. Receives general supervision from the Building Official. 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. Assists the public with processing forms, permit applications, and plan check submittals. , verifies required documents before issuance of permits (i.e., Workers Compensation, contractor license, business license, etc.). Issues building permits, reviews plans for compliance with established submittal standards, and processes plan check submittals, Answers general questions from the public, contractors, and other divisions and departments regarding Building Division policies, procedures, and functions regarding permit and plan check submittals; establishes construction valuations based on industry standards; and verifies City, state, and federal regulations pertaining to the issuance of permits to licensed contractors and home owners for building and construction projects. Provides information to public relative to required fees; collects fees and inputs into computer cashiering system. Maintains permit applications and drawings for active plan checks; compiles and maintains plan check files and records; ensures accuracy of plan check records; tracks status of plan checks and notifies applicants. Provides a variety of clerical and technical support duties, including but not limited to maintaining division records, permits, files, and other reference materials in a secure manner; gathering, researching and assembling a variety of information and monthly data for the preparation of reports and performs studies on industry standards as needed; creating and modifying division forms; composing a variety of documents, including letters, reports, memos; maintaining an inspection calendar, ordering office supplies; and reviewing incoming invoices. As needed coordinates building inspections and maintains records of daily inspections; generates and distributes daily inspection schedules to inspectors; as needed distributes permits to inspectors for daily updates. Attachment 2 Page 2 of 2 Iinputs permit applications into permit system, logs inspections and results, and advises public/contractors on inspection results. Class Specification Building Technician Provides technical support for the Building Division 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. A typical way of obtaining the required qualifications is to possess the equivalent of one year of permit issuance in a municipal department, or five years of responsible clerical experience requiring the application of policies and procedures related to building and construction, and a high school diploma or equivalent. An Associate’s Degree in a related field or experience in the field of Building is highly desirable. Knowledge, Skills and Abilities Permit approval and plan checking processes and procedures; understanding and explaining basic principles of building, plumbing, electrical, mechanical, and related codes and regulations, including the California Building Codes; general construction practices, methods, and terminology; ability to read and interpret building plans and specifications; classify, compute, tabulate, and categorize data; apply policies, procedures, and standards to specific situations; understand and carry out verbal and written directions; work effectively and independently in the absence of supervision; quickly and accurately calculate fees and valuations; operate a computer and use a variety of software programs to enter, revise, and retrieve records and perform specific program activities, communicate clearly and concisely, both verbally and in writing; deal tactfully and courteously with internal and external customers; maintain related files and records; observe safety principles and work in a safe manner; establish and maintain effective working relationships; as needed coordinate building inspection and plan check activities. Special Requirements Possession of, or ability to obtain a Class C California driver’s license. Possession of, or ability to obtain a Permit Technician certification issued by the International Code Council (ICC) or its equivalent within one year of the date of appointment. Page 1 of 2 Date Adopted: 11-20-95 Class Code: PRS I - 4741 PRS II - 4742 PRS III - 4743 CITY OF AZUSA POLICE RECORDS SPECIALIST DEFINITION Under general supervision, performs a variety of specialized clerical tasks involving the development, maintenance, retention, transition, and retrieval of Police Department records; provides general clerical support to department staff; performs related duties as required. CLASS CHARACTERISTICS This is a class series specification descriptive of the police non-sworn positions comprised of clerical, transcription typing, receptionist, and similar tasks. This is the entry level class in the Police Records Specialist series, reports directly to the Police Records Supervisor and/or their designee and is distinguished from the Senior Police Records classification by the performance of routine and varied duties in records processing. The Senior Records Specialist performs difficult and complex responsibilities which require substantial knowledge of police records processing and records 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. Transcribes, types and otherwise processes a wide variety of police records, reports, and materials, including arrest reports, warrants, citations, crime and traffic reports, fingerprint cards, and vehicle storage and impound forms; operates a variety of automated systems to create or revise computer files. Assists department personnel and the public in person and by phone; releases requested reports and related information to the public or to outside agencies in accordance with established regulations; provides general information regarding department policies, procedures, and regulations. Operates computer to enter, modify, and retrieve data such as stolen and recovered property, driver's license and vehicle registration information, warrants, and detective supplements; conducts record checks and researches files for requested information. Sorts, files, copies, and distributes crime reports, traffic reports, citations, and other records as appropriate; performs file searches to locate missing records; issues permits according to prescribed procedures. Accepts bail; receives fees; prepares receipts, standard forms, and records in accordance with established procedures; balances and submits daily cash deposits. May perform a variety of general clerical tasks, including typing correspondence, bulletins, lists, and standard forms; may sort and distribute mail; may prepare simple reports; may post and tabulate numeric data. Provides temporary and vacation relief for other staff as necessary; performs matron duties in the absence of a female police officer. Responds to, reviews, and processes requests for police records and public records, per department procedures, the Public Records Act, and laws and codes that regulate the release of information. Assists in responding to Subpoena Duces Tecum and other court processes regarding the release of information. May provide initial training of various tasks for Records Bureau personnel and provides ongoing training as required. Attachment 3 CITY OF AZUSA, POLICE RECORDS SPECIALIST I, II, III (continued) Page 2 of 2 Class Specification Police Record Specialist Assists in providing quality assurance controls and monitoring for various computer data entry and retrieval system. 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 graduation from high school, completion of specialized training in the clerical occupational field and Police Records Specialist: one year of general clerical experience which included a variety of typing and record keeping tasks, as well as public contact work. Knowledge and Skill Levels Police Records Specialist I: Working knowledge of related office methods and procedures; office equipment operation. Skill in the operation of a variety of office equipment, including typewriter operation at a rate of 40 wpm or word processing equipment at a comparable rate. Ability Level Ability to communicate clearly and concisely, both orally and in writing; prepare reports and keep accurate records; choose among alternatives to resolve problems; perform routine clerical work; communicate effectively with a variety of personnel and establish/maintain effective working relationships; explain and apply policies and procedures; interpret and apply laws (i.e. Public Records Act), rules, regulations; procedures and policies; understand and follow verbal and written directions; work independently; perform mathematical computations including adding, subtracting, multiplying and dividing accurately; operate a computer and use a variety of computer software; learn office methods and procedures; type and transcribe dictation; use correct English grammar, punctuation and spelling; alphabetize or numerically/chronologically sort materials; maintain records and perform specific program activities; train individuals or small groups of people; applying good customer service practices and techniques; demonstrate leadership ability in providing positive and appropriate customer contacts and in continuing development of customer services. Page 1 of 2 Date Adopted: 11-20-95 Class Code: PRS I - 4741 PRS II - 4742 PRS III - 4743 CITY OF AZUSA SENIOR POLICE RECORDS SPECIALIST DEFINITION Under general supervision, performs a variety of specialized clerical tasks involving the development, maintenance, retention, transition, and retrieval of Police Department records; provides general clerical support to department staff; performs related duties as required. CLASS CHARACTERISTICS This is a class series specification descriptive of the police non-sworn positions comprised of clerical, transcription typing, receptionist, and similar tasks. This is the full journey level class, reports directly to the Police Records Supervisor and/or their designee and is distinguished from other police records specialist classifications by the specialization in performing as the lead worker in preparation of police records. This classification is distinguished from the Police Records Specialist classification by the performance of difficult and complex responsibilities which require substantial knowledge of police records policies and procedures, including training. 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. Advanced knowledge of related office methods and procedures, transcribes, types and otherwise processes a wide variety of police records, reports, and materials, including arrest reports, warrants, citations, crime and traffic reports, fingerprint cards, and vehicle storage and impound forms; operates a variety of automated systems to create or revise computer files. Assists department personnel and the public in person and by phone; releases requested reports and related information to the public or to outside agencies in accordance with established regulations; provides general information regarding department policies, procedures, and regulations. Operates computer to enter, modify, and retrieve data such as stolen and recovered property, driver's license and vehicle registration information, warrants, and detective supplements; conducts record checks and researches files for requested information. Sorts, files, copies, and distributes crime reports, traffic reports, citations, and other records as appropriate; performs file searches to locate missing records; issues permits and licenses according to prescribed procedures. Accepts bail; receives fees; prepares receipts, standard forms, and records in accordance with established procedures; balances and submits daily cash deposits. May perform a variety of general clerical tasks, including typing correspondence, bulletins, lists, and standard forms; may sort and distribute mail; may prepare simple reports; may post and tabulate numeric data. Provides temporary and vacation relief for other staff as necessary; performs matron duties in the absence of a female police officer. Responds to, reviews, and processes requests for police records and public records, per department procedures, the Public Records Act, and laws and codes that regulate the release of information. Assists in responding to Subpoena Duces Tecum and other court processes regarding the release of information. Attachment 4 CITY OF AZUSA, POLICE RECORDS SPECIALIST I, II, III (continued) Page 2 of 2 Provides primary training of various tasks for Records Bureau personnel and provides ongoing training as required. Provides special training as required (i.e. CLETS training for new Department personnel, etc.) Class Specification Police Record Specialist I, II, III Assists in providing quality assurance controls and monitoring for various computer data entry and retrieval system. Assists supervisor with coordination of work schedules, staff work, and special projects. Assigned the lead role to oversee complex records projects under direct supervision of the Police Records Supervisor. Assist with audits and preparation of city fee and retention schedules. 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 graduation from high school, completion of specialized training in the clerical occupational field and Senior Police Records Specialist: Three years of experience comparable to that of a Police Records Specialist. Completion of a 40 hr POST Records course is highly desirable. Knowledge and Skill Levels Senior Police Records Specialist: Advanced knowledge of related office methods and procedures; office equipment operation; principles, codes, regulations, and laws governing police records management; laws governing the release of public information and law enforcement records; organization, procedures, and operations of the police department; customer service techniques and programs; police records data entry systems; adult learning and training techniques. Skill in the operation of a variety of office equipment, including typewriter operation at a rate of 40 wpm, or word processing equipment at a comparable rate. Ability Level Ability to communicate clearly and concisely, both orally and in writing; prepare reports and keep accurate records; choose among alternatives to resolve problems; perform routine clerical work; communicate effectively with a variety of personnel and establish/maintain effective working relationships; explain and apply policies and procedures; interpret and apply laws (i.e. Public Records Act), rules, regulations; procedures and policies; understand and follow verbal and written directions; work independently; perform mathematical computations including adding, subtracting, multiplying and dividing accurately; operate a computer and use a variety of computer software; learn office methods and procedures; type and transcribe dictation; use correct English grammar, punctuation and spelling; alphabetize or numerically/chronologically sort materials; maintain records and perform specific program activities; train individuals or small groups of people; applying good customer service practices and techniques; demonstrate leadership ability in providing positive and appropriate customer contacts and in continuing development of customer services.