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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: DECEMBER 5, 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.NEW APPOINTMENT – The following appointments have been requested by the appropriate Department Head pursuant to the Rules of the Civil Service System, Section 5.7.5 Appointment: B.MERIT INCREASES AND/OR REGULAR APPOINTMENTS: DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. Police Juan Jimenez Police Officer TBD – Pending Background 6101/01 $6,993.98 Administrative Services Steven Chavez Human Resources Specialist I TBD – Pending Background 4174/02 $4,894.63 Administrative Services Faith Small Human Resources Administrative Assistant TBD – Pending Background 7166/02 $3,487.12 DEPT NAME CLASSIFICATION TYPE OF ACTION / EFFECTIVE DATE RANGE/STEP BASE MO. A Public Works Michael Shan Thompson Facilities Maintenance Supervisor Reg Appt/Merit Increase 10/04/2022 8204/04 $7,204.08 APPROVED CITY COUNCIL 12/5/2022 Human Resources Action Items December 5, 2022 Page 2 C. NEW CLASS SPECIFICATIONS – The following job specifications have been reviewed and approved by the respective bargaining units and are being proposed in order to meet business needs of the Departments: CLASSIFICATION BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. Payroll Supervisor Non-Rep 4211 $6,628.64 $8,057.15 Utilities Collections Specialist IBEW 5180 $5,479.20 $6,660.00 D. 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. Police Sergeant APMA 3416 $9,281.74 $11,282.01 E. PROMOTIONS – The following promotional appointments have been requested by the appropriate Department Heads pursuant to the Rules of the Civil Service System, Section 12.2 Promotion: F. RECLASSIFICATION – The following reclassification is 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 Administrative Services Bianca Munoz From: Human Resources Specialist II To: Human Resources/Risk Management Analyst 12/27/2022 From: 4179/05 $6,232.76 To: 4192/05 $6,719.87* *Recommended step based on employees’ current merit increase date B Police Doreen Evans Police Records Supervisor Regular Appointment 08/23/2022 9165/02 $5,438.53 C Police Connie Iglesias Police Records Specialist Regular Appointment 10/04/2022 9150/02 $3,988.77 DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. Library Amparo Vazquez From: Library Assistant III To: Library Circulation Supervisor 12/12/2022 4166/05 $5,276.43 Police Jose Daniel Cardenas From: Police Officer Trainee To: Police Officer 12/16/2022 6101/01 $6,993.98 Police Jessica Sanchez-Cerda From: Police Records Specialist To: Body Worn Camera & Digital Evidence Technician 12/12/2022 9192/01 $5,708.16 Utilities Gustavo Hernandez From: Water Distribution Worker I To: Water Distribution Equipment Operator 12/12/2022 5188/01 $5,943.41 Human Resources Action Items December 5, 2022 Page 3 G.SEPARATIONS/RETIREMENTS – The following separations are submitted for informational purposes: DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE Economic & Community Development Manuel Munoz Planning Manager 11/23/2022 Police Michael De Anda Police Officer 11/18/2022 FISCAL IMPACT: All proposed changes were approved with the FY 2022/23. 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 – Payroll Supervisor 2. Classification Specification – Utilities Collections Specialist 3.Classification Specification – Police Sergeant Date Adopted: 11/21/2022 ACEA Range: 4211 (Non-Rep) CITY OF AZUSA PAYROLL SUPERVISOR DEFINITION Under limited direction, plans and coordinates the operations of the City’s Payroll Division; performs a variety of responsible professional, administrative, analytical and technical duties related to 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; provides general direction to Payroll Division staff; works closely with human resources and risk management staff in the administration of employee benefits, leaves, and worker’s compensation; provides highly responsible and complex staff assistance to the Director of Administrative Services; and performs other related duties as required. CLASS CHARACTERISTICS This single position class receives general supervision from the Director of Administrative Services and is responsible for exercising functional supervision of payroll staff. Essential Functions The following functions are typical for this classification. Incumbent 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. Incumbent provides supervisory oversight and support in performing the following functions: Payroll: Oversees and audits processing and preparation of bi-weekly City payroll. Reviews timekeeping reports to identify and resolve errors in time reported. Ensures availability of leave time reported. Verifies earnings and deductions. Ensures payroll checks are calculated in accordance with legal requirements, City policies and labor contract provisions. Processes stop payment requests and reissue checks. Attachment 1 Payroll Supervisor Class Specification Page 2 of 5 Verifies and calculates overtime payments and verify, audit, edit and process the final payroll, benefit program payables, and paychecks. Generates and checks final payroll reports and registers. Coordinates wire transfer of funds for direct deposit, payroll taxes and other deductions to various banking institutions. Ensures the timely and accurate posting of payroll to the financial accounting system. Processes special payroll transactions, such as wage assignments and liens, advances and other special payments. Calculates and manually prepares special payroll transaction and pay checks. Ensures accurate reporting of changes in pay, payroll status, taxes, benefits, other deductions, retroactive pay adjustments and terminations. Answers employee questions regarding payroll and benefits deductions by explaining requirements, policies, and procedures. Maintains various spreadsheets to track time and payments for designated purposes including various City benefit programs. Prepares 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. Audits and balances accounts in preparation for generating tax reports. Generates and reconciles year-end payroll reports; prepare and mail employee W- 2 and related tax statements. Prepares payments requests and verify and reconcile payments to the City’s health and benefit providers and resolve billing errors and discrepancies with providers. Confers with Human Resources staff on non-routine questions regarding employee benefits and individual employees regarding benefits, changes in MOU implementation. Payroll Supervisor Class Specification Page 3 of 5 Maintains confidentiality of records and information, responsible for enforcement and maintenance of all payroll documents as they relate to the City’s record retention policy. Assists the City’s outside auditors on payroll related questions and matters, and provides complex pension related data and analysis for GASB 67 and 68 reporting compliance. Offer training and support for department timekeepers periodically. Provides and maintains position control reporting to departments. Personnel Services: Provides administrative staff support to the Director of Administrative Services in labor negotiations, including costing of proposals. Participates in the administration of labor agreements. Assists Human Resources with payroll calculations for enrollment of new hire benefits and audits system entries. Reconciles monthly vendor invoices for payment, and provides resolution. Works with Human Resources to reconcile COBRA payments and audits enrollments and payments regularly. Audits benefit enrollments, terminations, and changes in coverage and ensures billing issues are resolved timely. Supports Human Resources with reports for annual Benefits Open Enrollment processes and assists with one-on-one employee meetings as needed. Participates in meetings with Benefits Broker, Providers, and Vendors. Coordinates with Human Resources on required reports to ensure ACA compliance. Primary contact for Administration and audit of 401(a) Special Pay, HRA, and PORAC plans, including monitoring compliance and the main point of contact with third party administrator. Coordinates with Human Resources staff to provide payroll related information for employment verification requests. Payroll Supervisor Class Specification Page 4 of 5 Responds to EDD unemployment inquiries and pays unemployment benefit invoices. Provides AB119 reports to labor groups. Provides Human Resources and Department Heads reports for acting and special assignment hours on a regular basis to ensure compliance with CalPERS provisions. Prepares annual salary projections and maintains citywide position budgeting control. Performs other related duties as assigned. These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. QUALIFICATIONS GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance. Example combinations include Bachelor’s degree in Accounting, Finance, Public Administration, Business Administration, or a closely related field, and three (3) years of progressively responsible experience in payroll process in automated payroll-processing system(s) OR seven (7) years of progressively responsible experience in payroll process in automated payroll-processing system(s) and benefits administration. Experience in and knowledge of: municipal payroll environment; One Solution accounting software system; and Cognos and CDD report writing experience is highly desirable. Knowledge and Skills: Knowledge of procedures and practices governing payroll, time reporting and related financial transactions; benefits administration; principles of research, statistical analysis and report preparation, 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 Payroll Supervisor Class Specification Page 5 of 5 performance of assigned tasks; communicate effectively, both orally and in writing; supervise the work of assigned staff; 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, 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. Page 1 of 3 Date Adopted: 07/01/2022 Range: 5180 CITY OF AZUSA UTILITY COLLECTIONS SPECIALIST DEFINITION Under general supervision, performs complex collections and customer service functions, including the management of a variety of municipal collections activities; to monitor, enforce, and implement policies and procedures as they relate to the collections of delinquent accounts; to monitor legislative proceedings to ensure compliance; maintains cash/banking responsibilities, returned items and various deposits. The position will also coordinates closely with management, administration and field staff in the execution of their duties. Performs a wide variety of public assistance, work order processing, clerical accounting activities for utility customers; prepares and reviews credit & collections information; receives and documents payments; performs related duties as required and assigned. 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. Answers customer questions and resolves complaints and problems related to the collections process; receives payments for City services such as water and power; processes appropriate forms/records. Posts payments to accounts; including checks, cash, credit cards on designated equipment; procures audit trail of each transaction; performs internal lockbox function duties. Prepares forms for field and office staff on changes of service; performs complex database queries and data analytics. Performs complex collections and customer service functions, including the compiling of documentation for corresponding registers as needed throughout the day’s balancing process, conducts calculations to make adjustments or updates to reconcile with cash receipting system. Ensures that daily cashier till is in balance and recounts and verifies any “out of balance” cash drawers to prepare total daily bank deposits for armored truck pick- up. W orks directly with the city’s bank regarding cash and currency orders, maintains currency stock for cashiering staff, maintains logs for cashiering bags and check deposits. Handles returned items; maintains returned item file and database information; uploads cash receipt data to the Departments Customer Information System. Assembles information regarding delinquent accounts; makes special arrangements for payment of collections for hardship cases within specific guidelines; and assists in the collection of delinquent accounts and strategy to ensure reduction in “write-offs”; prepares and coordinates mailing of collection materials and letters of notification related to the billing and collection of delinquent accounts. Coordinates closely with Utility field staff in handling customer service cross- functional tasks (including meter reading) in order to accommodate scheduling and to maximize staff efficiency. Handles customer questions and/or complaints in an efficient and friendly manner. Resolves problems requiring immediate attention, and verifies that underlying systematic or process issues have been addressed. Prepares month-end reports, key statistical data, daily report packages and account reconciliation of key statistical data for the Utility, Finance, and Administrative management; may be called on to review audit reports and provide information/explanation for auditors. Attachment 2 Page 2 of 3 Examines delinquent account information and other billing data to interface with delinquent debt holders, other customers, collection agencies to determine payment and collection statuses. Performs highly technical and complex analysis of bankruptcy claims and may represent the city in small claims court. Compiles reports and necessary documents, spreadsheets, historical data, customer account statements and other information to respond to staff and customer inquiries, as required. Researches records to correct errors in payment postings; makes credit adjustments and generates refunds; maintains related water and electric accounts. Performs a variety of administrative tasks such as composing correspondence to customers utilizing proper English, grammar, spelling and punctuation; sorting and distributing mail; preparing bills for mail outs and typing a variety of forms and letters accurately. May participate in the development, implementation, administration of programs, software application and projects. Maintains a variety of automated filing systems, confidentiality of records as necessary to comply with City policy and State and Federal laws. Assists others involved in related activity; assists in training key personnel on the collections process. Perform related duties as required. CLASS CHARACTERISTICS The Collections Specialist is the advanced journey level class in the Consumer Services Division’s Customer Service group requiring prior advanced level customer service and cashiering experience. Incumbents of this class are typically assigned the more complex and difficult credit, collections and customer service related items, and are expected to work more independently and to assume higher responsibility for researching customer accounts. 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. An ideal combination may include a Bachelor’s Degree in accounting, business and/or three (3) years of experience in a collections, accounts receivable and/or customer service environment with increased responsibility. Experience working with enterprise accounting/utility billing, customer information systems, Cognos and/or SQL reporting writing and experience in a public utility/agency is highly desirable. Knowledge and Skills Considerable knowledge of City policies, Utility rules and regulations and procedures involved in the preparation and processing of fiscal records and billing methods; procedures, methods and office equipment used in financial transactions and record keeping. Proficient in Microsoft Office Suite with an emphasis in Microsoft Excel. Knowledge of public contact and telephone contact, modern office procedures and methods. Ability to communicate clearly and concisely, both orally and in writing; write reports and keep accurate records; analyze data and draw logical conclusions; accurately count, record and balance cash transactions and other monies received, communicate effectively with a variety of personnel and establish/maintain effect working Page 3 of 3 relationships; explain and apply policies and procedures; interpret and apply rules, regulations, procedures, and policies; understand and follow verbal and written directions; evaluated customer problems/concerns and work independently to resolve them; work in a Customer Service role; perform mathematical computations, operate a computer accurately and use a variety of computer software; operate a cash register, calculator and other common office machines; perform clerical accounting work skillfully and accurately; resolve customer service problems effectively and tactfully. MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight up to 20lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Page 1 of 2 Date Adopted: 11-02-92 Class Code: 2960 CITY OF AZUSA POLICE SERGEANT DEFINITION Under general supervision, supervises assigned personnel and participates in the activities of patrol, traffic, investigations, training, and other functions and programs; performs related duties as required. CLASS CHARACTERISTICS This is the first line supervisory class in the sworn police class series. Incumbents function as watch commanders during an assigned shift and administer certain staff programs which are subject to change depending on needs of the department. Additionally, Sergeants may be assigned to the direction of a special unit, i.e.: Investigations. 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 Functions as Watch Operations Sergeant and participates in patrol, traffic control, investigations, and other police support operations; deploys officers and other assigned personnel; prepares reports regarding unit activities. Directs an organizational unit engaged in conducting follow-up and original investigations, liaison with schools in youth involved problems, crime prevention, and other programs as assigned. Conducts briefing sessions; ensures compliance with and disseminates information regarding department policy and procedures; conducts training sessions; provides liaison between shifts, organizational units, and other agencies involved with law enforcement or the criminal justice system; may participate in public relations programs. Makes arrests and testifies in Court; investigates crimes; secures crime scenes; collects and preserves evidence; questions and interviews suspects, victims and witnesses. Reviews reports prepared by subordinates for accuracy, sufficiency, legality, clarity, and completeness; prepares special and/or summary reports; evaluates case/project progress; makes recommendations on case disposition. Advises subordinate personnel on job-related matters; evaluates performance and provides assistance in improving skills and abilities; resolves conflicts or problematic situations arising out of assignments; creates positive work environment; maintains discipline and initiates corrective action; ensures compliance with safety practices and policies. Keeps superiors informed on events affecting area of responsibility, particularly personnel problems, complaints, and other occurrences having an impact on the department or City. Investigates citizen complaints; responds to citizen inquiries; investigates accidents and injuries, determines preventability, and takes necessary action to correct deficiencies in practices, work methods, and operations. Attends department staff meetings and training sessions; participates in employee development activities as assigned; keeps abreast of developments which affect law enforcement or information which would assist subordinates in the performance of their duties. Police Sergeant Class Specification Attachment 3 Page 2 of 2 Issues equipment; ensures vehicles and equipment used by subordinates are maintained in keeping with established procedures and standards. MARGINAL FUNCTIONS: These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. QUALIFICATIONS GUIDELINES Education and/or Experience: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance. Candidates will be equivalent to a Senior Police Officer with twelve years of experience or a Corporal in a law enforcement agency. Examples of experience to include investigation assignments, field training assignments, and some lead supervisory responsibility; and 60 semester or 90 quarter college units leading to a degree in Police Science, Criminal Justice Administration, Public Administration, or a related field. An Associate degree is preferred. Knowledge and Skill Levels: Thorough knowledge of the principles and practices of modern law enforcement including patrol, investigations, and special operations functions; laws, regulations, and policies regarding search, seizure, arrest, evidence, and court procedures, as well as legal rights of citizens and prisoners; Vehicle and Penal Codes; public relations techniques; interagency communication and assistance techniques and practices; report writing skills. Working knowledge of municipal organization and administration; physical layout of the City and adjoining areas; methods and techniques of supervision. Ability to communicate clearly and concisely, both orally and in writing; research and prepare reports on a variety of subjects; establish and maintain effective relationships with the community at large; supervise an assigned unit of the Police Department; schedule, train, supervise and evaluate employees; gather, assemble, analyze evaluate and use facts and evidence; 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; use and care of firearms and other equipment; deal constructively with conflict and develop effective resolutions; administer first aid; observe and memorize faces, events and situations and meet established physical requirements. Special Requirements: Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record. Possession of a POST Intermediate Certificate.