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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: FEBRUARY 5, 2024 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 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.NEW APPOINTMENTS – The following appointment has been requested by the appropriate Department Head pursuant to the Rules of the Civil Service System, Section 5.7.5 Appointment: DEPT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. LIB Dennis Sullivan Senior Librarian TBD-Pending Background 4185/03 $7,898.08 Approved City Council February 5, 2024 Human Resources Action Items February 5, 2024 Page 2 B. MERIT INCREASES AND/OR REGULAR APPOINTMENTS: C. CLASS TITLE CHANGE AND CLASSIFICATION SPECIFICATION REVISION – pursuant to Sections 3.3 Preparation and Content of Class Specification and 3.5 Adoption of Plan of the Rules of the Civil Service System, the following is recommended: CLASSIFICATION BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. From: Human Resources Administrative Assistant To: Personnel Services Assistant NREP 3403 $4,087.38 $4,968.23 FISCAL IMPACT: All proposed changes were approved with the FY 2023/24 Adopted Budget and/or are able to be absorbed with anticipated salary savings. Prepared by: Reviewed and Approved: Talika M. Johnson Sergio Gonzalez Director of Administrative Services City Manager Attachments: 1. Class Specification Personnel Services Assistant DEPT NAME CLASSIFICATION TYPE OF ACTION/ EFFECTIVE DATE RANGE/STEP BASE MO. PD Connie Iglesias Community Service Officer Regular Appointment/ 11/14/2023 PD Veronica Valenzuela Police Records Specialist Merit Increase/ 12/26/2023 9150/02 $4,108.43 PD Amanda Larsen Police Records Supervisor Merit Increase/ 01/10/2024 9165/02 $5,604.55 PD Michelle Barron Police Officer Merit Increase/ 12/27/2023 6101/05 $9,317.26 AS Karama Rasheed Senior Accountant Merit Increase/ 11/27/2023 4148/03 $7,984.23 LW Fabian Lucarelli Assistant Water Utility Engineer Regular Appt/Merit Increase/ 01/10/2024 4142/02 $5,750.00 ____________________________________________________________________________________________________________________________________________ PERSONNEL SERVICES ASSISTANT ____________________________________________________________________________________________________________________________________________ DEFINITION Under general supervision, performs clerical duties of moderate difficulty and variety of para-professional, technical, and assigned administrative tasks associated with various personnel related functions in the Administrative Services Department. CLASS CHARACTERISTICS This is an entry-level confidential classification that acts independently in a support role responsible for performing various technical, clerical, and administrative support tasks for assigned division or department. This classification is distinguished from other clerical support positions in that Personnel Services Assistant applies knowledge of personnel policies and procedures under general supervision, practicing high confidentiality and discretion. Personnel Services Assistant is further distinguished from other clerical support positions in that the incumbent may be assigned to provide support for grievance resolution or collective bargaining activities such as collecting and compiling wage and benefit data/material to be presented at the bargaining table. SUPERVISION EXCERCISED The incumbent receives supervision from the Director of Administrative Services, or their designee. Incumbent may also take work guidance from other confidential classified Administrative Services Department staff. ESSENTIAL FUNCTIONS •Provides direct and confidential clerical support to a department head and other staff members as required; maintains calendar of appointments; receives visitors; ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures. •Performs electronic data processing of personnel related transactions including data verification and adherence to strict deadlines. •Assists employees and others in preparing a wide variety of forms. •Reviews forms and documents for completeness. •Assists with preparation and distribution of Job Opportunity announcements, updates job summary listings, and assists with marketing. •Prepares a variety of reports and statistics for internal and external use. •Manages record storage, destruction and retrieval of Division’s records and files. •Prepares, processes, and tracks purchase requisitions for services and materials; Attachment 1 Personnel Services Assistant Classification Specification Date Updated: 02/05/2024 Bargaining Unit: NREP - ACEA Salary Range: 3403 Page 2 of 4 ____________________________________________________________________________________________________________________________________________ enters purchase information into computer system; ensures issuance of purchase order; prepares demand for payment for management approval; tracks contract payments for departmental projects and other obligations. • Responsible for maintaining a wide variety of personnel files. • Researches and answers inquiries from the public, applicants, and employees on issues concerning their applications, examinations, records, and benefits. • Aids in researching information regarding promotional examination eligibility, benefit issues, grievances, collective bargaining agreements, and contract negotiations. • Prepares, sorts, files, and/or processes a variety of correspondence, reports, records, and documents in draft and final form. • Provides clerical and para-professional support to department management, fellow staff members, other City personnel, outside agencies, and the public relating to routine administrative, fiscal or operational issues. • Coordinates departmental activities, programs, and training with other City departments and outside agencies. • Prepares, validates, processes, and/or checks a variety of documents and records, such as time sheets, invoices, confirming requisitions, and public notices for completeness, accuracy, and submission standards; compiles and records fiscal and statistical data according to established procedures. • Compiles routine reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or oral instruction. • Records notes in a variety of employee relations and collective bargaining meetings. • Performs related duties as required. QUALIFICATIONS Education and/or Experience • Education: HS Diploma/GED. Some college level course work in Human Resources, Business Administration, Public Administration or specialized training in the clerical/secretarial occupational field is desirable. College education (or equivalent course work) in Human Resources, Public Administration, or a related field may be substituted for the required experience. • Experience: Two (2) years of recent experience in clerical or technical Personnel Services Assistant Classification Specification Date Updated: 02/05/2024 Bargaining Unit: NREP - ACEA Salary Range: 3403 Page 3 of 4 ____________________________________________________________________________________________________________________________________________ administrative, Human Resources, and/or Payroll work involving maintenance of records, explaining policies and procedures, and heavy public contact. Licenses or Certification • Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record. Knowledge, Skills, and Abilities Knowledge • Knowledge of general office methods, practices, policies and procedures, including maintenance of records. • Ability to learn automated data processing systems as they relate to personnel functions; exceptional in organizational and customer service skills. Abilities • Ability to interpret and explain personnel policies and procedures, contractual agreements, and benefits to employees and others, and effectively apply them. • Input and audit various transactions accurately. • Communicate clearly and concisely, both orally and in writing; prepare reports. • Maintain accurate records and files. • Choose among alternatives to resolve problems; perform moderate to difficult clerical work. • Maintain effective work relationships with the public, department heads, City staff, outside agencies. • Understand and follow verbal and written directions; work independently; 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. • Perform assigned specific program activities. • Serve as liaison between outside agencies, the department head, and other City departments. • Handle confidential matters with discretion. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. Personnel Services Assistant Classification Specification Date Updated: 02/05/2024 Bargaining Unit: NREP - ACEA Salary Range: 3403 Page 4 of 4 ____________________________________________________________________________________________________________________________________________ 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 • Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. • Grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. • Near and far vision in reading written reports and work-related documents. • Acute hearing is required when providing phone and personal service. • Lift, drag and push files, paper and documents weighing up to 20. Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.