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HomeMy WebLinkAboutE-3 HR Action Items 11.18.24CONSENT 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: NOVEMBER 18, 2024 SUBJECT: HUMAN RESOURCES ACTION ITEMS BACKGROUND: The recommended action approves Personnel Action Requests reviewed and recommended by the Personnel Board and/or otherwise require approval of the City Council. In addition to the standard merit increases, separations and new employee appointments, the Personnel Board also unanimously approved the new title and salary range from Budget and Revenue Manager to Budget and Revenue Administrator. The Board also reviewed staff’s overall recommendations for staffing levels in the Budget and Revenue Office. RECOMMENDATIONS: Staff recommends the City Council take the following actions: 1)Approve the following Personnel Action Requests in accordance with the City of Azusa Rules of the Civil Service System and applicable Memorandum of Understanding(s); and 2)Authorize the conversion of one budgeted part-time 0.50 FTE Accounting Specialist to one budgeted full- time 1.0 FTE Accounting Specialist. ANALYSIS: The Personnel Board reviewed the following recommendations of City Staff and recommends approval of the following actions in accordance with the City of Azusa Rules of the Civil Service System (“Rules”): A.NEW APPOINTMENT(S) – 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: Approved City Council November 18, 2024 Human Resources Action Items November 18, 2024 Page 2 B. MERIT INCREASE(S) AND/OR REGULAR APPOINTMENT(S) – Pursuant to Rules 4.2.4 Merit Salary Adjustments and 5.8.2 Regular Appointment Following Probationary Period, Department Head(s) have submitted performance appraisal(s) for the following employee(s) and recommend merit increase(s) and/or regular appointment status as follows: C. PROMOTION(S) – The following promotional appointment(s) have been requested by the appropriate Department Heads pursuant to the Rules of the Civil Service System, Section 12.2 Promotion: DEPT NAME 1BCLASSIFICATION EFFECTIVE DATE RANGE/ STEP BASE MO. AS Ariah Hammett From: Accounting Specialist To: Accountant 11/24/2024 4189/03 $6,853.13 D. CLASS TITLE CHANGE, CLASSIFICATION SPECIFICATION REVISION, AND SALARY RANGE ADJUSTMENT – Pursuant to Rules 3.3 Preparation and Content of Class Specification, 3.5 Adoption of Plan, and 4.3 Salary Range Adjustments the following is recommended: DEPT NAME 0BCLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. PD Mario Gutierrez Police Officer Trainee 11/18/2024 6184/01 $6,316.24 PD Adrian Sanchez Police Officer Trainee 11/18/2024 6184/01 $6,316.24 AS Jennifer Breitigan Senior Accountant TBD – Pending Background Check 4148/01 $7,459.19 DEPT NAME CLASSIFCATION EFFECTIVE DATE RANGE/STEP BASE MO. PW Natalie Reagan Management Analyst Merit Increase 10/17/2024 3295/04 $7,604.18 AD Alejandra Valenzuela Executive Assistant to the City Manager Regular Appt/Merit Increase 10/24/2024 4187/05 $7,651.71 ECD Jeffrey Adams Building Technician Regular Appt/Merit Increase 07/02/204 4174/05 $6,011.21 PD Mark Ortega Police Officer Merit Increase 11/01/2024 6101/04 $9,139.79 PD Kiana Robles Police Officer Merit Increase 11/01/2024 6101/05 $9,596.77 PD Jessica Jimenez Police Records Specialist Merit Increase 10/17/2024 9150/04 $4,529.55 Human Resources Action Items November 18, 2024 Page 3 CLASSIFICATION EFFECTIVE DATE BARGAINING GROUP RANGE STEP 1 BASE MO. STEP 5 BASE MO. From: Budget and Revenue Manager To: Budget and Revenue Administrator 11/18/2024 NREP-AMMA From: 3213 To: 3214 From: $10,181.79 To: $12,811.54 From: $12,376.03 To: $15,572.51 E. SEPARATION(S)/RETIREMENT(S) – The following is submitted for informational purposes: DEPT NAME CLASSIFICATION EFFECTIVE DATE ECD Linda Hinojos Economic Development Specialist 11/18/2024 F. POSITION MODIFICATIONS FOR THE BUDGET AND REVENUE OFFICE: Sound budget and revenue management are critical to the financial health of the City. The City has one full-time Budget staff person working under the direction of the Administrative Services Director, who monitors citywide departmental budgets, provides extensive support to other department managers and staff in monitoring their budgets, trains staff on running and analyzing various financial reports, performs the first fiscal impact review of City Council agenda reports, and assists departments with identifying funding sources for projects. Furthermore, this position prepares quarterly budget versus actual reports for management and Council review, assists management with mid-year budget reviews, works with departments on citywide budget carryforward requests, and ensures budgets citywide are updated based on City Council approvals. Over the past several years, the responsibilities of the Budget position have expanded to include citywide revenue oversight. Historically, the City had a separate Revenue Supervisor in the Economic and Community Development Department (ECD) that oversaw the tracking and collection of many of the General Fund’s revenue sources. However, due to budget constraints, the City eliminated the Revenue Supervisor position in Fiscal Year 2016/17 and therefore, high-level oversight of revenue contracts, franchise agreements, administrative fee collections, and tax collections were absorbed by the Finance Division’s Budget staff person. This transfer of responsibilities includes co-oversight of ECD’s business license personnel, overseeing TOT and UUT tax receipts, managing Discovery revenue collections, preparing mandatory quarterly state reports such as CASp (SB1186), Green Fees, Strong Motion Instrumentation, Seismic Hazard Mapping Fees, etc. Azusa’s current Budget and Revenue Manager position is unique due to its extensive revenue-related responsibilities, including in-depth knowledge of various federal, state, and local tax rules and regulations. Management of various state and local ordinances are critical to ensure full tax and revenue compliance, and improper or lack of oversight of these revenue sources could have a long-term negative impact on the overall financial health of the City. The Budget and Revenue Manager position also involves keeping track of special revenue funds and grant opportunities that benefit the City and provide resources for critical infrastructure maintenance and public facility improvements. The accomplishments reflect the performance of a seasoned professional who has in-depth understanding of government revenues and unique experience and qualifications to administer the City’s various revenue programs. From a recruitment perspective, this type of position is in high demand and recruitment of Human Resources Action Items November 18, 2024 Page 4 someone who has both in-depth knowledge of city budgeting and revenue management would be challenging. A recent survey of compensation and staffing levels for the functions of budget and revenue management at surrounding cities and in many cities in California, show Azusa’s Budget and Revenue Manager position is compensated 20-30% below market, the current job specification needs to be updated to reflect actual duties being performed, and additional support staff is needed to continue to keep pace with the growing demands of the role. The administrative work that goes into preparing and monitoring a citywide budget throughout the year; meeting eligibility criteria for the prestigious GFOA Budget Award which the City has received annually; monitoring legislative actions which impact the City’s revenues; applying for grant and special revenue opportunities which defray costs that would otherwise burden the City’s General Fund; adhering to auditing and reporting requirements for numerous grant and special revenue awards. In conjunction with the recommendation to change the class title, update the classification specification, and modify the salary range from Budget and Revenue Manager to Budget and Revenue Administrator, Staff is seeking City Council’s approval to convert a budgeted part-time (0.50 FTE) Accounting Specialist position to a full-time (1.0 FTE) position in order to assist with the increased work demands of the Budget and Revenue office and to provide a level of succession planning for this critical function of the City’s operations. The annual fiscal impact of the proposed fully burdened salary increase for the Budget and Revenue Administrator is $51,205 and the conversion of the part-time Accounting Specialist to full-time is $64,095. However, due to timing of vacancies in the Finance Division, no additional funding is needed for the Fiscal Year 2024/25 Budget. If the salary for the Budget and Revenue position is not brought up to market, the City would likely have to replace the existing manager with two full-time management-level positions to oversee budget and revenue functions separately, and would experience loss of some critical institutional knowledge. The position modification recommendations and new full-time position, together, best serve the City by maintaining the critical workload and providing a framework for knowledge retention in the future. The revenue enhancements and oversight performed in the Budget and Revenue office far exceed the cost of the proposed adjustments. FISCAL IMPACT: All proposed changes were approved with the FY 2024/25 Adopted Budget and/or are able to be absorbed with anticipated salary savings. Prepared by: Reviewed and Approved: Merci Rodriguez Talika M. Johnson Payroll Supervisor Director of Administrative Services Reviewed and Approved: Sergio Gonzalez City Manager Attachment: (1) Classification Specification – Budget and Revenue Administrator (redlined) ____________________________________________________________________________________________________________________________________________ BUDGET AND REVENUE ADMINISTRATORMANAGER ____________________________________________________________________________________________________________________________________________ DEFINITION Under limited direction, assists in the planning, development, and control of the City budget; manages city revenues; performs complex analysis, implementation, research, and interpretation of City budget guidelines and industry best practices; performs various audits and performance reports of City budget; stays abreast to legislation impacting the City revenues; provides costing for labor negotiations; performs related duties as required. See Essential Functions below for further detail; performs related duties as required. CLASS CHARACTERISTICS The Budget and Revenue Manager Administrator is a mid-managementsingle position classification level classification in the Finance Division, responsible for overseeing citywideproviding support on budget-to-actual performance, costing, and revenue analyses. SUPERVISION EXCERCISED Receives supervision from the Director of Administrative Services. Exercises supervision of some department accounting and administrative support staff. ESSENTIAL FUNCTIONS • Prepares reports, as directed, in response to specific requests of the City Manager or Director of Administrative Services involving complicated cost and statistical analyses. • Manages the daily budget operations to include financial data entry, budget control, budget amendments, mid-year adjustments, revenue coding of property and sales taxes, approval of payment request invoices, and the preparation of a variety of reports. • Conducts and oversees a variety of studies/surveys for budget and operation analysis; may review legislation at the Federal and State level with budget impacts. • Confers with departmental administrative personnel regarding budget preparation of revenues, expenditures and staffing requirements resulting in the preparation of a comprehensive workflow of City-wide personnel for budgetary purposes; makes recommendations for updates to the chart of accounts. • Compiles and prepares periodic, annual and special reports that may include internal reports, reports to the State of California, and grant agencies and may be in the form of an oral or written presentation. Budget and Revenue AdministratorManager Classification Specification Date Updated: 12/04/202311/18/2024 Bargaining Unit: NREP - AMMA Salary Range: 3412NEW Page 2 of 4 ____________________________________________________________________________________________________________________________________________ • Makes presentations to the City Council from time-to-time. • Performs research and analysis on various proposals advanced by management and employee labor associations. • Prepares a City-wide salary forecast; estimates salaries and fringe cost based on current MOUS, PERS actuactuarialally reports, and similar costs. • Posts budget transfers reviewed by accounting staff for accuracy and conformance; prepares or directs the preparation of related journal entries, account reconciliations, related schedules, and reports; work on year-end audit activities as directed. • Prepares and updates the City-wide fees and charges schedule including consumer price index increases, new fees, and the elimination of obsolete fees. • Facilitates and attends budget meetings, makes recommendations on the development of a sound budget for long-range planning purposes. • Attends and participates in professional group meetings and stays current of new trends and developments in the field of municipal budgeting, public administration, and related fields. • Plans, manages, and coordinates revenue programs and services including but not limited to, resolution of fees, miscellaneous accounts receivable, revenue enhancements, property and sales taxes, transient occupancy tax, collection of revenue from taxes and fees, State mandated programs and claims, Federal allocations, parking programs and parking citations, leases, business licensing, and franchise payments; works closely with grants accounting staff to ensure use of all special revenue sources are maximized. • Oversees and manages the preparation and update of the City’s Cost Allocation Plan. • Reviews all City Council reports for fiscal impact and citywide financial impacts. • Assists the City’s labor negotiating team with costing for wage and benefit proposal data/material to be presented at the bargaining table. • Oversees maintenance, testing, and updating of budget and cost allocation plan systems; ensures accurate and up-to-date public-facing content on the City’s website. • • Performs related duties as required. Budget and Revenue AdministratorManager Classification Specification Date Updated: 11/18/20242/04/2023 Bargaining Unit: NREP - AMMA Salary Range: NEW3413 Page 3 of 4 ____________________________________________________________________________________________________________________________________________ QUALIFICATIONS Education and/or Experience • Education: Bachelor’s degree with major course work in finance, public administration, accounting, economics, business administration, or a closely related field. A master’s degree in a related field oor a CPA is highly desirable. • Experience: Fiveour (45) years of progressively responsible professional experience in local governmental budgeting, finance, accounting, and/or revenue management and finance, including at least two years in a lead or supervisory capacity. 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 • Budgetary analysis particularly as it relates to municipal procedures and governmental accounting practices; • General office policies and procedures; • Government revenue programs; • Various financial reports; • Grant administration and compliance; • Budget forecasting methods; • Generally Accepted Accounting Principles (GAAP). Ability • Establish and maintain effective working relationships; • Communicate clearly and concisely, both verbally and in writing and if needed, in chart form; • Analyze and evaluate financial data and reports for various budgetary, pay and employee benefit proposals; • Use a 10-key, familiarity with Microsoft Office products, internet research; • Perform and/or direct the accurate accounting of automated accounts payable, Budget and Revenue AdministratorManager Classification Specification Date Updated: 11/18/20242/04/2023 Bargaining Unit: NREP - AMMA Salary Range: NEW3413 Page 4 of 4 ____________________________________________________________________________________________________________________________________________ payroll, and general budget activity; • Use computerized technology to implement budget. 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 • 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 pounds. Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.