HomeMy WebLinkAboutHR Job Classfication and Compensation Adjustments in the Human Resources Department____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: December 6, 2021
Disposition: Resolution 15002
Agenda Item No: 5.c
Meeting Date: December 6, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Human Resources
Prepared by: Cristine Alilovich, Assistant City Manager City Manager Approval: ________
TOPIC: JOB CLASSIFICATION AND COMPENSATION ADJUSTMENTS IN THE HUMAN
RESOURCES DEPARTMENT
SUBJECT: ADOPT RESOLUTION APPROVING THE NEW CLASSIFICATION AND
COMPENSATION OF ADMINISTRATIVE SERVICES DIRECTOR
RECOMMENDATION:
Adopt the Resolution deleting the Human Resources Director position and approving the creation of an
Administrative Services Director classification.
BACKGROUND:
The Human Resources (HR) Director position has been filled with an interim experienced consultant
and former municipal HR Director whose contract will expire at the end of 2021. Prior to refilling the HR
director position, staff conducted a needs assessment to determine the ideal organization
design/structure to provide the best services to other City departments and the community.
ANALYSIS:
During the organizational assessment, one of the key challenges identified in both the HR and Finance
departments is having the capacity to strategically redesign and the implement best practice
improvements to the services both departments provide. The world of traditional government human
resources has evolved from focusing on compliance and “hire to retire” processing, to a focus on
employee engagement, diversity, equity and inclusion, and supporting a learning organization. The HR
director level position has proven extremely difficult to recruit for and other local government agencies
are facing the same challenge.
Additionally, there is significant overlap between the functions of the HR and Finance departments,
therefore having an executive level position that will work on integrating the two departments will
increase collaboration and efficiencies.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Staff recommends creating an Administrative Services Director position to provide strategic oversight
for both the Finance and Human Resources departments. All relevant attachments including the job
description and updated salary schedule can be found in the attachments to this staff report.
FISCAL IMPACT:
By deleting the Human Resources Director position and adding an Administrative Service
Director, the headcount remains the same and the proposed position would have a total
compensation cost increase of approximately $23,000. The increase in cost would be offset by
budget reductions in other areas such as temp help and consultant fees, thus requiring no
changes to the budget.
OPTIONS:
The City Council has the following options to consider in this matter:
• Approve the Resolution as submitted.
• Request changes to the recommendations.
• Direct staff to develop alternatives to the recommendation.
RECOMMENDED ACTION:
Adopt the Resolution approving the creation of an Administrative Services Director classification and
salary range.
ATTACHMENTS:
1. Resolution Approving a New Classification and Compensation of Administrative Services
Director
2. Administrative Services Director Job Specification
3. Executive Management Salary Schedule
RESOLUTION NO. 15002
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING THE NEW CLASSIFICATION AND COMPENSATION
OF ADMINISTRATIVE SERVICES DIRECTOR
WHEREAS, the City must, from time to time, add or otherwise adjust job classifications,
job specifications and/or compensation in order to satisfy the changing needs and demands of
the workforce and to more closely match the tasks which need to be performed by employees in
the City's various departments; and
WHEREAS, staff recommends reclassifying the HR Director classification to an
Administrative Services Director classification to provide strategic oversight to both the HR And
Finance departments; and
WHEREAS, the proposed class specification for the Administrative Services Director
position was created and is attached hereto; and
WHEREAS, the Administrative Services Director will oversee both the Human Resources
and Finance departments;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
hereby approves the recommended personnel compensation and classification changes per the
Executive Management Salary Schedule included with the Staff Report for this Resolution.
I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify foregoing resolution was
duly and regularly introduced and adopted at a regular meeting on the City Council of said City
held on Monday, the 6th day of December 2021, by the following vote to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
City of San Rafael
Job Class Specification
Job Title: Administrative Services Director
SUMMARY
Plan, direct, manage, and oversee the activities and operations of the Administrative Services
Department including functions such as financial reporting, general accounting, payroll, budget
preparation, debt administration, treasury function, business licensing, human resources,
recruiting, employee training and professional development, performance management, risk
management, equal employment opportunity, employee benefits, payroll processing, employee
engagement and labor relations. This position will provide complex professional assistance to
the Assistant City Manager and the City Manager for assigned areas of responsibilities, and will
perform additional related duties as assigned, and act as a member of the City Manager’s
management team.
The Administrative Services Director will be well versed in all aspects of municipal finance and
display a solid working knowledge of sound public sector human resource policies and
practices.
DISTINGUISHING CHARACTERISTICS
This is an exempt, executive level position in the Administrative Services Department.
Administrative direction is provided by the Assistant City Manager and City Manager;
responsibilities include the direct supervision over professional, management, technical and
administrative support personnel.
Serves as a member of the City executive team with responsibilities for establishing and
overseeing programs and policies that affect multiple departments and the City as a whole.
Approves and has final responsibility for all written and other types of presentations to the City
Council. Demonstrates professional competence while working as a team member and
exercises independent judgment in a number of confidential and sensitive areas. Duties and
responsibilities are performed in accordance with municipal codes, ordinances, City policy,
federal, and state regulating entities.
ESSENTIAL DUTIES AND RESPONSIBILITIES: may include, but are not limited to, the
following:
• Assume full management responsibility for all Administrative Services Department
services and activities including financial reporting, general accounting, payroll, budget
preparation, revenue management, debt administration, treasury function, business
licensing, recruiting, employee training and professional development, performance
management, risk management, equal employment opportunity, employee benefits,
payroll processing, employee engagement and labor relations.
• Make presentations before various groups, including City Council, Commissions, and
professional and public meetings, as needed.
• Build and maintain respectful and positive working relationships with staff, supervisors,
outside agencies and the public using principles of good customer service; provide
effective conflict resolution.
• Direct, oversee and participate in the development of the Department’s work plan,
assigns work activities, projects and programs, monitors workflow, reviews and
evaluates work products, methods and procedures; meet with key staff to identify and
resolve problems.
• Recommends and supports the implementation of administrative, organizational and
policy improvements with departments that have City-wide implications.
• Directs the preparation and assembly of the budget documents, financial reports
(including the Comprehensive Annual Financial Report (CAFR)), and analyses for
accounting and operational management purposes, including periodic budget status
reports.
• Oversee the City’s cash management and investment program in accordance with
applicable State law and the City’s investment policies.
• Provide advice and recommendations regarding City financial affairs to the City Council
and executive management.
• Directs the administration of human resource policies, practices, and procedures; advise
employees, supervisors, and managers in their interpretation; recommend new or
revised policies and procedures to department directors, City Manager's Office, and
employee associations.
• Oversee risk management functions, including workers' compensation and liability
programs, recommending policy and funding changes related to claims administration,
claims management, reserving practices, and significant settlements.
• Oversee the employee benefits program; recommend and negotiate changes; consult
with brokers and actuaries; recommend funding options to the City Manager.
• Oversee recruiting, testing, selection, classification, and compensation activities; review
and negotiate changes.
• Oversee the equal opportunity program and diversity, equity and inclusion initiatives of
the City, in collaboration with the City Manager’s Office.
• Develop employee professional development programs for the purpose of improving
employee performance and engagement.
• Achieve and maintain mutually beneficial labor/management partnerships, and
collaborate with employee associations, their leadership, business representatives, and
legal counsel to resolve employee and labor relations issues, including contract
interpretation, problem solving, and complaint and grievance resolution.
• Lead the City's labor negotiating team and oversee the administration of resulting
collective bargaining agreements.
• Model appropriate professional management conduct; maintain appropriate
confidentiality of sensitive information; comply with and support City policies and
procedures, labor laws, and MOU provisions.
KNOWLEDGE AND ABILITIES:
• Principles and practices of government finance, including financial reporting, general
accounting, payroll, budget preparation, revenue management, debt administration,
treasury function, business licensing and purchasing.
• Principles and practices of public human resources administration, including methods
and techniques used in labor relations, negotiations, recruitment and selection, testing,
classification and pay, salary and benefits administration, training, and equal
employment opportunity.
• Administrative principles and practices, including strategic goal setting and program
development, implementation, and evaluation, and supervision of staff.
• Public agency budget development, contract administration, City-wide administrative
practices, and general principles of risk management related to the functions of the
assigned area.
• Organizational and management practices as applied to the analysis and evaluation of
projects, programs, policies, procedures, and operational needs, principles, and
practices of municipal government administration.
• Applicable Federal, State and local laws, regulatory codes, ordinances, and procedures
relevant to assigned areas of responsibility.
• Principles and practices of employee supervision, including work planning, assignment,
review and evaluation, and the training of staff in work procedures.
• Methods and techniques for the development of presentations, contract negotiations,
business correspondence, and information distribution; research and reporting methods,
techniques, and procedures.
• Modern office practices, methods, and computer equipment and computer applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service using human centered design
principles.
ABILITY TO:
• Develop and implement strategic goals, objectives, policies, procedures, work
standards, and internal controls for the department and assigned areas program areas.
• Provide administrative and professional leadership and direction for the department and
the City.
• Prepare and administer complex budgets; allocate limited resources in a cost-effective
manner.
• Interpret, apply, explain, and ensure compliance with Federal, State, and local policies,
procedures, laws, and regulations.
• Plan, organize, direct and coordinates the work of management, supervisory,
professional, and technical personnel, delegate authority and responsibility.
• Select, train, motivate and evaluate the work of staff and train staff in work procedures.
• Research, analyze and evaluate new service delivery methods, procedures, and
techniques.
• Conduct effective negotiations and effectively represent the City and the department in
meetings and governmental agencies, contractors, vendors, and various businesses,
professional, regulatory, and legislative organizations.
• Prepare clear and concise reports, correspondence, policies, procedures, and other
written materials.
• Conduct complex research project, evaluate alternatives, make sound
recommendations, and prepare effective technical staff reports.
• Use tact, initiative, prudence and independent judgement within general policy,
procedural and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those
contacted in the course of work.
EDUCATION AND/OR EXPERIENCE
Any combination of experience and education that would likely provide the required knowledge
and abilities. A typical way to obtain the knowledge and abilities would be:
Education - Equivalent to a bachelor’s degree from an accredited college or university with
major course work in directly related fields such as business or public administration. A Master’s
Degree in public administration or public policy is preferred. Possession of a CPA is desirable.
Experience - Seven years of increasingly responsible experience in finance, accounting, human
resources; including five years of management level responsibility. Experience working for or
consulting with a municipal or public agency is highly desirable.
License or Certificate – Possession of a valid California driver’s license and a satisfactory
driving record.
SPECIAL REQUIREMENTS:
• Possession of a valid California Driver's License
WORK ENVIORNMENT:
• Work in an office environment; sustained posture in a seated position for prolonged
periods of time.
FLSA Status: Exempt
Prepared By: HR Department
Prepared Date: November 2021
Approved By: City Council
Approved Date: Approved _____________
Grade Position A B C D E
TBD Administrative Services Director 13,910$ 14,606$ 15,336$ 16,103$ 16,908$
2501 Assistant City Attorney 12,035$ 12,637$ 13,268$ 13,932$ 14,628$
2001 Assistant City Manager 14,305$ 15,020$ 15,771$ 16,560$ 17,387$
2300 Community Development Director 13,888$ 14,583$ 15,312$ 16,078$ 16,881$
4205 Director of Digital Service & Open Government 12,646$ 13,278$ 13,942$ 14,639$ 15,371$
2801 Director of Economic Development & Innovation 12,646$ 13,278$ 13,942$ 14,639$ 15,371$
2205 District Manager/Engineer (SRSD) 12,585$ 13,214$ 13,875$ 14,568$ 15,297$
2140 Finance Director 12,646$ 13,278$ 13,942$ 14,639$ 15,371$
7101 Fire Chief 14,235$ 14,946$ 15,694$ 16,478$ 17,302$
1106 Human Resources Director 12,646$ 13,278$ 13,942$ 14,639$ 15,371$
2406 Library and Recreation Director 13,283$ 13,947$ 14,644$ 15,376$ 16,145$
6101 Police Chief 14,235$ 14,946$ 15,694$ 16,478$ 17,302$
2201 Public Works Director 13,956$ 14,653$ 15,386$ 16,155$ 16,963$
20,987$
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective December 6, 2021
Position Monthly Salary
City Manager (Appointed)
Grade Position A B C D E
TBD Administrative Services Director 14,467$ 15,190$ 15,949$ 16,747$ 17,584$
2501 Assistant City Attorney 12,456$ 13,079$ 13,733$ 14,419$ 15,140$
2001 Assistant City Manager 14,877$ 15,621$ 16,402$ 17,222$ 18,083$
2300 Community Development Director 14,375$ 15,093$ 15,848$ 16,640$ 17,472$
4205 Director of Digital Service & Open Government 13,152$ 13,809$ 14,500$ 15,225$ 15,986$
2801 Director of Economic Development & Innovation 13,151$ 13,809$ 14,499$ 15,224$ 15,986$
2205 District Manager/Engineer (SRSD) 13,025$ 13,676$ 14,360$ 15,078$ 15,832$
2140 Finance Director 13,151$ 13,809$ 14,499$ 15,224$ 15,986$
7101 Fire Chief 14,804$ 15,544$ 16,321$ 17,137$ 17,994$
1106 Human Resources Director 13,151$ 13,809$ 14,499$ 15,224$ 15,986$
2406 Library and Recreation Director 13,814$ 14,505$ 15,230$ 15,991$ 16,791$
6101 Police Chief 14,804$ 15,544$ 16,321$ 17,137$ 17,994$
2201 Public Works Director 14,514$ 15,239$ 16,001$ 16,801$ 17,642$
21,721$
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective July 1, 2022
Position Monthly Salary
City Manager (Appointed)
Grade Position A B C D E
TBD Administrative Services Director 15,045$ 15,798$ 16,587$ 17,417$ 18,288$
2501 Assistant City Attorney 12,892$ 13,537$ 14,214$ 14,924$ 15,670$
2001 Assistant City Manager 15,472$ 16,246$ 17,058$ 17,911$ 18,806$
2300 Community Development Director 14,878$ 15,621$ 16,403$ 17,223$ 18,084$
4205 Director of Digital Service & Open Government 13,678$ 14,362$ 15,080$ 15,834$ 16,625$
2801 Director of Economic Development & Innovation 13,677$ 14,361$ 15,079$ 15,833$ 16,625$
2205 District Manager/Engineer (SRSD) 13,481$ 14,155$ 14,863$ 15,606$ 16,386$
2140 Finance Director 13,677$ 14,361$ 15,079$ 15,833$ 16,625$
7101 Fire Chief 15,396$ 16,166$ 16,974$ 17,823$ 18,714$
1106 Human Resources Director 13,677$ 14,361$ 15,079$ 15,833$ 16,625$
2406 Library and Recreation Director 14,366$ 15,085$ 15,839$ 16,631$ 17,462$
6101 Police Chief 15,396$ 16,166$ 16,974$ 17,823$ 18,714$
2201 Public Works Director 15,094$ 15,849$ 16,641$ 17,474$ 18,347$
22,482$
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective July 1, 2023
Position Monthly Salary
City Manager (Appointed)