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Home My WebLink AboutHR Personnel Actions 2012crrY of Agenda Item No: 3 h. Meeting Date: April 16, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Anil Comelo, HR Director City Manager Approval: SUBJECT: Resolution Approving the following Personnel Actions (MS) 1. To Reclassify One Administrative Assistant III Position into the Administrative Analyst Classification in the Management Services Department; and 2. To Reinstate the Position of Assistant City Attorney and Reclassify One Deputy City Attorney II Position as the Assistant City Attorney RECOMMENDATION: Adopt Resolution BACKGROUND: 1. This report seeks approval of the above personnel actions. The recommendation for the reclassification to the Administrative Analyst is in response to the additional duties the incumbent is now performing as a result of the elimination of other classifications in the Parking Services Division. 2. The recommendation to reclassify one of the two Deputy City Attorney classifications is warranted to provide for a more effective organizational structure for the City Attorney's Office. ANALYSIS: Regarding item 1 above: Due to the recession, the Parking Services Division has been reduced by four positions, including an Administrative Assistant 1, a Parking Enforcement Supervisor, a Parking Maintenance & Collections position, and a Police Security Officer. An Administrative Assistant III and an Accounting Assistant II currently provide clerical and customer support for the Division. The proposed reclassification of an Administrative Assistant III to Administrative Analyst involves changes to the job classification, compensation, and responsibilities of the position. Due to the elimination of the aforementioned positions, it is evident that the Administrative Assistant position needs to function at a higher level. Additionally, the Administrative Assistant III has taken on more duties and responsibilities due to reductions in staffing over the last several years. The Parking Services Administrative Analyst analyzes Federal, State and Local laws, coordinates and evaluates the processes, as well as eliminates redundancies and conceptualizes new ways of performing operational tasks in order to meet the operation, _ FOR CITY CLERK ONLY File No.: Council Meeting:% 1 Disposition: �t SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 administrative, and enforcement requirements of the division. Staff expects this additional workload to continue. City staff has communicated with representatives of the affected bargaining unit regarding the reclassification of this position. The City will satisfy its responsibilities under the Meyers-Milias-Brown Act with regards to this change prior to implementation. Regardingq item 2 above: The Office of the City Attorney currently has two Deputy City Attorney positions and one Legal Assistant I position. To provide for effective communication with clients in City departments and day-to-day management of the City Attorney's office, staff recommends that the City revert to a previous structure whereby routine guidance and management was provided by an Assistant City Attorney. The Assistant City Attorney will be a Department Director level position. FISCAL IMPACT: The two personnel actions will result in a net monthly increase of $1,800. The departments are able to absorb the additional cost in their budget due to savings from other personnel related changes. A r 12KOR&I • Approve the Resolution to implement the above recommendations. • Request changes to the recommendations. • Direct staff to develop alternatives to the recommendations. RECOMMENDED ACTION: Adopt Resolution ATTACHMENTS: • Resolution Regarding the Requested Actions. • Job Classification — Assistant City Attorney • Revised Salary Schedule for Unrepresented Management RESOLUTION NO. 13326 Resolution Approving the following Personnel Actions (MS) 1. To Reclassify One Administrative Assistant 111 Position into the Administrative Analyst Classification in the Management Services Department; and 2. To Reinstate the Position of Assistant City Attorney and Reclassify One Deputy City Attorney 11 Position as the Assistant City Attorney WHEREAS, the City has had to make significant budget balancing decisions over the last few years to deal with the impacts of the ongoing national recession; and WHEREAS, departments continue to re -prioritize and reorganize in order to provide effective services as efficiently as possible with limited resources; and WHEREAS, reductions in the City's workforce have resulted in the need for some positions to assume higher levels of responsibilities; and WHEREAS, the personnel actions recommended will address this increase in responsibilities and provide a more effective organizational structure for the departments involved. NOW, THEREFORE LET IT BE RESOLVED the City Council of the City of San Rafael hereby approves the following personnel actions: 1. To Reclassify One Administrative Assistant III Position into the Administrative Analyst Classification in the Management Services Department; and 2. To Reinstate the Position of Assistant City Attorney and Reclassify One Deputy City Attorney 11 Position as the Assistant City Attorney I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 16th of April, 2012, by the following vote, to wit: AYES: Councilmembers: Connolly, Heller, Levine, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None Esther C. Beirne, City Clerk g City of San Rafael Job Class Specification Job Title: Assistant City Attorney SUMMARY Provide a complete range of legal counsel, advice and representation to the City Council, the City's Boards and Commissions, the City Manager, Department Heads and all City staff. Manage the in-house legal staff. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. • Supervises and administers City litigation. Consult and assist assigned counsel in case management. Review and approve all billings. Confer on settlement decisions. • Reviews and analyzes all liability claims. Consult and assist risk manager in management and resolution of claims. • Researches and applies laws, rules, cases and ordinances. Advise Council and staff regarding proposed courses of action and City policy. • Drafts and reviews documents with legal implications including ordinances, resolutions, reports, contracts, leases, bids, permits, easements, deeds, etc. • Acts as Lead Attorney in representing the City in Court proceedings including motions, mediations and settlement conferences. • Advises and counsels all levels of City management and staff in a variety of legal issues such as planning, land use, employment, public works, elections, public records etc. • Manages the in-house legal department and staff. • Reviews and approves all claims for goods and services utilized. • Represents the City in administrative proceedings such as personnel disciplinary mediations and arbitrations. • Performs related duties as required. KNOWLEDGE OF: • Constitutional, Tort, Administrative, and Employment Law • Land use law and regulations • Legal research and writing • Personnel rules and regulations • Brown Act and Public Records Act • Principles of management • PC and related software ABILITY TO: • Communicate effectively orally and in writing. • Assess exposure to liability • Supervise in-house legal staff. • Review documents and explain law. • Operate a PC and related software. EDUCATION and/or EXPERIENCE: Any combination of education and experience that demonstrates possession of the requisite know ledges, skill and abilities. A typical way to obtain these would be: Juris Doctor degree and five years experience in municipal law. Valid drivers license PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to video display and regularly works in inside environmental conditions. The employee occasionally works in evenings or weekends and occasionally works with use of personal vehicle. The noise level in the work environment is usually quiet. W\Management Services- WorkFiletHR- WorkFile\Human Resources\Job Specs_most currentMord Doc`slAssistant City Attomey.doc Page 2 of 2 1-0 Rt m 00 't r- I C\I 1 (3) 0*) 1 11-1 MI T t- P_ I (D rl- LO LO o (D LO 0 U') LO Ccr� (Q Ci (Q Vi (Q (Q (Q C) (14 04 C) T P CN P C) C\I CI4 MEMEMEMEMEMEMEMEMEMEM O 1 0 1 't I C) I co I co I 't I co .q "T v. &D UI) m N N LO N m U') LO ch cl� C� "31 G� Cr! 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I DATE OF MEETING: April 16, 2012 FROM: Anil Comelo, Human Resources Director DEPARTMENT: Human Resources / Management Services DATE: April 4, 2012 TITLE OF DOCUMENT: Resolution Approving the following Personnel Actions (MS) 1. To Reclassify One Administrative Assistant III Position into the Administrative Analyst Classification in the Management Services Department; and 2. To Reinstate the Position of Assistant City Attorney and Reclassify One Deputy City Attorney II Position as the Assistant City Attorney Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (s' nature) NOT APPROVED APPROVED AS TO FORM: v City Attorney (signature)