HomeMy WebLinkAboutCC Resolution 12194 (HR Reorganization)RESOLUTION NO. 12194
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL APPROVING THE REORGANIZATION OF THE HUMAN
RESOURCES DEPARTMENT.
WHEREAS, Over the past several years, the Human Resources Department has been
evolving to reflect City needs and budget priorities; and
WHEREAS, the mission of the Human Resources Department is "To recruit, retain, and
develop City of San Rafael employees by providing services that are customer responsive, cost
effective, aligned with the overall mission of the City and the priorities established by the City
Council, and to incorporate the best practices of the human resources profession; and
WHEREAS, in 2004, the City was in the midst of serious budget cuts and staff reductions
and Human Resources was restructured by changing the Assistant Director of Management
Services to a Human Resources Manager and requiring that position to assume the additional
day to day responsibility for risk management programs. In addition, a full-time Risk
Management position and a three-quarter time training position were eliminated; and
WHEREAS, it has since become evident that the cuts made to the Human Resources
Department have significantly hampered its ability to fully carry out its mission and meet its
expectations; and
WHEREAS, the City Manager and key staff routinely examine the best practices of how
to establish and deliver the various administrative functions that provide both direct public
services as well as critical support to the operating Departments of our City and the opportunity
exists at this time to reorganize the Human Resources Department so that it is fully equipped to
meet its high expectations.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES RESOLVE,
DETERMINE AND ORDER AS FOLLOWS:
1. The position of Human Resources Manager is reclassified as the Director of Human
Resources.
2. The position of Employee Benefits Analyst is established.
3. The position of Human Resources Technician and Human Resources Analyst are
reclassified as Human Resources Representative 1/11.
4. Reclassifying the Human Resources Director, creating the Employee Benefits Analyst,
reclassifying the two Human Resources Representative 1/II positions, and eliminating
the former positions will require approximately $35,000 in additional funding for the
balance of Fiscal Year 2006/2007. This cost is due to the addition of the Employee
Benefits Analyst for the final three months of this Fiscal Year and will be funded out of
the Employee Benefits Fund and the Workers' Compensation Fund.
5. The Fiscal Year 2006/2007 staffing cost, including benefits, to the current Human
Resources operation is $389,138. The Fiscal Year 2007/2008 cost for the
I--% I I
reorganized Department would not exceed $524,928, for a difference of no more than
$135,790 per year.
6. The salary ranges for these positions are recommended based on external analysis
and internal alignment. These costs are funded through multiple sources, including:
the Worker's Compensation Fund, the Liability Fund, the Employee Benefits Fund,
and the General Fund.
I, Jeanne M. Leoncini, 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 5t' of February, 2007, by the following
vote, to wit:
AYES: Councilmembers: Heller, Miller, Phillips and Mayor Boro
NOES: Councilmembers: None
ABSENT: Councilmembers: Cohen
Jb=M. eoncini, City Clerk
City of San Rafael
Job Class Specification
Job Title: Director of Human Resources
SUMMARY
The Director of Human Resources is responsible for directing and administering the following functions:
employee relations, labor contract negotiation; recruitment, selection, promotion, classification and
compensation; employee development and succession planning; employee benefits and services;
workers' compensation, risk management; and central personnel records and files for the City.
SUPERVISION
This position reports to the Assistant City Manager and supervises the Human Resources staff. As a
member of the Senior Management Group, the HR Director participates in organizational, and
operational planning on a City-wide basis.
ESSENTIAL DUTIES AND RESPONSIBILITIES: may include, but are not limited to, the
following:
• Develops and maintains equitable and competitive classification and compensation programs,
including fringe benefits within the City budgetary parameters.
• Develops and administers recruitment, selection and promotion programs to meet departmental needs.
• Develops and administers employee development programs for the purpose of upgrading
employee performance; facilitating internal promotion and providing individual career growth;
develops City employee training program.
• Develops and administers loss prevention programs in order to minimize personal and City
losses due to general liability, vehicle liability and work related injury or illness; works with City
Attorney's office when workers' compensation cases are litigated; oversees benefit insurance
procurement and City participation in insurance pools.
• Oversees safety and loss committee to review loss claims and recommend corrective action.
• Develops and administers employee benefit programs for City employees. Serves as the liason
with claims administrators, brokers, and insurance companies.
• Maintains and provides data in organized central personnel files which meet local, state, and
federal record keeping requirements.
• Achieves and maintains mutually beneficial management- employee relations, including
successful labor memorandum negotiation and day to day administration of working
relationships with employee associations and unions.
• In collaboration with the Assistant City Manager, heads the City's labor relations negotiating
team and administers resulting agreements with labor organizations programs in a productive
and positive manner.
• Oversees the administration of recognition, awards and employee communication programs
working closely with employee committees.
• Performs related duties and responsibilities as required.
MINIMUM QUALIFICATIONS:
Sufficient education, training and/or work experience to demonstrate possession of the following
knowledge, skills, and abilities, which would typically be acquired through:
and
• A college degree in human resources management, industrial relations, or business or public
administration. A Master's Degree in public administration or public policy is preferred.
• At least five years experience in a human resource function in either business or government,
particularly recruitment, training, and employer- employee negotiations as chief negotiator with
at least three years experience at a supervisory level.
KNOWLEDGE, SKILLS AND ABILITIES:
• Ability to demonstrate effective negotiation skills capable of developing, gaining approval of
and representing the position of management in the conduct of formal employer-employee
relations in a unionized environment.
• Knowledge of State & Federal laws and regulations pertaining to Human Resources and Risk
Management.
• Demonstrated ability to manage and direct programs.
• Demonstrated ability to recruit management and difficult to fill positions.
• Knowledge of effective customer service best practices.
• Ability to identify and to analyze relevant organizations, staffing and management
development needs.
• Ability to communicate effectively with others and to build consensus.
• Ability to operate assigned equipment.
• Ability to operate in an ethical and professional manner.
• Ability to make sound decisions in a manner consistent with the essential job functions, to be a
good listener, team leader and player.
• Ability to create partnerships with other departments by providing professional advice and
guidance.
• Skill to be dedicated to leadership, teamwork and employees.
SPECIAL REQUIREMENTS:
• Possession of a valid California Driver's License
WORKING CONDITIONS:
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:
January 23, 2007
Approved By:
City of San Rafael
Approved Date:
Approved Feb. 5, 2007
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City of San Rafael
Job Class Specification
Job Title: Employee Benefits Analyst
SUMMARY
The Employee Benefits Analyst administers the City's workers' compensation, risk management and
safety programs in order to minimize the exposure to incidents which may cause loss to the City or
injury to its employees. The Employee Benefits Analyst also is responsible for coordinating a broad
range of employee benefits programs including medical and dental plans, vision care, the County of
Marin Retirement System, deferred compensation, long-term disability, life insurance, and employee
assistance programs.
DISTINGUISHING CHARACTERISTICS:
This single -position class is responsible for ensuring that the City's benefit and risk management
programs are correctly administered in a timely and cost effective manner. The Employee Benefits
Analyst works in conjunction with the Director of Human Resources to ensure the benefit programs
address employees needs within the cost parameters provided by the City. The Analyst serves as the
primary communicator to City staff on all benefit, risk management and safety related issues.
SUPERVISION
This position reports to the Director of Human Resources and exercises indirect supervision of HR
Representative 1/I1.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Essential and other important responsibilities
and duties may include, but are not limited to, the following:
• Manage employee related insurance policies, the self-insured programs and the Joint Powers
Agreement insurance pool.
• Manage and administer City's Medical Plans for both active and retired employees and Dental
Plan for active employees. Respond to employee and retiree questions and complaints;
interface with third -party administrators and carriers to resolve claim appeals and provide
guidance in policy interpretation of plan documents.
• Coordinate the administration of workers' compensation program claims with the Third Party
Administrator (TPA) in accordance with State statutes and City policy and procedures.
• Works closely with payroll to ensure accurate processing of claims. Oversees training of
applicable processes.
• Advise employees and managers on workers' compensation matters and assist in resolving
disputes.
• Advise all City departments on the identification, evaluation, elimination, or reduction of risks
and liability.
• Supervise safety compliance programs.
• Monitor group health, medical and dental benefit costs; make recommendations regarding
plan design and cost containment measures.
• Counsel employees regarding the County of Marin Retirement System (MCERA); monitor
status and analyze impact of upcoming changes in retirement law; coordinate contract
amendments with the Marin County Retirement System.
• Coordinate benefit and risk management issues/needs with the Director of HR.
• Administer Group Life & AD&D and Long -Term Disability (LTD) programs; interpret contract
provisions and coordinate processing of complex claims or appeals.
• Administers Deferred Compensation Plan, 401A Plan, Section 125 Plan, Leaves of Absence
and Continuation of Benefits programs.
• Assists new employees in enrolling in benefits and existing employees in making changes to
their benefit plans.
• Coordinates with insurance providers open enrollment activities, including benefits fairs and
employee meetings with benefit providers.
• Supervises the processing and data input of changes to employee deductions to ensure the
accuracy of pay and benefit changes.
• In coordination with staff of other departments, implements changes made to MOU's through
the meet and confer process and ensure that automated systems reflect these changes.
• Oversees compensation surveys.
• Assists in processing summonses and claims against the facility by working with legal counsel
to coordinate the investigation, processing, and defense of claims against the organization.
• Actively participates in, or facilitates, committees related to risk management, and workers'
compensation and benefits.
• Serves as HR lead regarding Information Systems/technological management.
• Performs related duties and responsibilities as required.
EDUCATION AND EXPERIENCE:
Sufficient education, training and/or work experience to demonstrate possession of the following
knowledge, skills, and abilities which would typically be acquired through:
• Possession of a bachelor's degree in a related field or equivalent work experience
and
• Professional experience in risk management and in Workers' Compensation and/or casualty
liability programs.
• Three years employee benefits experience preferably with emphasis on medical, retirement
plans and experience in flexible benefit plans.
KNOWLEDGE, SKILLS AND ABILITIES:
• Ability to analyze and interpret laws, ordinances and regulations to accumulate and analyze
data, prepare comprehensive reports, speak and write effectively, and work with a minimum of
direction.
• Ability to analyze, interpret, and formulate strategies to effectively coordinate risk avoidance,
risk retention, risk pooling and insurance requirements for the City.
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• Knowledge of employee benefit programs, and current insurance industry practices for group
medical, dental, life, and long-term disability coverage.
• Ability to manage and administer a broad range of employee benefit programs, which includes
responding to inquiries, counseling employees, and resolving complaints.
• Ability to negotiate, prepare, and manage contracts with third -party administrators, insurance
carriers, and consultants.
• Ability to communicate with others and to assimilate and understand information, in a manner
consistent with the essential job functions.
• Ability to operate assigned equipment.
• Ability to elicit cooperation of others.
• Ability to make sound decisions in a manner consistent with the essential job functions.
• Ability to effectively communicate in writing and orally.
• Ability to be a team leader and player.
SPECIAL REQUIREMENTS:
• Possession of a valid California Driver's 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 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, 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.
The noise level in the work environment is usually quiet.
FLSA Status:
Nonexempt
Prepared By:
Human Resources
Prepared Date:
January 23, 2007
Approved By:
City of San Rafael
Approved Date:
Approved Feb. 5, 2007
Bargaining Group:
Mid -Management Unrepresented
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City of San Rafael
Job Class Specification
Job Title: Human Resources Representative 1/II
SUMMARY
Under general direction performs a variety of paraprofessional activities in support of a centralized
human resources function, including recruitment and selection, job analysis, classification,
compensation and benefit plan administration, payroll input and labor relations.
SUPERVISION
This position reports to the Director of Human Resources, receives indirect supervision from the
Employee Benefits Analyst and exercises no direct supervisory responsibilities.
DISTINGUISHING CHARACTERISTICS:
This is a flexibly staffed position. The HR Representative I incumbents perform the more routine
recruitment and selection duties, classification and salary survey projects, benefits and safety support
functions, and coordinate training and development programs, while learning City policies and
procedures, applicable laws and regulations, and specific techniques and regulations related to the
broad area of human resources or assist in a specialized function. The Human Resources
Representative I is distinguished from the II level in that incumbents in the latter class work under
general supervision, and are expected to perform the full scope of journey level assignments as
defined above. Advancement from the I to II level is based upon acquisition of required proficiencies
and level of assignment.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Under supervision, support the employment function for City departments; administer requisition
and posting procedures, write and place recruitment advertising in appropriate media. Screen and
interview applicants, and oversee departmental interview programs as needed.
• Provide employment information to potential applicants.
• Respond to inquiries regarding applicant eligibility and examination scores.
• Arrange for the employment of selected candidates as well as notification of persons not hired.
Interface with managers to determine departmental employment needs and appropriate
recruitment methods.
• Assist in classification studies by auditing and preparing new or modified job analysis documents
and job descriptions.
• Complete salary enrollment and benefit changes into computer system.
• Collect compensation, benefit and other survey data and prepares summaries of information.
• Assist in preparing training materials and organizing City-wide training programs.
• Under direction, provide information on procedures and regulations to City staff and the public;
Prepare employee orientation materials and assist with conducting orientation programs.
• Coordinate the development and implementation of computerized personnel systems.
• Complete benefit enrollment and change forms.
• Maintain confidential records and files.
• Prepare reports, correspondence and a variety of written materials.
• Review selection, testing and other related employment systems as needed for continuous
updating of regulation compliance and improvement.
• Conduct surveys and polls and prepare excel reports summarizing results.
• Assist with the benefit fair, employee recognition programs and other special events.
• Coordinate collection and analysis of data and reports necessary for meeting internal and
state/federal requirements.
• Assist with compliance with all DMV driver -related requirements, including the DOT program.
• Maintains mandated records related to area of responsibility.
• Utilizes EDEN, financial and HR computerized systems to process purchase orders and invoices.
• Monitors, obtains and distributes reports and enters data into the Eden/payroll system.
• Processes employee performance appraisals and merit increases in a timely manner.
• Keep abreast of updates to Eden Systems/software enhancements (technological upgrades.)
MINIMUM QUALIFICATIONS:
Sufficient education, training and/or work experience to demonstrate possession of the following
knowledge, skills, and abilities which would typically be acquired through:
Equivalent to graduation from a four year college, with major course work in business or public
administration, industrial relations, human resources management or a closely related field.
Experience related to the human resources function, which will have provided the knowledge and
skills outlined above, may be substituted for the college education on a year -for -year basis.
KNOWLEDGE, SKILLS AND ABILITIES:
• Principles and practices of public personnel administration.
• Recruitment, selection, and job analysis techniques.
• Classification, compensation and benefits analysis and administration techniques.
• Applicable state and federal employment and/or labor laws and regulations.
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• Ability to prepare comprehensive reports, communicate with others and understand
information and write to effectively convey information to client groups.
• Ability to coordinate a variety of tasks and assignments.
Ability to elicit cooperation of others and to work well with people.
• Ability to maintain physical condition appropriate to the performance of assigned duties and
responsibilities which may include sitting for extended periods of time and operating assigned
office equipment.
• Ability to communicate with others and to assimilate and understand information, in a manner
consistent with the essential job functions.
• Ability to operate assigned equipment.
• Ability to make source decisions in a manner consistent with the essential job functions.
• Ability to provide optimal quality service.
• Basic knowledge of HR/financial systems.
SPECIAL REQUIREMENTS:
• Possession of a valid California Driver's License
FLSA Status:
Nonexempt
Prepared By:
Human Resources
Prepared Date:
January 2007
Approved By:
City of San Rafael
Approved Date:
Approved Feb. 5, 2007
Bargaining Unit:
Confidential Unit
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