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Home My WebLink AboutHR Library Technical Services Personnel ActioncrrY aF Agenda Item No: 3_c AOK I�V"t Meeting Date: March 21, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Deirdre Dolan, HR Director City Manager Approval: TOPIC: Create New Job Classification SUBJECT: ADOPT RESOLUTION APPROVING THE FOLLOWING PERSONNEL ACTION: Create the classification of Library Technical Services Supervisor RECOMMENDATION: Adopt Resolution BACKGROUND: Due to the recent retirement of two employees, the Library has two vacancies. The Library is seeking to pool the resources from the two vacant positions and create the new classification of Library Technical Services Supervisor. ANALYSIS: The current structure in the Library's Technical Services division includes a Senior Library Assistant and two Library Assistant II classifications. The division reports to the Assistant Library Director. The proposed new Technical Services Supervisor classification would replace the vacant Senior Library Assistant position in the Technical Services Division. A part-time vacancy in the Circulation Division will remain vacant in order to help fund the higher level Technical Services Supervisor. The promotion of a part-time Library Assistant I to flexibly staffed Library Assistant 11 position will allow for the redistribution of duties in the Circulation Division to absorb the loss of the part-time Library Aide. Technical Services is a rapidly evolving field in public libraries and this division requires a technically skilled leader dedicated to advancing the services available to the public as well as directly supervising the work and the team. This new higher level Technical Services Supervisor position will provide much-needed advanced technical skills and direct supervision for this division. The proposed salary range for the Technical Services Supervisor is $4,595 to $5,586 monthly, which is equivalent to the salary range for the Library Circulation Supervisor. The new position will be included in the SEIU Local 1021 bargaining unit. FOR CITY CLERK ONLY File No.: 9-3-86 Council Meeting: 03/21/2016 Disposition: Resolution 14086 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 FISCAL IMPACT: The increased cost for the Technical Services Supervisor will be offset by the elimination of the Senior Library Assistant in Technical Services and a vacant part-time Library Aide in the Circulation Division. In addition, the Library has cost savings of approximately $11,000 per year due to the elimination of Sunday library premium pay effective January 1, 2016. The net result of these changes will be an approximate savings of $3,000 per year in the Library's General Fund budget. OPTIONS: The City Council has the following options to consider on this matter: 1. Approve the Resolution to implement the above recommendation. 2. Adopt the resolution with modifications. 3. Direct staff to return with more information. 4. Take no action. RECOMMENDED ACTION: Adopt Resolution to create the Library Technical Services Supervisor classification. ATTACHMENTS: • Resolution • Library Technical Services Supervisor Job Description RESOLUTION NO. 14086 A RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING PERSONNEL ACTION TO CREATE THE CLASSIFICATION OF LIBRARY TECHNICAL SERVICES SUPERVISOR. WHEREAS, a vacancy in the Technical Services Senior Library Assistant position and Library Aide position formed the basis for a review and restructuring of the existing positions; and WHEREAS, a higher level Library Technical Services Supervisor classification is appropriate given the need for increased technical skills and supervisory responsibilities; and WHEREAS, the cost of the proposed higher level classification can be accommodated in the current budget. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby approves the following personnel actions: 1. Create the classification of Library Technical Services Supervisor, with a salary range of $4,595 to $5,586 monthly I, Esther 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 San Rafael City Council held on March 21, 2016 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin and Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: McCullough ESTHER BEIRNE, City Clerk City of San Rafael Job Class Specification Job Title: Library Technical Services Supervisor SUMMARY Under direction, plans, organizes and supervises library staff responsible for technical services and related activities. DISTINGUISHING CHARACTERISTICS This single -position class is the first full supervisory level in charge of personnel and activities associated with cataloging, processing, and maintaining the library's materials records database. This position will directly participate in the work of the unit. The position is guided by established policies and procedures, principles of the field, and management personnel. This class is distinguished from the Senior Library Assistant in that the latter is a lead specialist, whereas this class is a full supervisor with associated authorities and responsibilities. SUPERVISION EXERCISED Positions in this class may be responsible for the full supervision of Library Assistants, Library Aides, and Pages as needed. ESSENTIAL DUTIES AND RESPONSIBILITIES Essential duties and responsibilities include the following. Other duties may be assigned. • Supervises the ordering, receiving and processing of library materials • Plans and schedules employee shifts, work days, rotation of tasks, and daily or special work assignments. • Plans, develops, and implements technical services procedures and processes in conjunction with the Library Director and professional staff. • Plans and reviews the work of Library staff and volunteers. • Interviews applicants for employment and recommends selection. • Appraises employee performance, documents disciplinary problems, recommends and caries out disciplinary actions, and recommends merit increases. • Identifies the need for and recommends or conducts training for employees. • Maintains statistics and prepares reports regarding technical services activities. • Develops and supervises implementation of new or revised procedures. • Conducts special studies, surveys and projects related to technical services. • Coordinates relationships with vendors and outside contractors within the purview of technical services. • Stays current with technological and procedural development related to technical services, as well as management practices which involves reading publications, subscribing to relevant lists, attending conferences and workshops, and meeting with colleagues. • Provides telephone and counter assistance to patrons in the Downtown Library's Circulation Department as required. • Performs related duties as required. KNOWLEDGE OF • Principles and practices of technical services. • Principles and practices of supervision. • Work planning and control, including selection, appraisal, counseling, and motivation of employees, and planning, scheduling, and directing work. • Library terminology, cataloging standards, and standard library techniques • Organization, categorization, and location of library materials. • Systems and processes for materials flow management. ABILITY TO • Supervise para -professional library staff directly and through subordinate lead workers, including planning, scheduling, assigning, and appraising work, and counseling employees. • Establish and maintain effective working relationships with other library staff, employees, and patrons. • Identify problems related to technical services management and workflow and develop effective courses of action for their resolution. • Maintain records and preparing reports and correspondence regarding technical services activities and processes. • Work evenings and weekends as needed. EDUCATION and/or EXPERIENCE Equivalent to graduation from high school and five years of experience comparable to the Library Assistant 1/11 classifications at the City of San Rafael. Course work in library science is desirable and may substitute for up to one year of experience. LANGUAGE SKILLS • Ability to read, analyze, and interpret periodicals, professional journals, technical procedures, or governmental regulations. • Ability to write reports, correspondence, and procedure manuals. • Ability to effectively present information and respond to questions from groups of managers, patrons, and the general public. MATHEMATICAL SKILLS • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. • Ability to apply concepts of basic algebra. REASONING ABILITY • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 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: • Stand, walk, sit • Use hands to finger, handle, or feel • Reach with hands and arms • Talk and hear • The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. • The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, 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 regularly works in evenings or weekends. The noise level in the work environment is usually moderate. ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 3/21/2016 From: Deirdre Dolan Department: HR Date: 3/9/2016 Topic: Create New Job Classification Subject: ADOPT RESOLUTION APPROVING THE FOLLOWING PERSONNEL ACTIONS: Create the classification of Library Technical Services Supervisor Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: approved with suggested edit to staff report financial impact section ® City Attorney Remarks: LG -Approved 3/10/16 ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: