Loading...
HomeMy WebLinkAboutHR Personnel Actions; Analyst Series'' SAN RAFAE L � THE CITY WITH A MISSION Agenda Item No: 6_e Meeting Date: July 17, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Human Resources ' Prepared by: Stacey Peterson, HR Director City Manager Approval: TOPIC: Personnel Actions to Address Recruitment and Retention Challenges SUBJECT: RESOLUTION TO AUTHORIZE THE CITY MANAGER TO ESTABLISH FLEXIBLY STAFFED POSITIONS FOR DESIGNATED CLASSIFICATION SERIES, ESTABLISH AN ASSOCIATE MANAGEMENT ANALYST CLASSIFICATION AND UPDATED LOCAL 1 SALARY SCHEDULE. RECOMMENDATION: Adopt Resolution BACKGROUND: Over the past few years, the City has experienced difficulty in recruiting for various professional and management level positions in the City. With the ongoing retirements from the City or individuals accepting promotions to other agencies, City staff is seeking creative strategies to address these recruitment and retention challenges. Flexible staffing is a management tool used in many agencies to respond to these specific challenges. City management is also seeking flexible staffing options to professionally grow internal, existing staff for difficult to fill positions. ANALYSIS: Flexible Staffed Classification Series: Flexible staffing allows a department to recruit for several different classifications within a job series at the same time to allow hiring managers to screen to the best talent and fit from typically a larger candidate pool and attain cost savings by reducing the need to reopen recruitments. There are a number of classifications for which it will benefit the City to establish classification series designated for flexible staffing to help the City be more successful in our recruitment efforts. Specifically, a Management Analyst classification series, Planner FOR CITY CLERK ONLY File No.: 9-3-86 Council Meeting: 07/17/2017 Disposition: Resolution 14373 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 classification series, Accountant classification series, and an Engineer classification series. Staff recommends granting the City Manager authority to designate specific positions in these classification series as flexibly staffed within the organization and authority to fill positions at any level in the series where department funding supports hiring at the requested level. Flexible staffing would allow the department to solicit applications from candidates who qualify for any level with the series and would require the department to adjust the complexity of the assignment depending on the qualifications of the candidate selected and provide the City Manager authority to promote an individual in a flexibly staffed position to the next level in the series for development in a succession plan or retention where they are ready to tackle larger challenges in the organization and there is funding to support the action. For example, the Community Development Department currently has an authorized, vacant Assistant/ Associate Planner position that they have requested to flexibly staff in a broader series concept, so they can consider candidates for the Assistant, Associate or Senior Planner level to allow them more flexibility in recruiting exceptional talent to the organization. In addition, the Finance Department would benefit from the ability to recruit for a flexibly staffed Accountant position, making it possible to fill at the Accountant, Senior Accountant or Principal Accountant level, depending on the expertise and capabilities of the individuals recruited. Flexible staffing would increase the probability for a successful recruitment outcome and promote retention by allowing the hiring manager to design the position to best fit the skills and growth interests of the talent recruited. It is important to seek creative strategies for retaining competent and trained staff to serve the community. New Associate Manaqement Analvst Classification Staff requests authority to establish an Associate Management Analyst classification to be an entry level analyst in the Management Analyst series. The Management Analyst series currently consists of a Management Analyst (journey level) class and Senior Management Analyst (mid - manager level). This is an additional job class that would contribute to the flexible staffing concept recommended above. This entry level analyst classification would allow the City the option of growing internal candidates or bringing in less experienced analysts with great potential to be developed in the organization to learn and take on more complex analytical research projects and programs. Currently, the organization has 2.0 FTE Senior Management Analyst positions (i.e., one in the City Manager's Office and one in the Public Works Department) and 1.0 FTE vacant Management Analyst position in the Finance Department, supporting citywide budget and financial analysis needs, including the recently rolled out OpenGov system to promote governmental transparency. The requested Associate Management Analyst classification will be a confidential classification added to the Public Employee Union, Local 1 bargaining unit, the same as the Management Analyst classification, due to the confidential nature of the research, labor relations involvement or feasibilities studies the position may perform. Due to the recent loss of a talented Management Analyst employee to a competitive agency, staff evaluated our labor market and determined that the total compensation (including employer cost of pension) for this job class is behind market and recommends adjusting the salary range by 2% to $5,807 to $7,057 The new Associate Management Analyst salary range is recommended at 10 percent below the recommended Management Analyst salary range, which is $5,279 to $6,415. Senior Accountant Salary Adiustment Due to the recent separation of the Senior Accountant, City staff also reviewed the Senior Accountant salary as compared to the labor market, which indicates that it is 3% behind market SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3 based on total compensation (including employer cost of pension). Staff recommends adjusting the Senior Accountant salary by 3 percent, which would be $6,332 to $7,696. This adjustment to the salary range would also address compaction with the current Accountant II salary range by creating a 10 percent difference between the top salary steps for these salary ranges. The recommended Senior Accountant salary range would also retain an appropriate 12 percent spread between the Senior Accountant and Principal Accountant top salary steps. City staff has communicated with representatives of the affected bargaining unit regarding these changes. The City will satisfy its responsibilities under the Meyers-Milias-Brown Act prior to implementation. FISCAL IMPACT: The increased cost for flexibly staffing the Assistant/Associate Planner position at the higher Senior Planner position would be $17,800 annually which will be funded by General Plan Special Revenue Fund if it is filled at the Senior Planner level. There are no other potential costs for the other positions in the specified class series recommended for flexible staffing, as vacant positions are currently allocated at the highest levels in the classification series. OPTIONS: The City Council has the following options to consider on this matter: 1. Staff's recommended action. 2. Adopt the resolution with modifications. 3. Direct staff to return with more information. 4. Take no action. RECOMMENDED ACTION: Adopt Resolution to authorize the City Manager to establish flexibly staffed positions for the Management Analyst classification series, Planner classification series, Accountant classification series, and Engineer classification series; and establish an Associate Management Analyst classification in the Management Analyst series and updated Local 1 salary schedule. ATTACHMENTS: • Resolution • Associate Management Analyst Job Description • Updated Salary Schedule for United Public Employee, Local 1 RESOLUTION NO. 14373 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO AUTHORIZE THE CITY MANAGER TO ESTABLISH FLEXIBLY STAFFED POSITIONS FOR DESIGNATED CLASSIFICATION SERIES; AND ESTABLISH AN ASSOCIATE MANAGEMENT ANALYST CLASSIFICATION AND UPDATED PUBLIC EMPLOYEE UNION, LOCAL 1 SALARY SCHEDULE Whereas, the City has experienced difficulty recruiting and retaining employees for various position; and Whereas, authorizing the City Manager to establish flexibly staffed positions for the Management Analyst classification series, Planner classification series, Accountant classification series, and Engineer classification series would allow the organization to be more nimble in recruiting and retaining staff for these positions where existing fiscal resources cover the cost; and Whereas, the creation of a new Associate Management Analyst classification in the Management Analyst series would allow the City options for developing and growing staff internally or hiring high potential talent at an entry level to promote retention; and Whereas, the Public Employee Union, Local 1, Confidential Bargaining Unit salary schedule requires the new Associate Management Analyst salary range be added, a 2 percent market adjustment to update the Management Analyst salary range, and a 3 percent market adjustment to update the Senior Accountant salary range. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby approves the following personnel actions: 1. Authorize the City Manager to establish flexibly staffed positions for the Management Analyst classification series, Planner classification series, Accountant classification series, and Engineer classification series, and 2. Create a new Associate Management Analyst classification, with a salary range of $5,279 to $6,415 monthly, in the Public Employee Union, Local 1, Confidential Bargaining Unit, and 3. Adopt the updated salary schedule for the Public Employee Union, Local 1, Confidential Bargaining Unit. 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 July 17, 2017, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None er— ^ ►c-� 4 ESTHER BEIRNE, City Clerk City of San Rafael Job Class Specification Job Title: Associate Management Analyst SUMMARY Under the direction of the assigned department head or management position is responsible for performing a variety of responsible, complex, professional analytical duties involving research and analysis relating to operating procedures and practices, organization, program data, budgetary requests or a variety of operational issues to recommend an appropriate course of action. Related work is assigned. CLASS CHARACTERISTICS: This class is designed for professional level, administrative positions performing complex, analytical work. This is the entry level classification in the Management Analyst series. The Series includes Associate Management Analyst, Management Analyst, and Senior Management Analyst. Depending upon assignments, some positions may be permanently allocated to this level and some positions may be designated as flexibly staffed at various levels in the series. Incumbents receive general supervision while performing tasks of moderate difficulty. All findings and recommendations are subject to final review and approval. This classification is designated as confidential and incumbents may become involved in activities associated with, or perform duties relating to, the collective bargaining process. This class is distinguished from the Administrative Assistant job family, which is designed for administrative generalist positions assignments under general supervision. Administrative Assistants act as the day to day clerical/administrative support person for a department or unit. Their focus is to attend to the daily activities required to run an office. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. • Plans, organizes, coordinates and implements day to day program assignments independently. • Conducts research, collects data, and analyzes work procedures and policies; interprets data from various internal and external data sources to evaluate and make recommendations for improving the effectiveness of assigned programs. • Analyzes federal and state laws and regulations as they relate to assigned programs and develops and implements changes as necessary based on this analysis. • Develops program manuals, comprehensive reports, handouts, flyers, newsletters, and other documents for communicating program information. • Serves as a department website content developer and reviewer and participates on the City's technology team. • Drafts and publishes authorized social media posts consistent with City messaging, and responds to citizen inquiries on behalf of the Department. • Plans and coordinates civic engagement events. • Coordinates and participates in training of other personnel. • Interacts with other city staff, city council, community representatives, and citizens regarding programs. • Uses personal computer to type reports, memos, emails, etc., and to maintain statistical data. • Performs related duties as required. KNOWLEDGE OF: Principles and practices associated with administration, organization, and management; research methods, techniques, statistical and other work measures; modern office software programs including but not limited to Microsoft Word, Outlook, and Excel; and quality improvement processes, performance measurement techniques for public sector services and programs. ABILITY TO: Work independently in the completion of assignments. Analyze and evaluate data. Prepare and present clear and concise reports, both orally and in writing. Establish and maintain effective working relationships with others. Provide effective functional or project leadership. Effectively plan, organize and prioritize work. EDUCATION and/or EXPERIENCE: Bachelor's degree in public/business administration, finance, accounting, planning, public policy or related field Note: Responsible analytical experience may be substituted for the required education on a year -for - year basis. LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. 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. CERTIFICATES, LICENSES, REGISTRATIONS: Valid CA 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. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Vision abilities required 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. While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually quiet. Page 2 of 3 FLSA Status: Prepared By: Prepared Date: Approved By: Approved Date: Non -Exempt Stacey Peterson July 2017 City of San Rafael Page 3 of 3 PEU LOCAL 1 - CONFIDENTIAL SALARY SCHEDULE Effective July 17, 2017 Grade Position A B C D E TBD ADMIN ASST I (CONFIDENTIAL)* $4,197 $4,407 $4,628 $4,859 $5,102 TBD ADMIN ASST II (CONFIDENTIAL)* $4,628 $4,859 $5,102 $5,357 $5,625 7215 ADMIN ASSISTANT TO THE CM $5,369 $5,637 $5,919 $6,215 $6,526 7207 ADMIN ASST TO THE CHIEF OF POLICE $4,747 $4,984 $5,234 $5,495 $5,769 TBD ASSOCIATE MANAGEMENT ANALYST** $5,279 $5,542 $5,820 $6,110 $6,415 2127 HUMAN RESOURCES COORDINATOR $6,356 $6,674 $7,007 $7,358 $7,725 2109 HUMAN RESOURCES REPRESENTATIVE 1 $5,246 $5,508 $5,783 $6,072 $6,376 2110 HUMAN RESOURCES REPRESENTATIVE 11 $5,779 $6,068 $6,371 $6,689 $7,024 7242 LEGAL ASSISTANT 1 $5,369 $5,637 $5,919 $6,215 $6,526 9205 LEGAL ASSISTANT II $5,916 $6,212 $6,522 $6,848 $7,191 7204 MANAGEMENT ANALYST $5,807 $6,097 $6,402 $6,721 $7,057 7203 PAYROLL ADMINISTRATOR $5,453 $5,725 $6,012 $6,312 $6,628 TBD PRINCIPAL ACCOUNTANT $7,107 $7,462 $7,835 $8,227 $8,638 TBD SENIOR ADMIN ASST (CONFIDENTIAL) $4,984 $5,233 $5,495 $5,769 $6,057 2130 SENIOR ACCOUNTANT $6,332 $6,648 $6,980 $7,330 $7,696 *New classification per 6/5/17 Council Action **New classification per 7/17/17 Council Action SAN RAFAEL STAFF REPORT APPROVAL THE CITY WITH AMISSION ROUTING SLIP Staff Report Author: Stacey Peterson Date of Meeting: 8-21-17 Department: Human Resources Topic: Personnel Actions to Address Recruitment and Retention Challenges Subject: RESOLUTION TO APPROVE THE RECLASSIFICATION OF A LIBRARY ASSISTANT 1/II POSITION TO SENIOR LIBRARY ASSISTANT Type: (check all that apply) ❑ Consent Calendar ❑ Public Hearing 0 Discussion Item N Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Informational Report *If PSA, City Attorney approval is required prior to start of staff report approval process Was agenda item publicly noticed? ❑ Yes El No I Date noticed: I ❑Mailed ❑Site posted ❑Marin U Due Date Responsibility Description CompletedDate Initial / Comment PRELIMINARY REVIEW FRI, 6/30 Author Submit draft report to 6/30/2017 D Director MON, 7/3 Director Submit draft report to ACM 6/30/2017 0 Click here to Assistant City Manager Readiness review enter a date. 0 WED, 7/5 City Attorney Preliminary legal and 7/5/2017 0 financial impact review 7/6/2017 LAG Finance 0 MM CONTENT REVIEW FRI, 7/7 Assistant City Manager Content review 7/7/2017 0 7/7/2017 CA Author Revisions 0 SP FINAL REVIEW MON, 7/10 City Attorney Final legal review 7/11/2017 D Click here to LAG Finance Final financial review enter a date. 0 Click here to MM Author Revisions / accept changes enter a date. 0 TUES, 7/11 City Manager Final review and approval Click here to enter a date.