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HomeMy WebLinkAboutHR Personnel Actions 2017Agenda Item No: 7.a 4SAN RAFAE L I Meeting Date: September 5, 2017 THE CITY WITH A MISSION SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Human Resources 4E Prepared by: Stacey Peterson, HR Director City Manager Approval: TOPIC: Personnel Action SUBJECT: RESOLUTION TO AUTHORIZE THE FOLLOWING PERSONNEL ACTIONS: 1. RECLASSIFY A LIBRARY ASSISTANT 1/11 TO A SENIOR LIBRARY ASSISTANT POSITION; AND 2. RECLASSIFY A SENIOR ADMINISTRATIVE ASSISTANT TO A DEPUTY CITY CLERK POSITION RECOMMENDATION: Adopt Resolution BACKGROUND: Periodically, the City has the need to reclassify positions that have been assigned more complex work and that require broader skills and technical knowledge to warrant reclassification. Where management staff determines that the more complex work is necessary and will need to continue being assigned to a position, it is appropriate to request position reclassification to compensate staff for performing ongoing, higher level responsibilities. ANALYSIS: Over the past year, the Pickleweed Library has experienced a steady increase in patrons checking out items and an increase in events. The Pickleweed Library is a small satellite library that is staffed with 3.2 FTE to serve the public, so staff has often assumed broader roles. The program currently has one part-time Senior Library Assistant (.67 FTE) position who helps to oversee and provide lead direction to the temporary/seasonal staff and volunteers. With the smaller Librarian staff, the full-time Library Assistant II position has been required to also provide lead direction to up to 12 temporary/seasonal/volunteer staff, and respond to complex questions and requests and regularly resolves issues when Librarians are not available. In addition, this position has also assumed more responsibility in planning, coordinating, procuring supplies and assisting with events, which is typically performed at the Librarian or Senior Library Assistant level. To better serve the community, the incumbent has recently represented FOR CITY CLERK ONLY File No.: 7-3 Council Meeting: 09/05/2017 Disposition: Resolution 14389 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 the Library at community groups (e.g. First Five Initiative, Canal Alliance, schools) and takes books and resources to various meetings and/or events to broaden the library's presence. As such, staff recommends reclassifying the full-time Library Assistant 1/II position to a Senior Library Assistant position to recognize the more complex work the incumbent regularly performs. The incumbent is qualified and agreeable to the position reclassification. It is recommended that this position be reclassified retroactive to July 1, 2017 because the cost of the position reclassification was included in the FY 17/18 adopted budget, but was missed in the staffing section of the budget report. In addition, the City Clerk has requested that the Senior Administrative Assistant position in the City Clerk Department be reclassified to the Deputy City Clerk classification to recognize the specialized and technical administrative work that has been assigned. The responsibilities of the position have evolved from general administrative work to require the full duties described in the Deputy City Clerk job description. This position is responsible for the implementation and maintenance of the new City online document management system, ongoing website development and updates, agenda management process, preparing the City Council agenda packets, producing the minutes from the City Council meetings, and acting on behalf of the City Clerk in her absence. The incumbent is qualified and agreeable to the position reclassification. It is recommended that this position be reclassified retroactive to July 1, 2017, to recognize the work that has been performed at this higher level from the start of this fiscal year. City staff will satisfy its responsibilities to notice and offer to meet and confer with the affected bargaining unit in accordance with the Meyers-Milias-Brown Act prior to implementation. FISCAL IMPACT: The Library Department included funds in the FY17/18 budget to cover the cost of the position reclassification which is projected to be $4,169 annually, and which is funded by Measure D. In addition, the City Clerk Department has the funds to cover the cost of the reclassification, which will total $2,665 annually. 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 reclassification of the Library Assistant 1/11 position (#5112- 012) to the Senior Library Assistant position and the Senior Administrative Assistant position (#1250-003) to a Deputy City Clerk position. ATTACHMENTS: • Resolution • Deputy City Clerk Job Description RESOLUTION 14389 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE RECLASSIFICATION OF A LIBRARY ASSISTANT 1/11 POSITION TO THE SENIOR LIBRARY ASSISTANT POSITION AND RECLASSIFICATION OF A SENIOR ADMINISTRATIVE ASSISTANT POSITION TO THE DEPUTY CITY CLERK POSITION Whereas, the City has the need to periodically reclassify positions that have been assigned more complex work and that require broader skills and technical knowledge to warrant reclassification; and Whereas, the Pickleweed Library has had a steady increase in patronage and due to the small staff of 3.2 full-time equivalent regular City positions, the full-time Library Assistant position has been assigned higher level responsibilities that will continue and warrant reclassification to the Senior Library Assistant job class; and Whereas, the City Clerk has required more technical work be performed by the Senior Administrative Assistant position in support of the City Clerk Office that will continue and warrant reclassification to the Deputy City Clerk job class; and Whereas, the incumbents are qualified and agreeable to continue performing the higher level responsibilities that warrant reclassification. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby approves the following personnel action, effective July 1, 2017: 1. Authorize the reclassification of the Library Assistant 1/11 position (#5112-012) to a Senior Library Assistant position. 2. Authorize the reclassification of the Senior Administrative Assistant position (#1250-003) to a Deputy City Clerk position. 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 September 5, 2017, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER BEIRNE, City Clerk City of San Rafael Job Class Specification Job Title: Deputy City Clerk SUMMARY Under general supervision, performs a variety of highly responsible and complex technical, administrative and clerical activities in support of the City Clerk's office. This position reports to the City Clerk and is responsible for maintenance of the City's official records, for recording and producing the minutes of City Council meetings; providing administrative support to the City Clerk; and performing related work as required. DISTINGUISHING CHARACTERISTICS: This is a single -position classification in the City Clerk's Office. This class is distinguished from other classes by responsibility for maintenance of official City records and other prescribed activities. ESSENTIAL DUTIES AND RESPONSIBILITIES: • In the absence of the City Clerk, functions as the City Clerk, attends City Council meetings and records actions by using information technology. • Prepares Council Chambers or other rooms for meetings • Generates Action Agendas and finalizes official minutes. • Maintains, updates and enforces records retention schedules, policies and procedures • Maintains current knowledge of new trends and innovations in the field of records management • Answers telephone calls, responds to email, researches records and retrieves information for general public, City Council and City staff • Prepares agenda packets, hard copy and electronically, for Council meetings. • Files and indexes official City records as prescribed. • Maintains other City and departmental records and files. • Processes newly adopted resolutions and ordinances for incorporation to City records and for codification • In the absence of the City Clerk administers oaths of office, acts as Notary Public and certifies official City records • When necessary, affixes the City seal to certify official documents. • Receives new liability claims in the City Clerk's office or other City Hall departments as needed. • Assists the City Clerk with organization and conduct of municipal elections • Responsible for ensuring elected and appointed officials and designated City employees comply with the filing obligations of the Fair Political Practices Commission (FPPC) • May be required to work evenings and/or irregular work hours • Makes recommendations regarding office procedures and processes, including technology, to improve workflow and implements improvements subsequent to approval. • Performs other related duties as assigned KNOWLEDGE OF: • Principles and practices of municipal government administration, the Brown Act, the Public Records Act, the Political Reform Act and other legal and administrative procedures relating to municipal records management • Principles and practices of records management • Applicable federal, state and municipal laws, including those related to elections, agendas, meeting procedures, statements of economic interests and campaign statement filings • Modern office procedures, methods and equipment. ABILITY TO: • Effectively run a records management and retention program, including computer applications and equipment • Ability to effectively utilize computer applications and technology related to the work • Compose routine correspondence independently. • Use initiative and sound independent judgement within established guidelines. • Communicate tactfully and effectively with the public. • On occasion attend City Council and related meetings outside of normal business hours. • Operate modern office equipment and related software including web publishing, document imaging, Excel, Access and PowerPoint. • Be proactive in investigating new technology trends for implementation where possible • Prioritize own work, completing assigned tasks in a timely, accurate manner; and using sound, independent judgment within policy and procedural guidelines EDUCATION and/or EXPERIENCE: A typical way of gaining the knowledge, skill and ability outlined above is: Equivalent to AA degree and three years of progressively responsible experience using state of the art technology in a local government agency, preferably in a City Clerk's Office. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to create and interpret graphs. CERTIFICATES: Commission as a Notary Public in the State of California within six months of appointment REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 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; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee must frequently 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. Page 2 of 3 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 moderate. FLSA Status: Prepared Date: Approved By: Approved Date: Non-exempt August, 2017 City of San Rafael Page 3 of 3 4 IftSAN RAFAEL STAFF REPORT APPROVAL THE CITY WITH AMISSION ROUTING SLIP Staff Report Author: Stacey Peterson Date of Meeting: 09/5/2017 Department: Human Resources Topic: Personnel Action Subject: Resolution to Reclassify a Library Assistant 1/II position to Senior Library Assistant and reclassify a Senior Administrative Assistant position to a Deputy City Clerk Type: (check all that apply) ❑ Consent Calendar ❑ Public Hearing N Discussion Item X❑ 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 ❑No Date noticed: I ❑Mailed ❑Site posted ❑Marin IJ REVISED 8/31/17 Due Date Responsibility Description CompletedDate Initial / Comment DEPARTMENT REVIEW FRIDAY Director Director approves staff 8/9/2017 ❑X noon report is ready for ACM, SP 8/4 City Attorney & Finance review. CONTENT REVIEW MONDAY Assistant City Manager ACM, City Attorney & Click here to D morning Finance will review items, enter a date. 8/21 make edits using track City Attorney changes and ask questions 8/24/2017 D using comments. Items will LG be returned to the author 8/24/2017 0 Finance by end of day Wednesday. MM DEPARTMENT REVISIONS FRIDAY Author Author revises the report 8/25/2017 0 noon based on comments SP 8/25 receives and produces a final version (all track changes and comments removed) by Friday at noon. ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL MONDAY Assistant City Manager ACM, City Attorney & 8/28/2017 D morning Finance will check to see CA 8/28 their comments were 8/30/2017 FZ City Attorney adequately addressed and LG sign -off for the City Click here to Manager to conduct the enter a date. FZ Finance final review. MM TUES City Manager Final review and approval 8/30/2017 0 noon Jim 8/29