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HomeMy WebLinkAboutHR Reclassification; Human Resources CoordinatorCITY QF Agenda Item No: 3 h Meeting Date: September 6, 201 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: MANAGEMENT SERVICES Prepared by: Leslie Loomis, HR Director, City Manager Approval: SUBJECT: Resolution to Approve the Reclassification of one Human Resources Representative position to a Human Resources Coordinator RECOMMENDATION: Adopt Resolution BACKGROUND: 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". Over the past several years, the Human Resources Department has adapted to the changing needs of the City and budget priorities. Due to the recession, the department's focus has changed to address layoffs, work reduction programs, etc. In 2007, the HR department was reorganized to include an HR Director, Employee Benefits Analyst and two HR Representatives. In 2009, the Employee Benefits Analyst was laid off and the position is now deleted from the budget. The two Human Resources Representatives share the responsibilities of performing the support functions required for HR to process payroll, recruit and retain employees, administer workers compensation and employee benefits. ANALYSIS: The proposed reclassification of one Human Resources Representative to a Human Resources Coordinator involves changes to the job classification, compensation, roles, and responsibilities of the position. A key component to the 2007 reorganization was to restore the HR function by increasing the number of staff so the department could provide critical support services to City departments. Due to the elimination of the Employee Benefits Analyst, the Deputy City Manager and the Assistant to the City Manager positions, the Management Services department has had to adapt by reassigning job duties to existing staff. It has become evident that analytical administrative support is needed in order for Management Services, and specifically the HR Department, to meet operational demands. FOR CITY CLERK ONLY File No. w Council Meeting: Disposition: �� ,° SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Staff is now proposing a new classification entitled Human Resources Coordinator to provide higher level support to the HR Director and Assistant City Manager. The essential duties and responsibilities for this position are contained in the proposed job classification (Exhibit A of the Resolution) and include such tasks as: labor and employee relations, job analysis, classification, compensation and benefit plan administration, recruitment and selection, employee relations and payroll. City staff has met with representatives of the affected bargaining unit regarding the proposed reclassification and will satisfy its meet and confer responsibilities under the Meyers-Milias- Brown Act prior to implementation. FISCAL IMPACT: The total cost for this change is approximately $7,300 per year. This increase in pay will not affect health, dental or other insurance benefits. • Approve the Reclassification of one Human Resources Representative position to a Human Resources Coordinator • Reject the Resolution ACTION REQUIRED: Adopt Resolution as presented ATTACHMENTS: A) New Job Specification for Human Resources Coordinator B) Revised Local 1 — Confidential Salary Schedule RESOLUTION NO. 13235 RESOLUTION TO APPROVE THE RECLASSIFICATION OF ONE HUMAN RESOURCES REPRESENTATIVE POSITION TO A HUMAN RESOURCES COORDINATOR WHEREAS, due to the economic recession, the City has gone through significant budget cuts over the last couple of years that have affected all departments; and WHEREAS, the Human Resources Department has adapted to the changing needs of the City and the focus of the department has changed in order to provide effective services as efficiently as possible with limited resources; and WHEREAS, with the elimination of three Management level positions since 2009, including the HR Employee Benefits Analyst, the Management Services department has had to reassign job duties to existing staff; and WHEREAS, these changes have resulted in the need for higher level support for the Management Services department, specifically in Human Resources, and more job duties assigned to the HR Representative position. NOW, THEREFORE LET IT BE RESOLVED that the City Council of the City of San Rafael hereby approves the reclassification of one Human Resources Representative position to a Human Resources Coordinator to include additional responsibilities, as provided in attached Exhibit A. 1, 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 Tuesday, the 6t" of September, 2011, by the following vote, to wit: AYES: Councilmembers: Brockbank, Connolly, Heller, Levine & Mayor Boro NOES: Councilmembers: None ABSENT: Councilmembers: None Esther C. Beirne, City Clerk City of San Rafael Job Class Specification Job Title: Human Resources Coordinator SUMMARY Under general direction of the Human Resources Director, performs a variety of advanced professional work involving a variety of specialized tasks in a public human resource administration, including labor and employee relations, job analysis, classification, compensation and benefit plan administration, recruitment and selection, employee relations and payroll. SUPERVISION This position reports to the Director of Human Resources and may provide support to the Assistant City Manager/Director of Management Services. There are no direct supervisory responsibilities. DISTINGUISHING CHARACTERISTICS: This single -position class requires comprehensive specialized and technical knowledge and experience in human resources functional areas, a high level of initiative, sound judgment, communication skills, and strong analytical skills. The HR Coordinator performs the full scope of responsibilities related to classification and compensation, salary and benefit administration, coordination of training and development programs, labor relations support, and policy and procedure development while learning City policies and procedures, applicable laws and regulations, and specific techniques and regulations related to the broad area of human resources. ESSENTIAL DUTIES AND RESPONSIBILITIES: • Works to achieve established goals and objectives for the Human Resources Department; evaluates service delivery alternatives and makes adjustments as deemed appropriate. • Performs professional and technical duties related to classification, compensation, recruitment and selection, staff development and benefit administration; prepares related documentation, including draft contracts, advertising, job descriptions and training outlines. • Advises, counsels and assists operating departments and employees on matters pertaining to personnel policies and practices. Provide information on procedures and regulations to City staff and the public. • Participates in labor relations activities, including union/association contract negotiations, meet and confer sessions and meet and consult sessions. • In coordination with staff of other departments, implements changes made to MOD's through the meet and confer process and ensure that automated systems reflect these changes. • Participates in outside community and professional groups and committees. • Actively participates in, or facilitates, committees and activities related to employee recognition, including annual recognition luncheon and distribution of service awards. • Collects compensation, benefit and other survey data and prepare summaries of information. Audits and prepares new or modified job analysis documents and job descriptions. • Serves as HR lead regarding Information Systems/technological management. Maintains HR page of City website. • Coordinates the development and implementation of computerized personnel systems. Keep abreast of updates to Eden Systems/software enhancements (technological upgrades). • Enter salary and benefit enrollment and changes into computer system. Assist representatives from retirement system to maintain up to date and accurate information. • Oversees the processing and data input of changes to employee deductions to ensure the accuracy of pay and benefit changes. • Assists new employees in enrolling in benefits and existing employees in making changes to their benefit plans. • Administer Group Life & AD&D and Long -Term Disability (LTD) programs; interpret contract provisions and coordinate processing of complex claims or appeals. • Works with HR Representative to coordinate open enrollment activities with insurance providers, including benefits fairs and employee meetings with benefit providers. • Prepare training materials and organize City-wide training programs. • 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. • 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. • Works closely with payroll to ensure accurate processing of claims. Oversees training of applicable processes. • 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: Possession of a Bachelor's degree with major course work in business or public administration, industrial relations, human resources management or a closely related field and three years of professional experience in public administration required. A Master's degree in Human Resources Management, Public Administration or a related field is preferred. KNOWLEDGE, SKILLS AND ABILITIES: • Principles and practices of public personnel administration. • Classification, compensation and benefits analysis and administration techniques. • Applicable state and federal employment and/or labor laws and regulations. • Considerable knowledge of research methods and practices, including statistical analysis. • Ability to prepare comprehensive reports, communicate with others and understand information and write to effectively convey information to client groups. • Demonstrated ability to make independent judgments and provide knowledgeable evaluations and opinions to all levels within the organization. • Knowledge of employee benefits, recruitment and selection process, classification and compensation, job analysis and the like. Page 2 of 3 Ability to establish and maintain effective working relationships with employees, representatives from labor unions and the general public. • 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 coordinate a variety of tasks and assignments in an effective, efficient and confidential manner. • Ability to provide optimal quality service. • Basic knowledge of HR/financial systems. SPECIAL REQUIREMENTS: • Possession of a valid California Driver's License FLSA Status: Prepared By: Prepared Date: Approved By: Approved Date: Bargaining Unit: Nonexempt Human Resources September 2011 City of San Rafael Confidential Unit Page 3 of 3 0 -4 s " N N O O -� cJt N O c0 —I cn cn Q. fD D D D m rn=_= Z Z Z r r Z Z Z mm m W W W � O O O Y D DD C C C p D --i -i — m m m _ cn cn cn m m m p _ _ m m O m m O rn rn z n cn O 0 r- D p < < m m m W A cW0 A O V N W �A A to c(AJr Ui. 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DATE OF MEETING: September 6, 2011 FROM: Leslie Loomis, Human Resources Director DEPARTMENT: Human Resources / Management Services DATE: September 1, 2011 TITLE OF DOCUMENT: Resolution to Approve the Reclassification of one Human Resources Representative position to a Human Resources Coordinator Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGE'7 Elm: n City/W'qage—r (sig(natuie) City Attorney (signaturd)