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HomeMy WebLinkAboutResolution 2012-17 - Amend City's Classification Plan by mod Council/Agency Meeting Held: ` 'LAXAO/A Deferred/Continued )�.Ap oved ❑ C iti na ly Q proved ❑ Denied %.V Cit ler ' Signa re Council Meeting Date: r� April 2, 2012 Department ID Number: HR 12-006 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Michele Carr, Director of Human Resources SUBJECT: Adopt Resolution No. 2012-17 amending the City's Classification Plan by modifying the Class Specification and Compensation of the position of Assistant City Clerk Statement of Issue: The City's Classification Plan requires amendment to incorporate changes approved by the Personnel Commission on November 10, 2011. The Commission approved a modification to the compensation of the position of Assistant City Clerk from MEO Range 537 to MEO Range 563. Financial Impact: The full financial impact of this amendment is estimated by the Finance Department at $14,241. The City Clerk's office will fully fund the fiscal impact by implementing offsetting operational budget reductions in the current and future fiscal years. The net budgetary impact to the City is projected to be zero. Recommended Action: Motion to: Adopt Resolution No. 2012-17, "A Resolution of the City Council of the City of Huntington Beach Amending the City's Classification Plan by Modifying the Class Specification and Compensation for the Position of Assistant City Clerk." Alternative Action(s): Reject the amendment to the classification plan. In accordance with Personnel Rule 12-4, if an amendment to the City's Classification Plan is rejected by the City Council, the City Council is to refer such amendments or revisions back to the Personnel Commission with reasons for rejection and its recommendation thereon. REQUEST FOR COUNCIL ACTION MEETING DATE: 4/2/2012 DEPARTMENT ID NUMBER: HR 12-006 Analysis: In March of '2006; the City retained the services of Cooperative Personnel Services (CPS) to perform a classification and compensation study. The study included approximately sixty-five (65) classifications, for both Management Employees' Organization (MEO) and Municipal Employees' Association (MEA) classifications. The goal of the study was to determine whether positions were appropriately classified, to update classification specifications and to conduct a base salary analysis of selected benchmark classifications. The position of Assistant City Clerk was not included in the limited CPS study, however, the subordinate position of Senior Deputy City Clerk was included in the study and as a result thereof, the position received a compensation adjustment of 19%. This increase created a compaction issue with respect to these positions. The City Clerk requested (in 2007, after the CPS study had already concluded); that the Office of Human Resources review the position of Assistant City Clerk outside of the CPS study. In March 2009, the Office of Human Resources conducted the review and recommended that the Assistant City Clerk position be modified with respect to job content and compensation. Due to budget constraints, Administration did not approve moving this item forward until 2011. The recommendation to modify the position was presented to the Personnel Commission in November 2011. The Commission voted to approve the modifications (5-2). A summary of the impact of the salary range modifications approved by the Commission are provided: Position Title Current Pay Range Monthly Salary %Differential Monthly Compensation Step E Difference Senior Deputy City MEA 532 $6,651.00 ----- ---- Clerk Assistant City Clerk MEO 537 $6,817.00 2.5% $166.00 Assistant City Clerk MEO 563 $7,762.00 16.7% $1,111.00 PROPOSED The generally recognized salary strata between subordinate and superior positions of this type should range between 15% and 20%. A 2.5% differential is challenging, as subordinates have the potential to out-earn superiors through the payment of overtime. The City and MEO met and conferred in 2011 regarding the recommended changes to this classification. The recommended classification and compensation changes are a result of the internal classification and compensation review and the meet and confer process. If approved, any salary adjustment would be made prospectively. No retro-active increase shall be provided. Environmental Status: NA Strategic Plan Goal: Develop, retain and attract quality staff REQUEST FOR COUNCIL ACTION MEETING DATE: 4/2/2012 DEPARTMENT ID NUMBER: HR 12-006 Attachment(s): Moll 1. Resolution 2012-17 "A Resolution of the City Council of the City of Huntington Beach Amending the City's Classification Plan by Modifying the Class Specification and Compensation for the Position of Assistant City Clerk," including Exhibit A: Revised Class Specification for Assistant City Clerk 2. Personnel Commission Meeting Minutes and Staff Report ATTACHMENT # 1 RESOLUTION NO. 2012-17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH AMENDING THE CITY'S CLASSIFICATION PLAN BY MODIFYING THE CLASS SPECIFICATION AND COMPENSATION FOR THE POSITION OF ASSISTANT CITY CLERK Whereas the City Council of the City of Huntington Beach wishes to amend the City's Classification Plan; and The provisions of Personnel Rule 12-4 have been complied with, in that the changes to the City Classification Plan were considered by the Personnel Commission during a public hearing on November 10, 2011; and The Commission voted to recommend to the City Council that the City's Classification Plan be amended as follows: Modify the class specification and compensation for the position of Assistant City Clerk NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: 1. Modify the existing class specification for Assistant City Clerk and establish compensation at Range 563 ($6265 - $7762) in the City's Classification Plan as set forth in Exhibit A, which is attached hereto and incorporated herein by this reference. All other provisions of the City's Classification Plan not modified herein shall remain in full force and effect. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the ]6 t h day of April , 2012. Mayor 1 Resolution No. 2012-17 REVIEWED AND APPROVED: INITIATE D APPR VED: 414k CitPffnYger erector of Human Resources APPROVED AS TO FORM: ty Attorn y 2 Exhibit A - Resolution No. 2012-17 Sur r CITY OF HUNTINGTON BEACH s , ' Hunti an Beach CLASSSsPECIFICATION TITLE: ASSISTANT CITY CLERK PERSONNEL COMMISSION APPROVAL: NOVEMBER 10, 2011 REVISED COUNCIL APPROVAL: APRIL 2, 2012 ADOPTED REVISIONS JOB CODE: 0132 EMPLOYMENT STATUS: REGULAR FULL-TIME UNIT REPRESENTATION: MEO FLSA STATUS: EXEMPT JOB SUMMARY Under the direction of the City Clerk, plans, organizes, and supervises the daily office operations of the City Clerk's Department. DISTINGUISHING CHARACTERISTICS The Assistant City Clerk classification is distinguished from the Senior Deputy City Clerk classification in that the Assistant City Clerk provides administrative oversight for the overall functioning of the department; while the Senior Deputy City Clerk performs specific assignments related to department operations. The Assistant City Clerk classification is distinguished from the City Clerk in that the Assistant City Clerk manages the day-to-day operations of the department and assists the City Clerk in all phases of the work. The City Clerk is an elected official responsible for the overall functioning of the department, and serves as the legal custodian of records for the City. EXAMPLES OF ESSENTIAL DUTIES • Oversees the daily operations of maintaining official City documents and records, including, but not limited to; agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records of the City Council, Redevelopment Agency and subsidiary authorities • Manages the timely and proper distribution of the City Council agendas and all related documents; administers the public hearing and public notice processes; • Supervises subordinate staff; monitors work flow; reviews and evaluates work products, methods and procedures; meets with staff to identify and resolve problems; provides or coordinates staff training; works with employees to correct deficiencies • Administers the records management system including maintenance, protection, retention and disposition of records to ensure compliance with federal, state, and local laws, rules and regulations Page 1 of 4 Exhibit A - Resolution No. 2012-17 Su i' 4 {CITY OF.,,HUNTINGTON,:BEACH I� Huntirtgttfii Beuh� CLASS SPECIFICATION TITLE: ASSISTANT CITY CLERK • Works with video production consultant to ensure proper recording of City Council meetings; maintains archive of video recordings for access to public and other interested parties • Serves as project manager and department representative for all computerized systems and software applications designed to electronically process and publish City Council agendas and staff reports, and manage and store scanned images • Assists in the administration of City elections • Administers the filing of Campaign Disclosure Statements and Statements of Economic Interests forms as required by the Fair Political Practices Commission • Identifies opportunities for improving service delivery methods and procedures; implements improvements; develops and implements office systems and procedures; prepares procedures manuals • Provides administrative support to the City Clerk; participates in the development, implementation and monitoring of goals, objectives and policies for the City Clerk's Office and city-wide related functions; implements resulting policies and procedures; serves as acting City Clerk in the City Clerk's absence ;signs official documents as needed • Supervises the passport processing function • Interacts with various levels of City employees, government and elected officials, and the public to resolve problems and address complaints • Reviews and approves invoices for payment • Conducts research, reports findings and makes recommendations • May perform Notary Public duties • Performs related duties as required. The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of: - Federal, State and local laws, codes and regulations pertaining to notices, minutes, records, reports, agendas, materials, and correspondence for a municipality or other governmental organization, as well as open meetings for legislative bodies, elections and financial disclosure requirements - Principles of supervision Page 2 of 4 Exhibit A - Resolution No. 2012-17 U&&h CITY OF HUNTINGTON BEACH � CLASS SPECIFICATION, TITLE: ASSISTANT CITY CLERK - Federal, State and local laws, codes and regulations regarding access and dissemination of public records , - Computerized records storage and retrieval; imaging technology - Laws, rules, and procedures of management, retention, and destruction of public records - General office practices and procedures - Municipal government structure and processes Ability to: - Plan, organize and monitor the work of a municipal clerk's office - Understand, interpret, and apply laws, rules, regulations, policies, codes and ordinances - Enforce municipal and election laws and procedures - Operate computer equipment, including word processing, database and other types of software - Assist the public, City officials, City staff and others in researching or obtaining City information - Manage the maintenance of an effective record keeping, filing and imaging system for official records - Communicate effectively both orally and in writing; - Interact professionally with various levels of employees, elected City officials and appointees, outside representatives, and the general public - Use independent judgment and initiative to analyze situations, identify problems and recommend solutions - Take appropriate notes to record minutes and other council actions - Learn complex and technical information; handle multiple deadlines and multiple projects MINIMUM QUALIFICATIONS Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes.- Education: An Associate's degree from an accredited college or equivalent number of collegiate units in a related field. A Bachelor's degree from an accredited college or university in a related field may be substituted for experience on a year-for-year basis up to two (2) years. Experience: Five (5) years increasingly responsible clerical, administrative support, or paraprofessional experience including records management, working within a City Page 3 of 4 Exhibit A - Resolution No. 2012-17 Su ;;pity CITY OF HUNTINGTOWBEACH:, Hunfi CLASS SPECIFICATION _ VVV TITLE: ASSISTANT CITY CLERK Clerk's office or with an elected/appointed Board of Directors. Two (2) years of supervisory or lead experience over clerical or administrative support personnel. Certifications/License: Must be able to obtain a Notary Public certification within six months of appointment Certification as a Municipal Clerk (CMC) preferred. PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS -- Work is performed in a general office environment and may involve extended periods of time at a computer keyboard or work station. Requires sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment finger dexterity to type on a computer keyboard; and hearing and speaking to answer the telephone or answer questions of co-workers, subordinates, or the general public. Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/materials used in performing essential functions such as computer keyboards, calculators, copiers, and other office equipment. Tasks involve the ability to exert light physical effort in sedentary to light work but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis. Must be able to work beyond a regular scheduled workday when required Est. May 1999 Rev.June 2002/bc Rev. August 2005/vb Rev.Sept 2010/jd Page 4 of 4 Res. No. 2012-17 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on April 16, 2012 by the following vote: AYES: Shaw, Dwyer, Hansen, Carchio, Bohr, Boardman NOES: Harper ABSENT: None ABSTAIN: None CiV Clerk and ex-officicVlerk of the City Council of the City of Huntington Beach, California ATTACHMENT #2 MINUTES - SPECIAL MEETING Thursday, November 10, 2011 City of Huntington Beach 5:30 PM - Meeting Room B-7 PERSONNEL COMMISSION Civic Center - 2000 Main street Huntington Beach CA 92648 Pending approval by Personnel Commission at the meeting on 12/21/11 (These minutes are not verbatim. A recording of the meeting is available in the Human Resources Division, lower level of City Hall, for one year following meeting date.) CALL TO ORDER Chairperson Garner called the Commission meeting to order at 5:30 PM. ROLL CALL Commissioners present: Barton, Bush, Clemens, Elford,-Garner, Inglee, and Lipson Commissioners absent: Others Present: Michele Carr, Secretary to the Personnel Commission/Director of Human Resources Jennifer McGrath, City Attorney JoAnn Diaz, Principal Human Resources Analyst Gwen Rehwinkel, Administrative Assistant PUBLIC COMMENTS None APPROVAL OF MINUTES A motion was made by Commissioner Bush and seconded by Commissioner Lipson to approve the minutes for the June 15, 2011 and July 20, 2011 meetings as presented. VOTE: The motion was carried AYES: 7 NOES: 0 PUBLIC HEARING a. Approve the job specification revisions of the position of Fire Protection Analyst in the Fire Department amending the City' s Classification Plan. MINUTES- PERSONNEL COMMISSION November 10, 2011 Page 2 A motion was made by Commissioner Bush and second by Commissioner Clemens to approve the revised job specification. VOTE: The motion was carried AYES: 7 NOES: 0 b. Approve the reclassification of the at-will position of Deputy City Treasurer in the Finance Department. A motion was made by Commissioner Clemens and second by Commissioner Barton to approve the reclassification VOTE: The motion was carried AYES: 5 NOES: 2 (Bush, Inglee) c. Approve the compensation adjustment for the position of Assistant City Clerk. A motion was made by Commissioner Barton and second by Commissioner Clemens to approve the compensation adjustment (passed 5:2 Bush/Inglee oppose) VOTE: The motion was carried AYES: 5 NOES: 2 (Bush, Inglee) COMMISSION GOALS FOR THE COMING YEAR Discussion ensued regarding the Commission goals and the following changes were made: • Remove Goal: Review Administrative Regulation 413: Constructive Action Plan (CAP) - Disciplining Alternative Program • Add Goal: Provide Enhanced Training and Development for the Commission Commissioner Bush requested updates to the Bylaws to reflect Ordinance No. 3917 amendments to Chapter 2.72 of the Municipal Code. Effective June 30, 2011, Commissioner terms were changed to two (2) years with a limitation of two (2) consecutive terms. Effective June 30, 2012, the number of Personnel Commission members will be reduced to five (5) members. LABOR RELATIONS UPDATE Ms. Carr reported the City reached an agreement with the Marine Safety Management Association. The new Memorandum of Understanding is for a 2-year period. MSMA members agreed to increase the employee-paid share of CalPERS to 5.50% in year one and 6.75% in year For questions, please contact Sandy Henderson at (714) 960-8828 MINUTES- PERSONNEL COMMISSION November 10, 2011 Page 3 two and thereafter (until a successor agreement is reached). They also agreed to adopt a second-tier retirement benefit formula if all other safety units agree. SECRETARY' S REPORT Ms. Carr thanked the Commissioners for their flexibility in attending this special meeting and reported the next meeting will include a presentation by City Attorney Jennifer McGrath. INFORMATION ITEMS The Grievance Status Report will be updated to include additional information. COMMENTS FROM COMMISSIONERS Commissioner Elford thanked staff for their patience tonight in answering all their questions. Commissioner Barton requested the AB1234 ethics education on a CD so that he may complete the training and be in compliance. ADJOURNMENT The meeting adjourned at 6:55 PM to the next regularly scheduled meeting of November 16, 2011. For questions, please contact Sandy Henderson at (714) 960-8828 �k CITY OF HUNTINGTON PEACH INTER—DEPARTMENTAL COMMUNICATION0* YF. _e HUMAN RESOURCES TO: PERSONNEL COMMISSION FROM: MICHELE CARR, DIRECTOR OF HUMAN RESOURCES SUBJECT: UPDATE JOB SPECIFICATION AND ADJUST COMPENSATION OF ASSISTANT CITY CLERK DATE: OCTOBER 19, 2011 In 2009, the Assistant City Clerk position was reviewed by Human Resources at the request of Joan Flynn, City Clerk. The study focused on three issues: 1) updating the job class spec to reflect the modified job duties and minimum qualifications; 2) comparing the job to other internal positions with comparable duties; and 3) examining the pay compression between the Assistant City Clerk and the subordinate Senior Deputy City Clerk. The review took into consideration the evaluation and analysis of job information gleaned from the incumbent, input from the department head, an internal comparison of like positions within the City, and an examination of the supervisor/subordinate pay differentials within the classified service positions. The major new duties incorporated into the revised job classification spec include: Serving as project coordinator and department representative for all computerized systems and software applications designed to electronically process and publish City Council agendas and staff reports; overseeing the document lifecycle management process; and supervising the passport processing function. The education component of the minimum qualifications has also been changed from a high school diploma or equivalent to an associate's degree. The knowledge, skills, and abilities necessary to perform the job duties support the higher level of education. Other MEO-represented jobs in the same or a lower salary grade require at least a bachelor's degree. Raising the educational qualifier for the Assistant City Clerk aligns it closer with the education qualifications for those positions. A change in pay grade for the Assistant City Clerk position is recommended for two reasons: 1) to increase the pay differential between this job and the Senior Deputy City Clerk; 2) to establish the proper ranking amongst jobs with similar duties and responsibilities. Presently, the compensation differential between the subordinate position and the Assistant City Clerk position is approximately 3.5%. This is extremely low. The salary strata between the classifications should (generally) be between 15% and 20%. The change in pay grade will broaden the spread to 16.5%. This change will require City Council authorization. Compensation will not be paid retroactively and pay grade changes will be implemented on a go-forward basis—based upon the date of approval of the City Council. The existing job classification specification was reviewed by the department. This matter was discussed with MEO. At this time staff requests the Personnel Commission to approve staff's recommendations in accordance with Personnel Rule 12 regarding amendments to the City's Classification Plan. STAFF RECOMMENDATION Actions: Update the job classification specification for Assistant City Clerk and change the pay grade from MEO 537 to MEO 563 Affected Employee: Robin Lugar Recommendation: Approve the recommended changes to the job classification specification and pay grade of the Assistant City Clerk job c: Joan Flynn, City Clerk Scott Field, MEO President Attachments: Updated Class Specification HR Review Summary Memo CITY OF'HUNTINGTON BEACB-!" CLp►SS SPECIFICATION . TITLE: ASSISTANT CITY CLERIC DATA:��� PERSONNEL COMMISSION APPROVAL: COUNCIL APPROVAL: JOB CODE: 0132 EMPLOYMENT STATUS: REGULAR FULL-TIME UNIT REPRESENTATION: MEO FLSA STATUS: EXEMPT JOB SUMMARY TheUnder the direction of the City Clerk plans, organizes, and supervises the :daily office operations of the City Clerk's Department;, DISTINGUISHING CHARACTERISTICS The Assistant City Clerk classification is distinguished from the Senior Deputy City Clerk classification in that the Assistant City Clerk is FespG c4a provides administrative oversight for the overall functioning of the department, while the Senior Dgpg.!Y Cit Clerk performs specific assignments related to department operations.and -department NnI.I..�n;el_ The Assistant City Clerk classification is distinguished from the City Clerk in that the Assistant City Clerk manages the day-to-day operations of the department and assists the City Clerk in meetiRgs as . all phases of the work. The City Clerk is an elected official responsible for the overall functioning of the department, and serves as the legal custodian of records for the City. EXAMPLES OF ESSENTIAL DUTIES ® Oversees the daily operations of maintaining official City documents and records, including, but not limited to; agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records of the City Council, Redevelopment Agency and subsidiary authorities; 2er-�Manages the timely and proper distribution of the City Council agendas and ; Pefv4.s-e6`__1..- and diSt,Fi_b61tiGR of Re Paae 1 of 5 v a S �t1 CITY OF HUNWTON BEACH CLASS SPECIFICATIONF TITLE: ASSISTANT CITY CLERKDATE; jU E4M of all related documents; administers the public --d hearings and public notice processes; , empl-.?--- a assigPed- Supervises subordinate staff; monitors work flow; reviews and evaluates work products, methods andprocedures: meets with staff to identify and resolveproblems; provides or coordinates staff trainin ; works with employees to correct deficiencies ; gE)VeFRMeRsdes fer a—ce pr-eheRsiv&---Administers the records management , s stem including maintenance, protection, retention and disposition of records to ensure compliance with federal, state, and local laws, rules and regulations; • Works with video production consultant to ensure proper recording of City Council meetings; maintains archive of video recordings for access to public and other interested parties • Serves as project manager and department representative for all com uterized systems and software applications designed to electronically process and publish City Council agendas and staff reports, and manage and store scanned images • Aassists in the administration of City elections-,- • Aadministers the filing of Campaign Disclosure Statements and Statements of Economic Interests forms as required by the Fair Political Practices Commission �C� • Identifies opportunities for improving service delivery methods andprocedures-, implements improvements; develops and implements office systems and procedures; prepares procedures manuals • Provides administrative support to the City Clerk; participates in the development implementation and monitoring of goals objectives and policies for the City Clerk's Office and city-wide related functions implements resulting policies-andprocedures; serves as acting City Clerk in the City Clerk's absence apd--,signs official documents as needed-,- • Supervises the passport processing function • Interacts with various levels of City employees government and elected officials and the public to resolve problems and address complaints • Reviews and approves invoices for payment Paae 2 of 5 7 CITY�bF HUVTINGTON BEACH �!Bwh CLA5 SPE4CATION IL _4 TITLE: ASSISTANT CITY CLERK DATom: N-E-4 Conducts research, reports findings and makes recommendations Mmay aGt-as-a-pe orm Notary Public:, duties Performs related duties as required. The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of: State and local laws, codes and regulations L-aw&.--Pj4e§, -p-q.d- p,.Epped4re-&-Pertaining to notices, minutes, records, reportL g�da�sma�terial�s )ondence for a _ municipality or other governmental organization, as well as open meetings for legislative bodies, elections and financial disclosure requirements ...a-principles of supervision-, ; ape; 4ie4#-Federal, State and local laws, codes and regulations—, nG444+Rg-,qAate4a-w regarding access and dissemination_2LpPublic rRecords AGt, 3fGWR-AGt—, ?-G4W:3� D-f—rn Gede and --d the G - 1 eGal I -- -AGt, the ity Gedei _Cc-omputerized records storage and retrieval; imaging technology, - Laws, rules, and procedures of management, retention, and destruction of public records - General office practices and proceduresERgli-sh xs^^ pet4ig, granqn4ar-- u - Mmunicipal government structure and processes re -mobility to: —Plan, organize and ork of a municipal clerk's office Understand, interpret, and gpplyjaws, rules, regulations, policies, codes and ordinances-,, —Eenforce municipal and election laws and procedures-, Qoperate computer equipment, including word processing, database and other types Paae 3 of 5 S CITY"OF HUNTINGTON BEACH CLASS SPECIFICATION ^f€ f TITLE: ASSISTANT CITY CLERK DATIE. � of software; - Aassist the public, City officials, City staff and others in researching or obtaining City information; Manage the maintenance of an effective record keeping, filing and imaging system;for official records - Ceommunicate effectively both orally and in writing; establish a ; Interact professionally with various levels of emplovees, elected City officials and appointees, outside representatives, and the general public - Uese independent judgment and initiative to analyze situations, identify problems and recommend solutions; ; rn t :Take appropriate notes to record minutes and other council actions - Learn complex and technical information; handle multi le deadlines and multi le projects MINIMUM QUALIFICATIONS Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes: Education: . An Associates's Odegree from an accredited college orequivalent number of collegiate units in a related field. CG#ege A Bachelor's Gf- - .degree from an accredited college or university in a related field may be substituted for experience on a year-for-year basis up to two 2hyears. Experience: Five (5) years experieRGe In e-p-rt—Ge, SUGh Ffive (5) years increasingly responsible clerical --a-r administrative support, or paraprofessional experience with twe inch_ records management—e*pce4enc-e, working within a City Clerk's office or with an elected/appointed Board of Directors. years of supervisory or lead s rv+so experience over clerical seGFe+.ar;al or administrative support personneljs-4esir-ab". le. At least 2 the Certifications/License: Must be able to obtain a Notary Public certification within six months of appointment trn", "�i . Certification as a Municipal Clerk (CMC) preferred ig#h��t^"'n Paae 4 of 5 40 CITY,O' 1-1UNTINGTOIV BEACIH aka s'. ,Z ;. 0", GLASS SCIFICATION 0 PE � �`� TITLE: ASSISTANT CITY CLERK rNA-r=- H INE '��" -��� 2 PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS -- Work is performed in ae general office environment and may involve extended periods of time at a computer keyboard or work station. and Requires sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open drawers or cabinets; light grasping to hold a writing instrument or documents;_firm grasping as needed to lift and carry work files or operate office equipment finger dexterity to type on a computer keyboard; and hearing and speaking to answer the telephone or answer questions of co-workers subordinates or the general public. Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/materials used in performing essential functions such as computer keyboards, calculators, copiers, and other office equipment. ;he-ab+l+ s able te work well URder pressure withiR GeFtain time Tasks involve the ability to exert light physical effort in sedentary to light work but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). eReasonable accommodationLsle for an individual with a gualified isability+es will be considered on a case-by-case basis. Must be able to work beyond a regular scheduled workday when required EmpkWee Est. May 1999 Rev.June 2002/bc Rev. August 2005/vb Rev.Sept 201 OLd Paoe 5 of 5 1 0 CITY OF HUNTIN TON BEACH Interdepartmental IVlem® TO: Joan Flynn, City Clerk FROM: Michele Carr, Director of Human Resources DATE: March 31, 2009 SUBJECT: Classification Review & Analysis: Assistant City Clerk Recommendation After thorough review, it is recommended that the classification of Assistant City Clerk be modified with respect to the content of the specification and the compensation. The position has not materially changed sufficient to warrant re-classification. However, the position class requires modification to reflect minor but notable changes. The updated (proposed)job specification is attached. The compensation is recommended to be modified from MEO Range 527 to MEO Range 553. In accordance with Personnel Rule 13.1, the compensation adjustment is based on internal parity with respect to other MEO classifications as well as to subordinate MEA classifications. Background The department requested a study of the Assistant City Clerk position to evaluate the following issues: 1) updating the job class specification to reflect the expanded job duties; 2) the difference in pay to the subordinate Senior Deputy City; 3) the disparity in pay between the City Clerk and the Assistant City Clerk; and 4) the Assistant City Clerk pay in comparison to like positions in other cities. The study took into consideration the review and evaluation of several factors, including job information gleaned from the position description questionnaire submitted by the incumbent and follow-up interviews with her, consultation with the department head, an internal comparison of like positions within the City; and an analysis of the supervisor/subordinate pay difference within the classified service positions in the City Clerk job family. An analysis of the Assistant City Clerk to the City Clerk's position was not included as part of this study. The City Clerk is a non-classified service, elected position and the salary is set at the discretion of the City Council. An external wage analysis was not factored in as part of this review. 1 CITY OF HUNTINGTON Interdepartmental Memo Job Classification Specification Changes Current Job Duties The Assistant City Clerk position was originally created in 1999. It was recreated in 2002 with minor changes to the overall job class spec. Most recently, the major change within the Office of the City Clerk is the conversion to computerized systems and software applications. The document lifecycle management process has already been implemented. The Department is currently converting the City Council agenda publishing process to an electronic, interactive workflow system. The oversight of these projects is a new duty for the Assistant City Clerk. However, upon implementation of the system, the oversight will shift from implementation to routine system maintenance and minor process improvements as provided by the vendor. The electronic agenda publishing system is still in the building stages. The incumbent serves as the department representative and has the authority to make decisions regarding the application of the software. Some of the duties associated with this role include attending weekly status meetings with vendor representatives and internal support staff, scheduling and attending all product review meetings, communicating and documenting the progress of the project, resolving issues that may arise, and testing product functionality. Once the system is implemented, the incumbent will retain the responsibility of maintaining the system and training City staff on its use. The incumbent also manages the software applications designed to stream live video online of the City Council meetings. She works with an outside contractor to ensure proper video production of City Council meetings and maintains the video recordings archive. While the computer systems projects have become an important function of the job, the primary responsibility is still the management of the office personnel. The incumbent currently supervises six full-time employees, four Senior Deputy City Clerks and two Office Assistants, and six part-time employees. The other duty not depicted on the current job class specification is supervising the passport processing function. Education Qualifier The educational qualifications for the position require an upgrade. Presently, a HS Diploma is required. The minimum should be an Associate's Degree. The knowledge, skills, and abilities necessary to perform the job duties support the higher level of education. 2 G A� CITY OF HUNTINGTON BEACH Interdepartmental Memo Furthermore, in that the Assistant City Clerk position is a promotional opportunity from the Senior Deputy City Clerk position, thus, requiring a higher level of education would be appropriate. Table 1 shows the current educational qualifications required of the City Clerk job family. Assistant City Clerk Graduation from high school or equivalent. College coursework towards a degree may substitute for experience on a year-for-year basis up to two years. Senior Deputy City Clerk High school diploma orequivalent. Deputy City Clerk High school diploma orequivalent. Other MEO-represented jobs in the same or a lower salary grade require at least a bachelor's degree. Raising the educational qualifier for the Assistant City Clerk aligns it closer with the education qualifications for those positions. The number of years experience required for the other jobs was not taken into consideration; however, only the Assistant City Clerk classification allows a substitution of education for experience. Table 2 illustrates the difference in educational qualifications for jobs in the same or lesser pay grade for Assistant City Clerk. Assistant City Clerk 527 Graduation from high school or equivalent. College coursework towards a degree may substitute for experience on a year-for-year basis up to two years. Cultural Affairs Supervisor 519 Equivalent to a Bachelor's Degree in Fine Arts Special Events 519 Equivalent to a Bachelor's Degree in Liberal Coordinator Arts Senior Librarian 527 Equivalent to a Master's Degree in Library Science Raising the education qualifier would also be consistent with that required (or desired) for a comparable position within other local cities as illustrated in Table 3 below. City Title Education Fullerton Assistant City Clerk Associate's Degree Anaheim Deputy City Clerk Bachelor's degree desirable Irvine Deputy City Clerk Associate's degree Tustin Chief Deputy City Clerk Associate's degree Newport Beach Assistant City Clerk Associate's degree highly desirable 3 0 �� CITY OF HUNTINGTON BEACH Interdepartmental Memo Internal Supervisor/Subordinate Pay Relationships One of the issues raised by the department was the pay compression between the Assistant City Clerk and the Senior Deputy City Clerk. This disparity was caused in 2007 when the salary ranges for the Senior Deputy City Clerk and Deputy City Clerk classifications were increased 19% as a result of the CPS Classification and Compensation study. The Assistant City Clerk position was not included in the study which resulted in the salaries for the City Clerk job family not being properly aligned to adjust for supervisor/subordinate pay compression. Table 4 provides a brief history of the rate changes for the two jobs and the impact on compression between the two jobs: 9/24/2005 Assistant City Clerk 504 $33.36 25.18% 7/l/2006 Senior Deputy City Clerk 459 $26.65 12/16/2006 Assistant City Clerk 513 $34.89 27.71% 1/1/2007 Senior Deputy City Clerk 464 $27.32 12/16/2006 Assistant City Clerk 513 $34.89 2.50% 9/l/2007 Senior Deputy City Clerk 508 $34.04 12/15/2007 Assistant City Clerk 522 $36.50 7.23% 12/15/2007 Assistant City Clerk 522 $36.50 5.13% 7/l/2008 Senior Deputy City Clerk 512 $34.72 12/20/2008 Assistant City Clerk 527 $37.43 7.28% 1/10/2009 Senior Deputy City Clerk 513 $34.89 Internal Comparisons Absent a documented factor comparison or point factor comparison methodology used to evaluate the jobs within the classification plan, the only methodology option available is the whole-job ranking process to evaluate the Assistant City Clerk. The Assistant City Clerk was compared to the Law Office Manager and the Police Records Administrator positions within the City classification structure. While there are similarities and dissimilarities amongst the three positions, all oversee a recordkeeping function of significant importance and direct the activities of clerical/administrative personnel within a distinct unit of a department. In the case of the Assistant City Clerk, the unit is the department. The Law Office Manager and the Assistant City Clerk exercise first-line supervision over clerical/secretarial staff and both report to department heads. While the Law Office 4 0 �� CITY OF HUNTINGTON BEACH Interdepartmental Memo Manager handles administrative duties for the City Attorney, it cannot assume the full authority of the City Attorney. However, the Assistant City Clerk may, in the absence of the City Clerk, perform the duties of and execute the authority of the City Clerk for a limited term. The Police Records Administrator reports to a division head within the department and is exclusively responsible for the overall functioning of the Records Bureau, including policy direction, budget setting and administration, and personnel selection and discipline. The position does not exercise first-line supervision but managerial control over bureau personnel. First-line supervisory authority is administered by the Police Records Supervisors, who report to the Administrator. While the Assistant City Clerk is second in command to the department head, the overall direction of the department is the responsibility of the City Clerk. Table 5 provides a brief synopsis of the duties and minimum qualifications of all three positions. Assistant City Clerk--Plans, organizes, and Recommended Education: Associate's degree or supervises the daily office operations of the equivalent number of college units. Bachelor's degree may department; provides administrative support to the City substitute for up to two years experience. Experience: Clerk; represents City Clerk in the City Clerk's Five years experience performing administrative support, absence; signs official documents as needed. paraprofessional, or public records management work within a City Clerk's office or similar environment. One year supervisory or lead experience over clerical, secretarial, or administrative personnel desirable. Law Office Manager -- Plans, organizes, supervises, Education: Equivalent to the completion of the twelfth and coordinates the clerical operations of the City grade supplemented by two years of formal specialized Attorney's Office; performs a wide variety of training in legal administration or as a paralegal. secretarial, clerical and administrative support, duties Experience: Five years' responsible legal secretarial in support of the City Attorney's Office; relieves the support experience including two years of experience City Attorney of administrative detail. supervising the clerical operations of a law office. Police Records Administrator — Plans, organizes Education: Bachelor's degree in Business or Public and supervises the operations of the Police Records Administration, or a related field. Experience: Five years' Bureau, a 24-hour, seven-day week operation. The data management or records experience, including two incumbent exercises direct supervision over shift years as a supervisor or manager of a law enforcement or Supervisors and other Police Records Bureau court records management operation. personnel. Summation When evaluating the position with respect to overall job duties, knowledge, skills, abilities, complexity of work, breadth of responsibility, degree of independence to act, span/scope of influence and decision making, supervisory responsibility and technical expertise, there 5 G CITY OF HUNTINGTON BEACH Interdepartmental Mere® is insufficient data to support a re-classification. There have been some modifications to the overall position — but the changes do not rise to the level of substantial and significant and are insufficient to warrant re-classification. The position assuming responsibility in overseeing the department's transition to electronic processing of several aspects of the department's work do not justify an increase to the salary range of the Assistant City Clerk. Neither does the upgrade in educational requirements. However, a change in the pay range for the Assistant City Clerk is appropriate for two reasons: 1) to increase the pay differential between this job and the Senior Deputy City Clerk; 2) to establish the proper ranking amongst jobs with similar duties and responsibilities. A 15% to 20% salary differential between supervisory and subordinate job classes would be ideal. A 7.28% differential between the pay of the Assistant City Clerk and the Senior Deputy City Clerk falls significantly below the industry's ideal and the City's reality. A minimum of a 15% spread would necessitate an increase to pay range 543. Establishing a spread of 20% would raise the range to 553. Any of these increases is also justified when ranking the job using the whole job methodology. The placement of the Assistant City Clerk at a pay range higher than the Law Office Manager but lower than the Police Records Administrator is appropriate. The EEO Job Category Code maintained in the JDEdwards system should also be corrected for this classification at this time. At present the Assistant City Clerk is categorized as a Technician. The categorization should be changed to Professional or Administrative Support. Due to the present fiscal crisis, this item must be approved by the City Administrator and a funding source must be identified prior to implementation. The implementation of this recommendation requires meet and confer with MEO, approval by the Personnel Commission and the City Council. Any salary-grade.changes would be implemented on a go-forward basis — based upon the date of approval of the City Council. If approved, the position would not be subject to subsequent review for a minimum period of three (3) fiscal years (2011-2012). 6