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Home My Public Portal About04-21-88 PERSONNEL BOARD „ � � �� , -, . ��c��c�� aTVOr-.�vrdlvoon I CITY C�[R;;S ?)";�pCf ' Ac�NDA APR 18 1988 W � PPA , - REGULAR MEETING OF THE PERSONNEL BOARD 7i8�3il0illi12i1i2i3i4R5e6 CITY OF LYNWOOD �48 � April 21, 1988 �,� �� - �� I � CALL TO ORDER Roll Call of Commissioners Arnold Litke, Chairman Merl Felker Nancy Gilpen Orris Johnsan ZI PLEDGE OF ALLEGIANCE III APPROVAL OF MINUTES Regular meeting of March 17, 1988 IV STUDIES & REPORTS (1) Request for Certification of Eligibility List � - a. Fire Captain � (Closed Promotional) (2) Request for Approval of Job Descriptions � a. Human Resources Director � b. Personnel Analyst � c. Administrative Aide d. Office Assistant V CIASED SESSION Internal Ptomotion Opportunities VI , ADJOURNMENT I . . . • � AGENDA REG[1LAR MEETING OF THE PERSONNEL BOARD CITY OF LYNWOOD April 21, 1988 I CALL TO ORDER Roll Call of Cortmiissioners Arnold Litke, Chairman Merl Felker Nancy Gilpen Orris lohnson II PLEDGE OF ALLEGIANCE III APPROVAL OF MINUT'ES Regular meeting of March 17, l9gg I IV STUDIES 6 REpORTS (1) Request for Certification of Eligibility List a. Fire Captain I (Closed Promotional) �2) Reauest for Approval of Job ( Descrip[ions � a. Human Resources Director I b. Personnel Analyst c. Administrative Aide d. Office Assistant CLUSED SESSION I Internal Promotion Opportuni[ies I VI i ADJOURNMENT I I � �: • � REGULAR MEETING OF THE PERSONNEL BOARD CITY OF LYNWOOD � March 17, 1988 The regular meeting of the Personnel Board of the City of Lynwood, California was held on Thursday, March 17, 1988 at 5:00 p.m. in the Council Chambers of the Lynwood City Hall, 11330 Sullis Road, Lynwood, California. The agenda was duly posted as prescribed by the Brown Act. • CALL TO ORDER The meeting was called to order by Chairman Litke. Roll call was taken by Douglas Robinson, Personnel Officer. Coa¢nissioner �ilpen was no[ present. (Note: Cortrtnissioner Gilpen arrived during agenda item 4k2). PLEDGE OF ALLEGIANCE The Pledge of allegiance was led by Cor�anissioner Felker APPROVAL OF MINUTES The motion was made by Commissioner Johnson and seconded by Commissioner to approve the minutes of the February 18, 1988 meeting as presented. All in favor. Motion carried. I STUDIES 6 REPORTS ( Mr. Donald J. Fraser, Assistant City Manager, addressed the Board on the second item of the agenda. Mr. Fraser briefly explained the request for approval of the job descriptionfor Director of Finance. Mr. Fraser noted the difficul[ies in recruitment due largely to the low salary of the position in comparison to salaries of comparable positions in other jurisdictions. The City currently has the position of Director of Accounting in its classification plan. The inc�nnbent in the position announced her resignation effective 3-18-88. It was noted that outside recruitment would be conducted to attrac[ the highes[ quality candidate to fill the position. It vas requested that the Personnel Board abolish the current classification of Direc[or of Accounting and approve the job description for Director of Finance. The motion was made by Cocmnis- sioner Johnson and seconded by Commissioner Esparza to approve the job description fo� Director of Finance. AYES: Commissioner Esparza, Cou¢nissioner Johnson, Chairman Litke, Co�issioner Felker ABSTAIN: Cortunissioner Gilpen. The motion was made by Coimniasioner Johnson and seconded by Cocmnissioner Felker to approve [he QBpUSN m EN T�` � QF the position of Director of��'� AYES: Co�mnissioner Johnson, Co�nissioner Felker, Chairman Litke, Co�niss oi ner Esparza ABSTAIN: Commissioner Gilpen. I The next item on the agenda was the request for certification of the eligibility lists I for Accounting Technician and Planning Technician. Co�nissioner Felker voiced his concern over the low scores for Planning Technician. The motion vas made by Commis- sioner Esparza and seconded by Commissioner Gilpen to approve the certification of I the lis[s for Accounting Technician and Planning Technician. AYES: Commissioner Esparza, Commissioner Gilpen, Chairman Litke, Coimnission Johnson. ABSTAIN: Commissioner Felker. PERSONNEL BOARD � • MARCH 17, 1988 -2- Mr. Rnbinson spoke briefly with the Board regarding the request for a closed promo[ional examination for the position of Public Works Inspector. Mr. Robin- son noted the benefi[s in recruiting in-house whenever possible. The motion was made by Co�issioner Johnson and seconded by Commissioner Esperza flo approve and direct a closed promotional examination for the position of Public Works Inspec[or. All in favor. Motion carried. � The last item on the agenda was the request for abolishment of the eligibility list for the position of Code Enforce �nt Officer. The motion was made by Com- missioner Johnson and seconded by Commissioner Gilpen to approve the abolishment of the Code Enforcement Officer eligibility list. All in favor. Motion carried. Co�issioner Felker clarified that he abstained from the certification of the eligibility list for Planning Technician only. � ADJOURNMENT There being no further business to conduct the motion was made by Commissioner Esparza and seconded by Co�nissioner Gilpen to adjourn. All in favor. Motion carried. The next regular mee[ing is scheduled for Aprii 21, 1988. � � f � ( � � � I I � I i ♦ I � I � � I � � cit �' �YNWOOD � �.�' �. u�...,.,�. �,.. �� vl C[ty �Ueeting C6aQQenges i I(�' � 17330 BUILIS ROAD " - LYNWOOD, CALIFORNIA 90262 (213) 803�0220 DATE: April 21, 1988 T0: Honorable Chaixman and Members of the Peraonnel Board FROM: Douglas E. Robinson, Personnel Officer�. �C� SUBJECT: ELIGIBILITY LIST CERTIFICATION The Personnel Department respectively requests the Board's certification of the list for Fire Captain. A list containing the candida[es' names and breakdown of scores for each phase of testing is at[ached for your review. � I I ' ! A I I � . � � � cic of �YNR'OOD � �� l Ctty vUeeting CIwQQenges : i I i�� i 11330 BULLIS ROAD LVNWOOD, CALIFORNIA 90262 (213) 803�0220 DATE: April 21, 1988 T0: Honorable Chairman and Members of the Personnel Board FROM: Douglas E. Robinson, Personnel Officer� SUBJECf: REQUEST FOR APPROVAL OF JOB DESCRIPTIONS - Human Resources Director, Personnel Analyst, Administrative Aide, Office Assistant OBJE Cf IVE To have the Personnel Board approve the job descrlptions for Human Resources Director, Personnel Analyst, Adminis[rative Aide and Office Assistant. FACTS 1) At the Council/Manager retreat held on February 27 staff made a presen- tation to reorganize the Administrative Services Department. It was recommended that the position of Director of Accounting be replaced with the posi[ion Director of Finance. The job description for Director I of Finance was approved by the Personnel Board at the March meeting. � 2) The current position of Personnel Officer was to be reclassified as Director of H�an Resources and several new positions and upgradings were also requested for the Personnel Diviaion (see attached organiza- tional charts). 3) The CSty Council approved the reorganiza[ion of the Administrative Services Department Aptil 5 and directed staff to review the plan vith the Personnel Board and then bring it before the City Council ,t for final approval (see attached agenda item �627). DIRECTOR OF HUMAN RESOURCES � This position requires the performance of the full range of h�an resource activities of which traditional pereonnel administration ie one part. The ' Director of Human Resources is responsible for all municipal training and � special projects that relate to improving [he availability and employment of I employees and citizens. I I � I • � � PERSONNEL ANALYST ' This position is a specialized analyst classification for the Personnel Department. The Personnel Analyst will work in the area of personnel administration including, but not limited to, position classification, employee relations, employee placement, risk management or other major personnel functions. ADMINISTRATIVE AIDE � This poaition is to provide a City wide classification for employees working towards the Analyst series in all departments and to de-empha- size the personnel only specialization of the curreni job description. OFFICE ASSISTANT I & II This series specification describes two Office Assistant classes which have responsibility for performing a wide variety of typing, generai clerical and public contact work. OFFI� ASSISTANT I: Entrance level for clerical employees required to have basic skills but no previous clerical experience. OFFICE ASSISTANT II: The class which is normally filled by advancement from the lower class of Office Assistant I, or when filled from the out- side requires prior clerical experience. RECOMMENDATION , It is recortunended that the Personnel Board approve the job descriptions ' for Human Resources Director, Personnel Analyst, Administrative Aide, Office Assistant I, II. .f ' ' � � CITY OF LYNWOOD DIRECTOR OF HUMAN RESOURCES DEFINZTION i '�' Under the administrative direction of the � SS,$ �Ity Manager, to plan, organize, direct and coordinate a comprehensive personnel and human resources program, to include administration of a position classification plan, a wage and salary plan, recruitment and selection and equal employment opportunity programs, fair employment practiees and afflrmative action programs, administration of risk management and retirement programs, and municipal training programs; and to do related work as required. EXAMPLES OF DUTIES Plans, organizes, directs and coordinates a comprehensive personnel and human resources program to include administration of a position classification plan, a wage and salary plan, recruitment and selection and equal employment opportunity programs, fair employment practices and affirmative action programs, administration of risk management and retirement programs and municipal training programs; formulates and recommends policies, regulations, and practices for implementing 2he personnel and�uman resources program; consults with and advises the ffSJr�S,ct��'City Manager, Personnel Board, City Councll, and department heads in various personnel policies and practices; directs and administers an employee evaluation program; prepares comprehensive personnel reports; recommends I methods of improving the personnel program; prepares agenda items for meetings of the City Council; provides staff support to the Personnel Board; prepares the personnel budget and maintains budgetary controls; directs the maintenance of personnel records for City employees; maintains effective public relations with public officials, administrators, department heads, employees, and the general public; supervises and trains department employees; coordinates with departmental and administrative I officials Sn the development or improvement of personnel procedures, standards, regulations and forms; conducts or directs � personnel martagement, salary and benefit surveys and prepares recommendations and reports; provides information and technical I assletance on personnel policies and procedures, the Affirmative Action Program, supplementary employee benefits, and other I personnel matters; reviews and makes recommendatione on revisions to personnel policies and procedures and the Affirmative Action � Program; reviews and makes recommendations on lmprovements to � personnel office practices and procedures; administers risk management; workers compensation and employee-related insurance policies and programs; reviews and analyzes pertinent leglslation . � � affecting personnel management; eounsels and advises on a ranqe of labor-management problems; serves on the management team in the City negotiating process. SPECIAL REQUIREMENT Possession of an appropriate California driver's license Sasued by the Siate Department of Motor Vehicles. - DESIRABLE QUALIFICATIONS Knowledge of: Modern principles, practices and procedures of personnel and human resource administration, including labor relations, affirmative action, classification and compensation, recruitment, selection, risk management, workers compensation and employee evaluation and training; Federal and State laws, regulations and administrative rules as the relate to personnel management, risk management, workers' compensation, eafety, and loss control: Fiscal planning and budget allocation techniques; Office management and recordkeeping principles, methods and procedures; Statistical, research and survey methods and techniques; Principles and practices of supervision, training and budget administration; Labor relations laws, practices and procedures; Computers and computer applications; Report writing methods and techniques; Principles of public administration and manaqement. and Ability to: Plan, organize, direct and coordinate a comprehensive Personnel and Human Resources proqram; • Conduct and Smprove recruitment, selection, evaluation, training, classification audit and personnel recordkeeping activities; ` Initiaie research studies and reports including the collection, organization, analysis and development of administrative and management recommendations; Advise City officials and employees on Pereonnel and Human Resources related programs and services; Prepare and present comprehensive written and oral reports; Develop and Smprove training and safety programs; � Assist with identifying and resolving various Labor Relations and Risk Management related problems in the CSty's work force; . � � Establish and maintain cooperative work relationships with those contacted in the course of nork; Supervise and train subordinate personnel. � and Training and Experience: Any combination of training and experience which would provide the required knowledges � and abilities is qualifying. A typical way to obtain these knowledges and abilities would be: Five years of professional experience in personnel and human resources activities, including at least three years in a supervisory or administrative capacity. Education: Graduation from an accredited four year col2ege or university with a Degree in Public , Administration, Business Administration, Industrial Relations, -�j�t/R�� or a closely related field. I � t I � • � PERSONNEL ANALYST I PERSONNEL ANALYST II - PERSONNEL ANALYST III DEFINITION Under the general direction of the Director of Human Resources, to perform a variety of responsible, specialized professiona2 and analytical personnel and risk management work; and to do related work as required. , DISTINGIIISHING CHARACTERISTICS Personnel Analvst I: This is the first working level in the Personnel Analyst series. The incumbent works under supervision and independently carries out the less complex assignments or assists in the conduct of the more confidential, sensi- tive and technically difficult assignments. As assigned responsibilities and breadth of knowledge increase with increased experience, incumbents may reasonably expect their positions to be reassigned to the next higher grade of Personnel Analyst II. Personnel Analvst II This is the second working level in the series. The incumbent works under general supervision and independently, carries out a variety of assignments of average difficulty or assists in the conduct of the most confidential and difficult assign- ments. Personnel Analvst III: This is the advanced working level in the series. Incumbents perform a variety of difficult and complex studies and personnel assignments. Assignments may include responsibility for an ongoing project or program or overseeing implementation of programs with City-wide impact. Incumbents may exercise lead supervision over lower level analysts in the series, technical or clerical personnel. EXAMPLES OF DUTIES w Conducts studies, surveys and analyses of personnel policies, programs and pzoce- dures in the area of personnel administration including, but not limited to, posi- tion classification, compensation, employee relations, employee development, employee benefits, employee placement, workers compensation, risk management, employee selec- tion or other major personnel functions; conducts special studies and projects in- volving administrative, organizational and management analysis; prepares repor[s, letters, charts, graphs and technical bulletins, memoranda and correspondence; analyzes, interprets and applies City policies and procedures and recommends revision and recom- mends revision �3 new development to reflect City practice and need; conducts basic grievance hearings and reviews and responds to examination appeals and handles other Personnel Analyst I � . Personnel Analyst II Personnel Analyst III -2- employee relationa problems; assists in the maintenance of the Clty's Classifi- cation Plan, including conduct of desk audits, allocating and realloca[ing posi- tiona, preparing and revising class specifica[ions and job restructuring; assists in the maintenance of the City compensation and benefits programs including pre- paration of salary and benefits data for contract negotiations; counsels employees , on career goals, promotional opportunities and job-related problems; consults with , department management to determine recruitment needs and prepares bulletins, screens applications for desirable qualifications; selects and utilizes appropriate selec- tion devices; assists management and supervisory personnel in the development and preparation of task analyses and job-relaGed elements to be covered in the selection examination; analyzes, constructs and validates examinations; prepares, updates and monitors Affirmative Action reports; may supervise clerical and technical staff; participates in the employee relations program including the analysis and inter- , pretation of M.O.U.'s and presentation of management's recommendations in the meet and confer process; advises and consults with management staff on employee discip- linary matters; recommends appropriate disciplinary action and prepares discipli- nary letter an d supporting documentation; assists in negotiating contracts and premium adjustments, as well as level of benefits with insurance companies in order to provide for adequate coverage with responsible carriers at reasonable rates; conducts research, makes surveys, monitors other agencies' practices and analyzes City loss experience in order to formulate and recommend revisions, deletions or '. additions to benefit programs, safety programs, insurance programs and workers' compensation policies; assists in developing and administering City safety pro- grams designed to reduce accidents, to comply with OSHA standards, and to maintain the City's safe working environment. , SPECIAL REQUIREMENT Possession of an appropriate California driver's license issued by the State Depart- ment of Motor Vehicles. , DESIRABLE QUALIFICATIONS . KnowledQe of: Principles and practices of public personnei administration, including position classification, wage and salary administration, recruitment and selection, employee benefits, safety, workers compensation, risk management, employee relations and affirmative action; Organization and administrative analysis and research methodology; A Functions, operations and objectives of the City of Lynwood; Computers and computer applications; Basic statistical methods and techni�ues; Report writing methods and practices. Abilitv to: , Perform a wide variety of technical and professional work in poaition classifi- cation, wage and salary administration, recruitment and selection, employee bene- fits, safety, workers compensation, risk management, employee relations or affir- _...:.... ..,.«..._ . . � � Personnel Analysi I Personnel Analyst II Peraonnel Analyst III -3- Conduct atudies and analyses of personnel, administrative and organiza[ional policies, procedures and programs; Research assigned topics, assemble and analyze data and prepare and present reco�endations and reports; l Understand, interpret, appiy and explain personnel and Ci[y rules, regulations, standards and procedures; Carry out assignments and projects without detailed instructions; Analyze situations and adopt an effective course of action; Coffinunicate effectively, orally and in writing; Evaluate and recommend improvements in operations; systems, procedures, policies and methods; Establish and maintain effective working relationships with others; Main[ain required confidentiality in carrying out assignments, studies and projec[s. TRAINING AND EXPERIENCE Personnel Analvst I: Any combination of training and experience which would provide the required know- I ledges and abilities is qualifying. I Personnel Analvst II: Any combination of training and experience which would provide [he required know- ! ledges and abilities is qualifying. A typical way to obtain these knowledges and I abilities would be: I T�ao years of professional experience in personnel or risk management activities. i Education: Graduation from an accredited four year college or universitp,�with a � /egree in Public Administration, Business Administration, Industrial Relations or a closely related field is desirable. (Possession of a Mester's degree in Public or Business Administration, Industrial Relations, or a closely related field may be eubstituted for one year of experience) Personnel Analvst III: Any combination of training and experience which would provide the required know- ledges and abilities is qualifying. A typical way to obtain these knowledges and abilities would be: I Three years of professional experience in personnel and risk management activities. I ' � � Personnel Analyst I Personnel Analyst II Personnel Analyst III _4- Education: Graduation from an accredited four year college or university with a degree in Public Administration, Business Administration, Industrial Relations or a closely related field. (Possession of a Master's degree in Public or Busi- nesa Administration, Industrial Rela[ions, or a closely related field may be sub-: ' stituted for one year of experience) � � � � ��r�� CITY OF LYNWOOD ADMINISTRATZVE AIDE DHFINITION Under the general supervision of a departmental eupervisor or manager, to perform a variety of technical and specialized administrative and office support dutles; to provide a variety of information and assistance to the general public; and to do related work as required. EXAMPLES OF DUTIES Performs a variety of technical and specialized administrative and office support duties; assists administrative and management staff in performing special projects, gathering data and information and researching topics and issues; prepares a variety of correspondence, technical and periodic reports; attends a variety of ineetings related to department or division functlons; provides a variety of information and assistance to the qeneral public; responds to informational requests from other departments or other public agencies; assists in compiling data related to the preparation of the department budget; assists in coordinating department activities and support services; may supervise the work of office assietants by assigning, prioritizing, coordinating and reviewing work; maintains and updates a wide variety of records, documents and Piles; relieves administrative and management staff of routine office details; I interprets and explains policies, procedures, rules and regulations of the assigned office, division or department; coordinates activities and services with other offices, divisions and departments; assists in the preparation of agenda iteme. DESIRABLE QUALIFICATZONS I Knowledge of: i General policies, procedures, services and programs of I the division or department to which assigned; Correct English usage, epelling, grammar and punctuatlon; � � Offlce methods, equipment and procedures, Sncluding i filing systems and telephone techniques; Report writing practices and procedures; Basic purchasing, budget and account record-keeping practiees; Mathematica and basic statistics; ' Basic principles ot data research, organization and analysis; ( Basic principles of supervislon and training. ' • � DRAFT' and Ability to: Interpret and apply division or departmeni riiles, procedures and policies with qood judqement, while carrying out a variety of office support, technical and administrative duties; Take responelbility and use good judgment Sn reeognizing ecope of authority; Superviae, train, assign, coordinate and review the ' work of assigned staff; Express oneself clearly and concisely, both orally and in writing; Coordinate a variety of offlce, division or department functions; ?repare and maintain a variety of records and files; Compose correspondence independently; Operate a variety of office equSpment, including a eomputer terminal, calculators, eopiers and typewriters; Provide a variety of assistance to administrative and management ataff; Assemble data and prepare summaries, analysis, recommendations and reports; Make arithmetical calculations quickly and accurately; Provide a variety of program and policy information to the public and other City staff; Establish and maintain cooperative working relationships; Read and write at the level required for successful job i performance. and � Training and Experience: Any combination of training and experience whSch would provide the required knowledges � and abilities is qualifying. A typical way to obtain these knowledges and abilities would be: Three years of lncreasingly responsible technical � administrative and office support experience. Education: Completion of college level courses in Office � Management or related areas is desirable. ( t I � � i I . I .. � � CZTY OF LYNWOOD OFFICE ASSISTANT I OFFICE ASSISTANT II DEFINITION This serles cpecilScation describes two Oftice Aesistant classes which have reBponsibility for performing a wide variety of typinQ, data entry, peneral cIerical and public coniact work; ^ and to do related work as requlred. DISTINGUISHING CHARACTERISTICS Office Assistant i is tAe entrance level !or clerical employees required to have basic ek111s but no previous clerical experience. Employees Sn ihls claes normally work under the close and continuous supervieion of a Secretary, Otlice Supervlsor or Department Manaqer performin9 a Qroup of relaiively repetitive or closely reiated duties accordinq to established procedures. While a variety of tasks may be assiqned, each �iep usually tlts a pnttern NhSch has been established and exp:ained before work iQ started. Generally, work is obeerved and reviewed both durinQ Sts performance and upon completion, and chanqes Sn procedure or exceptlons to rules are explained in detail ae they ariBe. Office Assistants I are normally considered to be on a traininq etatus, and as assigned responsibilities and breadth o! knowled9e increase aith experience, may reasonably expect theSr positions to be reassiQned to the next hiqher class o! Oflice Asslstant SI. IInder thSs trainlnq concept, posltlons assigned to the class o! 0!lice Assiatant II which become vacant may reasonably be filled at the Offlce Aseistant I level, with the understandlnQ that luture reassiqnment to the Oflice Assistani II class !n most cases Ss to be expected. Rowever, positions which continue to be assigned only basic, rout3ne and repetltive tasks may remain allocated to the class of 0lfice Assistant I indelSnitely. The class of Office Assistant I will typically be ut111zed as a recruitiny and traininq class for a number of diflerent occupational areas p�sStions Sn thic classification nay be found in a wide ranqe o! CSty oflices and depariments. Designated positions will require that the Sncumbent possess adequate typinp okills io perlorm •ucceosfully on the �ob. � Office Assistant II is the claes whlch ie normally 1113ed by advancement lrom the lower class of Olfice Assistant I, or when lilled lrom the outside, requires prior clerical experience. Olfiee Assletant II poeStions work under the Qeneral supervSclon of a Secretary, Office Supervisor or Departmeni ManaQer and within a frameWOrk of established procedures, are expected to � perform a wSde variety o! typinQ, data entry, public contact and I peneral clerlcal dutles NSth only occasional lnstructlon or assistance. Adequate performance at this level requires a � knowledge of departmental or olfice procedures and precedenis, I and the ab111ty to choose among alternatives.in Qolvinq 132 ' _ protlemc. J1n Oflice Assictant II 1� expected to work � productively in the absence of a Qupervi�or. Employees in this class say often have eontact with the public, answeriny a variety o! procedural questlons or Qiviny out information from establlched reeordo. F1ork is normally reviewed only on comp2etion and !or overall reculte. , EXAN,P:,ES OF DUTIFS Performs a wide variety of office assistance, �upport and qeneral clerical work lncludlnp typinQ, fi11nQ, proofreadinq, checkinp, recordinp inf�rmatlon, answrrinp the teIephone and ' assistinq the public in pereon; typec a9enda, forms, liets, nemorands, public notices, staf! reports, eorreepondence, minutes � and purehase orders lrom draft, copy notes or transcribinQ nachine recordinps; eets up and malntalnc a variety of fSles; eollects, sort�, dates and dietributes mail; eerves as r�ceptionist, Qreete the public and provides information on routine questions and directs complex technieal questione or unusual requests to appropriate ctatf inembers; takes and relays aessaQee; prepares and reviews documents; Qorte and files :documentc and records accordinQ to predetermined elassi!leations; aesSsts in orderinQ and maintalninQ adequate offlee Bupplies; operates a variety of office appliances and equipment includinp iypewriter, addSnQ and calculatinQ machines, aicrofilm equipment and duplleatinQ and photocopiere; indexes and eroes-f11es ordSnances, resolutlons and apreements; distributes and picks up a variety of materials; receives, prepares receiptc, recordc and depooite lunds; proceeses repsir order forms; may assist in trainlnQ and supervieinq other elerical and part-time pereonnel; �aintains peraonnel lorms, records and files; poste to and aaintains time carda; aosists in preparations for ■unlcipal electlons performs a variety of speclalized clerical duties related to the tunctlons of the office or department to which :csSQned; aay operate a eomputer terninal to input and retrieve data; arranQes and coordinatec the reproduction o! department aaterlale; 21sta, abstractc or �umaiarizec data; performs arSthmetical calculatlon�; prepares simple �tatistical reportc. DLSIRABLE QUALIFICATIONS AAowledQe of: 0lfice Assistant Z Enplish usaQe, sprliinp, prammar and punctuation; Arlihemetic, liliny and recordkeepinQ procedures; Rrceptianlst and telrphone techniques Standard oflice machines and equipment. ' ' Offiee Aesiatant II The above, plus; Sasic proyrams and Qervicec o! the office or Eepartment to which a66SQfllG. and I � Ab111ty to: � Olflce Assl6tant i .- Periorm routSne office sup�ort, assietance and - clerical Nork; � Learn to operate a variety of office equlpment an8 a eomputer termina2; Learn oftice methods, ru:es and polices; � Qnder�tand and carry out oral and written direction6; Type at a cpeed of not less than CO words per ' ninute from clear copy; � Work cooperatively with oihers and meet the public with courtesy and tact; Read and arite at the level required for � �uccessfu: �ob performance. Offlce Assictant II Perform office eupport, assistance and c:erics2 � work of averaQe diffieulty, SncludinQ comp111np data for reports; Make arithmetical calculations; � Operate a variety of oftice equipment; Onderstand and carry out oral and written dSrectlons; � Type at a�peed of not less than �5 words per minute from clear copy; Operate a computer terminal to lnput and retrieve data; � tstabllsh and msintain cooperative MorkinQ relationships with others and meet the publSc with courtesy and tact; � Read and rrx�ite at the level required !or ouccessful job performance. I and � TralninQ and Experience: Any combination of training and I experience ►ahich would provide the required knowledQes � and ab121t1es ie qualifyinq. A typical way to obtain , these knowledQes and abilities woud be: I � 0lflce Assistant I: � No experience required. � Offiee Aseletant II: � ESther - � One year of experience as an Olfiee Assistant I!a the CSty of Lynwood. I Or � One y�ar of experience pertorminQ yeneral elerical and I olflce assis2ance work. � � T)ate: 7�pzil S,��A • . 'ib: Th� SonozaDle Rayor and Council �ieyeD�ers lzas: Donald J. Traser, Asrlstant City ?[anaq�r�j� Subj�Ct: RSORGJWIZ71TIat 0� 71DKINISTRATM SS�HIC�s DEP?T�327�lf�r Ob��ctivs � 3b bave ttf� City Ca,ncil sevie+r anQ approvs: 1. '1'De propoce8 reorQanisatlon of the 1ldministrativ�_ S�rvices Dspartm�nt aad 2. '?M position of Dizsctor of !'inance. ' Tia�i 1) The 114ministrative Services Department, under the airection of tAe City Kan�Qer and Assictant City lianaqez, pzovidac support to operetinq Cepart�nents in tDe areas of budqet coozdination; finance. anQ accountiaq; personnel; risk manaqement; and qeneral aCministration. 2) The Departm�nt is currently n�anaqsd Dy t2uee Qivision Aead level peraonnel whicA rspozt to the 7lssistant City Mana9ez. TAese are the Director of 7lceountiAq, personn�l Officez aad 7ldministrative 1laalyst II positions (sse attached Orqanitatlon Chart/ Exhibit 1). 3) 11t the Counci2-Manaper retreat Aeld on TeDruarp 27, staff tnade a precentation oa the need to aroend this ozqanisatioaal structure. It vac recam�ended that t�e position of Dizletoz of 1lccountinq (currently vacaat) be replac�d vith the position of Director of !'inance. The curr�nt positioa of Pezconnel Officer wac also to be cl�anged to 8waan Reaources Director, at a hiqTez level in tt�e ozqanisation. Various upqradinqs and new ��tctons were also sequest�Q (s�e . oz9anisational chaztc Hxhibitc 2-4). 4) 11t this point, administrative analysis of tDe proposed organizstionsl chanqes has not been cc�nplet�d. Due to the vacant position of Directoz of 7lecountinq, it is impezative � that tl,e newr �ob Qeacription for bir�ctor of Mnance be � approved so tt�at z�cruitment can b�qia. � J►nalysic of I►ccountinQ Divisioa Chanaec The Director of finance position is Deinq requesteQ for l2�e � fo2lovinQ reasons: , 1 k'Pb� role of Dizsctoz of finance for the City is euzr�atly � asrwoed by tbe 7lssistaat City Kanaqer. Thia includes � . analysis of t.he tinancial condition of tAe osQanisatioa; 1 000rEination o!` the annual budqets compilation of linancial seport�; and administr�tive dirsction to th� accountiaq � funetions. Ia addition to theae dutiee, t�e Assistant ie � also sesponsible for: assistinq the City Rana�er !a runninq j the City; pzovidinq arSministrativ� dir�ction to the � personnel, and riak �aanayement functions; dir�ctinq variouc acLninistrative tasks suc2� as leqislative anaiysi�, cable televisioa sQminiatration and proqramninq, orqanisatioaal � � analysis and spscial •tudies and z�ports, �6DDA I'fGi 1 � � i i I ' •. ,• � � 2) Du� to tD� Deavy 8uties ana zespon�ibilities ot tDe 1lasistaat City IRana�r pooition, tD� rol� of Director of Tieaac�i i� �rformsQ on a part-time Da�is. Dw to tbe isportance pt LAis tunalicn, tDep Quties sboula b� fulfilisQ bp a tull time indivioual. �) TD� City cuzrsatli Das tDe positioa of Director of llccountiaq ln its elassific�tioa plaa. This po�itioa. �icD reporb to tDt Aasistant City lRanager, �eL.iniatezs all �f tt►e 7�cco+mtinq tioos. TA� incuisb�nt in tD� posicioa resiyaeQ �tf�ctive � /1�/t�. • �� Citp Das Dad eifficultp r�cruitinp foz Lb� po�ttioc of ��is�ctor of Jlccountinq. Ia tbe Sprinq of 19E7, o! t�t sia �anQiQates vAo took tAe orai cxu for tAe poaition, onlp tvo pass�d. in tDe f�ll of 19a5, only five took the oral e�um; ?.� Persoruiel Boara did not c�ztify the list due to the la,r �cor�s. TAe difficu2ties in rscruitment are lazyely due to tbe lar salary of kAe poaition vis a vis tt►e aalaries of comparable positions in ot�ez �nri�Cictions. 111so, tIIe title of Directoz of llccountinq is a deterrent to people in t�e public finance professioa wDo vant the title DSrector of �inance. in order to assist us in tAe rscruit�ent for Director of ' Tinance, it is reconmended that an executive search fino be vtiliseQ (such aa Ralph Jlndersen i 7lssoeiates IC�rn �tc). TDe pocition classification of Director of finanee is beinq reconmended to: 1) Encure the staffinq of the financial funetions oa a lull- � time baeie. 2) 1lttzact the hiqhect quality candidate to fill the position. The classification of Dizector of linance diff�rs fran the Directoz of 1lccountiny position in that it stzesces tDe full ! ranqe of tAe finance functionc, of which ]Iccountinq is Dut one element. These include: bu64etinq; revenue ectimates; lonq term financial planninq; and Qevelopment of financial polieies. In addition, it vill require additional years of expezi�nce. The proposed salary ranqe is reconmenGsd at 9 M. This salary l�vel, aloaq vit!► the �ob description, were recomnen6ed by Cooperative ?ezsonnel Servicee. The job description was approv�d by the Personnel Board on llazcn 17. Due to the mov�ment of certain duties frae the 7lssistaat City ! lRanay�r to tDe Dir�ctor of Tinance, that individual vill need to pa�s �ore of tAe duties and responsibilities for the 7lccountiaq � i tioas to tAe Senioz 7►ccountant. This vill nscessitate a p�t�tial naw position classification anQ ranqe in pay aQ�uitment [ct tl�is positior�. Also, tre w�ter Sillinq Superviwr position ; needs to be revievefl as payroll has Deen placed D�r�, aad 1n- Ifouse parkiaq citatioa colisction vill Dc Dandlb b�f tIIic positioa. Chanqes �ffsetinq Doth of thece positionc hnve n�t been tully anaiyssd, it is recoarnendsd ihat tl�ese two positions De fuzthez an�lY�ed bY tA� Personnel Divi�ioa to Qetermiae vAat exaet c1�aa9es ie classitication anE compenaation sroulQ be recauoend�d to Council. Alw, notL po�itions awst be revieved vith tbe nianagement assocl�tion �Azouqh tLe meet and oonfez pzxesc. Tl��r� is al w currsntlp a vac�nt casrier's position la tLe City due to the pzonwtioa of t�e cnrrent casAier to 1lecountinq Clerk. 71n existinq eliqibility list for 7lccount Clerk existe, and staff 2 � � is teca�mendiaq tbat t!►e easAier positioa b� fillsd vity � llccount Cl�zk. 'Phie vill i�prove t�e �ffictency of operation�, as the account clerks vithin the Qepart�oent caa rotate � cashisr±aq funetions anQ also assist vith tbe otDaz billinq opszations. IlttacA� to this rsport is a liat o� yoals, objsctive anQ � vork proqra� fo: t2te pzopo�eQ Qivisio�n of linsncx/ltccountinq. 1►Iso attacDed is tbe additlanal costs for trese cDany�s. ?�rwnn�l Division georaanisation TDar� is a qreat aeal of st�ff vozk yet to be 400� an tb� ieorQanisatioa of the Fersonr�el Division. Ia outli� lor�, �� piaa L to: 1� IIpqzaCe tl�e cuzrent Per6onnel Officer pocitian to Hwoan i�rvices Director. 2) 8ire a new Peraonnel Officer or create a new position of Senior Ferconnel 7lnalyct and puraue an open recruitmeat. 3) Vpqraae tbe current 1►dminietrative Aide pocition to Pezconnel 71na lyst . 4) tfpqrade the SwitchDoard Opezator to Office 7►ssietant I. 5) Create a pooition claccification for part-time Switchboard Operator. The Pezsonnel Officer is currently workinq oa this plan in zelationship to internal promocion�l opportunities vithin tDe City. 8e vill be reviewiny I�is plan vStA the Personnel SoarQ, and tben Drinq it before the Council for final approval. CAanqes in tAece positionc, a�uct also be revieved with tAe mnployee 7lsaociations. Conclusion The outlined chanqes eri12 impzove the �fficiency and productivity of.the 1ldmini�trative Servieea Department. 7►lthouqn euch of tse staff work is not yQt completed on tAe reorqanisation, it io lmperative that the recruitment foz the pocition of Director of linance be9in SmeneCiately. ' Rccommendation It is recortmended that the City Couneil: il 716opt tAe attac2�eC zesolution �ntitl�Q: 11 Resolution of the � City Council o! the City of Lynwood )1n�enainq the ; ,t Clascifieation pinn and ManaQement Salary ScAedule to Include tAe Position of Dir�ctoz of linance. 2) Dir�ct t1►at tAe positions of Senior 7lccountant �nQ Yater 1111inq Supervisor De raferrsd to the Parsonnel Divisiop foz review of curzsnt classification and compensation aad that , secommer►deQ amenaments be completed Defoze t�e 1�irin9 of the ' Dirsctoz of linanc�. 3) M r�ct that an executive search fino be utiiissd to assist in recruitm�nt of Dizsetor of Tinance. �) 7►utlwrise stalf to t�ize aa addilional 7►ccount Cl�rk in lieu , ot ihe Gs1�i�z pooitio�n. � 3 . � � 5) Dir�ct ibat tAe persona�i Division acpsait� its analy�is p� _ intereai psawtions vit�in t� City Civii Service systs, � =�c�sn� t�rooe�ats eo eapane tse int�rnal prowotioos syste� to � Pezsonnsl SoarQ anQ Councii. il �ir�et tl+at, oao� , tw.�„�i eor anisatioc �; f _.. � . I � . 4 � � i , . ---�.....� . RIORBIT 1 HUMAN RESOURCES � FY 88/89 .. PROPOSED ASSISTANt � CITY MANAGER � HUAAAN � RESOURCES DIRECTIOR SENi� �R PERSONNEL �NALYST PERSONNEL ANALYST RISR OI*IC[ [wKar[[ fwrtCM�Or�11p �� IIAIOII • A[CAIl�fM[Nr H� d0� d�O�pNO � �oaaea�t s � _ � ADMINISTRATION � . ' , FY 1988/89 .. ', PROPOSED � � CITY �� rMr (�.) � MANAGER scc�c�rNe+r (t) , � � � ASSISTANT CITY � MANAGER � ' FINANCE AOMINISTRATIVE HUMAN RESOURCES � DIRECTOR ANALYST II DIRECTOR � � � � s � ,.eeouMn«� � t�� ! su�w �... t� w."�" � �,�) w�vr► � w�rw t�I wntt� � � aoaww � �"' E�"s".!�"t» . FI NANC E °�" , 9UDGET BUDGET , , • , oc� i t• ; T �......�. � _ - ' ADMINISTRATION � � � F'Y 1 987/88 : ,�>;: � r , ; ,, r ,� ;, . CITY �p�1� f�hRMr MANAt3ER SECRETNlY ASSISTANT CITY . MANAGER ' � DIRECTOR OF' ADMINISTRATIVE PERSONNEL ACCOUNTING ANALYST 11 OFFICER � �ccouMnNo nw�cc t�cwau�r �n� �wo►. �� M�wa �w (�� A00� �e �I t ) NAfRR �IIINN CpYMyMfr p� ►A f1pN � �� , A'�MIQI'(�) / CAKt IINM t BUDGET . , ��