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HomeMy Public PortalAboutA 2017-03-15 - PERSONNEL BOARD SPPersonnel Board Agenda March 16, 2017 Page 3 of 4 CITY OF LYNWOOD REGULAR MEETING OF THE PERSONNEL BOARD JANUARY 19, 2017 The regular meeting of the Personnel Board of the City of Lynwood was held on Thursday, January 19, 2017 at 5:00 p.m. in the City of Lynwood Council Chambers, 11330 Bullis Road, Lynwood, California. The agenda was duly posted as prescribed by the Brown Act. CALL TO ORDER The meeting was called to order at 5:07 p.m. by Chairperson Battle. Roll call was taken by Haydee Sainz, Director of Human Resources and Risk Management. Commissioner Attendance: Present — Robinson, Bradley and Battle Absent — None Staff- Present — Haydee Sainz and Yolanda Delgadillo Absent - None PLEDGE OF ALLEGIANCE Led by Board Member Bradley. INVOCATION Chairperson Battle called for a second of silence. APPROVAL OF MINUTES The = motion was made by Board Member Bradley and seconded by Vice -Chair Robinson to approve the minutes of the January 19, 2017 regular Board Meeting. All in favor, motion carried. PUBLIC ORAL COMMUNTICATIONS Jose Trejo, Deputy Director of Recreation approached the Board and requested the Board's approval for the Part-time Laborer position. He stated that there were a couple of modifications to the job description to reflect the needs of the Recreation Department instead of the Public Works and respectfully request -the Board's approval. Salvador -Mendez; Administrative Analyst III for Public Works approached the Board and requested that the Board approve the request to start a recruitment for the.position of Custodian. He indicated that -the vacancy was due to a 'retirement: 3 Personnel Board Agenda March 16, 2017 Page 4 of 4 NON - AGENDA PUBLIC ORAL COMMUNCIATION The Board is requesting updated Organizational Charts. PERSONNEL BOARD ORAL AND WRITTEN COMMUNICATIONS Board Member Bradley stated that the Senior Center is not being maintain and is affecting the quality of the participation within the facility. Mrs. Sainz responded that the area is not being ignored is just that the employee is out on workers compensation and another employee just retired. Therefore the City is short staff and there is a need to fill the vacant position in which the Board will have an opportunity to vote under the New Business item. Vice -Chair Robinson is concern about the officer who follows the street sweeper. He suggested that the street sweeper call the officer when there is a car blocking instead of the officer following the sweeper. He suggested that the officer can do other things. Chairperson Battle noted that she has not seen anyone for a long time following the sweeper on Stoneacre and Carlin. She noted that there is an abandon car, truck and trash within that area. Board Member Bradley indicated that she is happy with her neighborhood because the neighbors move their cars and there is no problem with ticketing. NEW /OLD BUSINESS Board Member Bradley made the motion and Vice -Chair Robinson seconded to discuss the New Business items. All in favor. Motion carried. Mrs. Sainz informed the Board that due to a recent retirement from a long time employee, there is a- need to establish an eligibility list and-to fill the current vacancy -for the'position of 'Custodian: All in favor. Vote: 3/3. Mrs. Sainz informed the Board that the City-had received two resignations w thin=the past months -rid is now affecting the quality of life within the community therefore is requesting the Board's approval to start the recruitment for the Position of Parking Control Officer. All in favor. Vote: Mrs. Sainz distributed a copy of the revised job description for the' position Hof Laborer,'and informed the Board that the Laborer position is a part-time position within the Recreation facilities. These positions are budgeted and are only for the purpose of City events. All in favor. Vote: 3/3. ADJOURNMENT Vice -Chair Robinson made the motion to adjourn and Board Member Bradley .seconded. The meeting adjourned at 5:34p:m. All in favor, motion carried:` ` 4 CITY OF LYNYVOO® ASSISTANT TO THE CITY MANAGER "AT WILL" Under the administrative direction of the City Manager, to coordinate the preparation of the Council agenda and related materials; to coordinate service functions; to supervise the support staff in the City Manager's office; to perform varied, technical, analytical, administrative, and supervisory tasks for the City Manager, Mayor and Council members; to provide legislative analysis and coordinate intergovernmental relations; to represent the City Manager when assigned on projects with City -wide impact and of a ,highly sensitive nature; and to perform other related work as required. ESSENTIAL DUTIES AND RESPONSIBILITIES The duties and responsibilities listed below are intended to provide a representative list of the various types of work -that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related duties. Flan, organize, and assist in coordinating- the preparation, proper distribution and posting of Council agendas and related materials; coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations; analyze and prepare routine staff reports and documents; draft correspondence for City Manager's signature; research and analyze administrative projects for the City Manager; prepare first draft reports; screen City Manager's mail, phone calls and visitors ascertaining urgency oaf'he issue, whether the City Manager need person Illy-respond and, if possible, personally responding or routing to the appropriate City staff member�of department for proper response and follow -up; provide follow -'up assignments given to management staff by the City Manager; provide status reports to the City Manager; independently respond to letters and ,general correspondence of a routine nature, make travel arrangements, maintain 'appointrrient'schedules'and calendars; arrange meetings and conferences; perform legislative analysis and makes recommendations to the City Manager .1 regarding various pending and needed legislation at the regional, state and federal levels; coordinates and plans intergovernmental relations programs to- ensure _the City's - interests are addressed; work directly with the Mayor and City Council on. a,`continuing basis performing such tasks as planning and managing special `events acid `'provide miscellaneous clerical support as requested; build -and -maintain `positive`woeking relationships with co- workers, other ­ City employees and thee` = public using Assistant to the City Manager Page 2 principles of good customer service; serve as Recording Secretary for Boards and Commissions as assigned preparing agendas, minutes and packets; when assigned, represent the City Manager on projects or special studies with City- wide impact and of a highly sensitive nature; coordinate the planning and completion of special assignments; coordinate the preparation of the City Manager's Office annual operating budget; supervise, train and evaluate assigned staff; attend Council meetings; receive and review Council expenses and bills; and performs a variety of administrative work necessary to. handle the various work responsibilities and functions of the office. QUALIMCATIONS Knowledge of: Modern principles, practices and techniques of public administration, management and organization theory in a municipal government; Principles and practices of contract management; Legislative processes and practices-; Budget preparation, analysis, and control; Office management, including computer and data processing applications; Planning and research methods and procedures; Laws, regulations and ordinances affecting municipal and departmental operations, Report writing methods and techniques; Clerical procedures and standards of the- City Manager's Office; Basic organizational structure and functions of Lynwood's City government; Organization, procedures, and operating-details of the City Manager's office; English usage, spelling, grammar, and punctuation; Modern office methods, procedures,, and- computer equipment and software; Principles and methods of business letter and report writing; Business English, composition and proper format; Principles of supervision, training and performance evaluation. Brown Act and related procedures. and Ability to: Research, develop,- and analyze `information'`related to assigned projects; Assistant to the City Manager Page 3 Analyze state and federal legislation to determine the impact on the City and make recommendations regarding needed legislation; Provide direction and coordination in the preparation of the Council agenda and related materials; Collect and analyze data and prepare both comprehensive and concise reports; Communicate effectively orally and in writing; Effectively represent the City Manager on highly sensitive issues, in public meetings and on special assignments; Establish and maintain cooperative relationships with other City officials, employees and the general public; Skillfully use a personal computer and software programs; Work under pressure and demonstrate flexibility and diversity in the work environment; Coordinate events in a highly sensitive environment; Employ good judgment and make sound decisions in accordance with established procedures and policy; Independently perform a variety of sensitive secretarial tasks; Research and prepare correspondence and reports; Interpret and explain pertinent laws and rules; Understand, organize, index and reference a wide variety of administrative information and records; and Operate and.use a variety of modern office equipment, including word processing equipment. and TRAINIHG AND EXPERIENCE Any combination of training and experience, which 'would provide the required knowledge, skills and abilities, is qualifying: -A typical way to obtain this knowledge and abilities would be: - Experience: At least five (5) years of increasingly responsible experience in a public agency performing- highly respon- sible'secretarial and administrative 'support work for management personnel with at least two (2) years under the supervision of a Chief Executive Officer or top manager in an organization. EducaUone Possession of a Bachelor's degree in Public Administration or Business Administration, or a closely related field is required. Possession of a master's degree is 'desirable. �- Assistant to the City Manager Page 4 SPECIAL REQUIREMENTS Possession or a valid California driver's license Class. C issued by the. State Department of Motor Vehicles and a good driving record. PHYSICAL AND ENVIRONMENTAL WORKING CONDITIONS: The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case -by -case basis. The position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. Additionally, the need to lift, drag and push files, paper, and documents weighing up to 25 pounds is required. Work is normally performed in an office environment. This job specification should not be interpreted as all- inclusive. It is intended to identify essential functions and requirements of the job. Not all incumbents may perform all duties at all times: However, incumbents must be able to perform essential duties, with or without. accommodation for disability at any time while holding this position. Effective Date: 3/1/17 CITY OF LYNWOOD PUBLIC WORDS OPERATIONS MANAGER DEFINITION Under general direction of the Public Works Director, assists in the administration and management of the department's field operations including streets and storm drain systems and facilities, landscape, building maintenance, street lights, traffic signals, electrical systems, park facilities, median islands, trees, painting and striping, weed abatement, bus shelters, and graffiti removal; manages field supervisory and administrative support personnel; assists with additional public works projects within the Public Works Department; coordinates the development and management of the Department budget with the Director of Public Works; accepts responsibility for all,personnel "ielafed issues'46r assigned functions; and performs related duties as required. DISTINGUISHING CHARACTERISTICS The Public Works Operations Manager is, an administrative management class responsible for administrative policies_ and procedures" within the- Public -Works Department for field operations. This class may` serve as acting Department Head in the Director's absence, and oversees and manages- field supervisory acid administrative support° personnel.` ,his classification is', istinguished from the next higher classification �of Director of Public lNorks in that the =latter is responsible for the overall management ofthe De' pa rtmenf SUPERVISION RECEIVED /EXERCISED Receives general direction -from the Director of Public Works. Exercises direct supervision over assigned supervisory and administrative staff and indirect supervision over other - technical and field staff. ESSENTIAL FUNCTIONS (include bid-4 not hmifed to the following) • Develops policies and procedures, recommends` programs,' projects, and work assignments, to the Director "of - 'Public 'Works for the Department's field operations. • Manages and `' m'on tors �' � work activities through subordinate field supervisory staff for the Department's field_; operations divisions. to ensure safe work practices; work quality;- and 'accuracy, develops and maintains short and long-range. goals,and"' schedules, foir assigned areas; ensures `compliance with applicable rules, policies and procedures. PUBLIC WORKS OPERATIONS MANAGER PAGE 2 • Establishes goals, objectives schedules, and methods for the construction, installation, maintenance, and repair of Public Works projects; implements policies and procedures. • Organizes and directs the supervision of the construction; ' installation, -maintenance, ;and -.. repair �'of .street; -storm drain systems` and' facilities, landscape; building maintenance;` street lights; traffic' signals, electrical systems, park facilities, median islands, street trees, painting and striping, weed abatement, bus shelters and other City -owned facilities. • Organizes projects in accordance with available personnel, equipment, and materials; assign proper personnel and equipment for, desired results. • Assesses and recommends. upgrades for systems, equipment and techniques; develops field techniques to increase efficiency and reduce costs. • Prepares and presents-routine-progress repotts'and other special reports as requested; evaluates and prepares reports on. claims filed in relation to maintenance activities; prepares reports to ;assigned :commissions; committees, and to the City Council. • Administers the Department's budgets for`field operations; oversees and completes the preparation,' submission and implementation of all budgets for the Public Works field operations, divisions. • Prepares and /or reviews contracts, "agreements; ' resolutions, ordinances and bid documents for field operations; ensures compliance with federal, state, and local laws, rules and: regulations in regards, to the" procedures and'services provided by field operations divisions. • Manages and - "coordinates human resources issues "for fieltl operations staff including Workers' "Compen"sation, Risk Management, classification practices, Fair .Labor Standards Act, Family_ and Medical Leave, grievances, and disciplinary`actions, participates ;in the selection; train ing; and evaluation of 'p'ersonnel, assumes responsibility 'for motivating and evaluating assigned 'Pb rg0hri l'; provides W necessary training; provides guidance and operational: assistance to„ field supervisors and administrative staff in the areas of budget, 'personnel'' management and administrative policy: as needed: ' ,._ S • Confers with the' Director of Public Works on 'policies ..and .programs and represents the City in meetings and conferences relating to public works field. operations matters aril programs,^ acts as a liaison to various outside agencies and is responsible for,the public relatians activities for assigned functions: s.'. .s_ PUBLIC WORKS OPERATIONS MANAGER PAGE 3 • Identifies and rectifies weaknesses in internal controls; ensures compliance with established policies and procedures, requirements, laws and regulations. • Implements. and recommends improvements in the.pepartment's financial;: personnel and purchasing practices. • Establishes positive working relationships with representatives of community organizations, state/ local agencies and associations; City management and staff, and the public. • Assists in the management of the operations, of the Department's field operations divisions as required by the'D rector-of Public Works. • Remains available and subject to emergency after -hours call out or special assignments during non - business hours. • Performs other duties as assigned. QUALIFICATIONS Knowledge of: The fundamental and accepted practices in public administration, management, financing, and municipal- budgeting. Methods and practices related to street maintenance including asphalt, concrete; medians, sign replacement; tree' maintenance; painting, and'striping,, landscape maintenance and weed abatement, traffic control and construction inspection. Legal requirements for public works contracting. Rules and laws governing municipal labor relations and personnel issues. Modern principles, practices and methods of administrative and organizational management. Organizational development and` public administration 'policies"' 'f and procedures., - Research and `reporting methods, techniques an d' procedures: City government and Inter- governmental relationships. '` Basic mathematics and,analysis Structure and organization.of,public s'e- or"agencies Principles and-practices -of public sector personnel administration and superviso techniques` ry Budget'development ands' 'implementation Public relations and�`customer service practices. _.,.: :. PUBLIC WORKS OPERATIONS MANAGER PAGE 4 Applicable federal, state and local laws, codes, and regulations. Standard office procedures, practices-and equipment. Modern office- practices, methods and equipment, including a computer and applicable software including word processing. and -spreadsheets. Methods andtechniques.for record keeping and report preparation and writing. Proper English, spelling ' and grammar. Occupational hazards and standard safety practices. Ability to: Manage, supervise and evaluate. subordinates:., - Analyze public works programs and sugges'f6pportunities for improvement. - Analyze financial budgetary, administrative', operational and organizational problems. Provide sound policy-and' procedural' recomm`6 h d 'at i o n s. Oversee and/6r'manag6`mulfiple divisions, specialty projects and programs Work effectively with management, staff, and the public. Manage, supervise and/or lead teams. Develop, coordinate and administer assigned work programs and grants. Identify private, state and federal funding sources.. Serve as a� liaison. between various public agencies. Develop and administer a budget., Prepare clea'r*-and 6on'cis'e','a'dm'in'istrativ'e''docume'nts'"and'.reoorts. Work effectively with peo"P16'6f varying backgrounds, educational levels,, races and cultures. variety of fiscal a I I - and d Analyze, Inte: epre't,z summarize � and present ­ � administrative reports in an effective manner. operate an office* c'6mp'ute'r'--;''a'i'n*'d"�'a"'-vg'-'ri-e-ty o­f__word "processing, spr6adshee''i, fin"aricial information, ation, and other software applications. Perform mathematical calculations quickly and accurately. Interpret'; explain and -apply -app ica aws,-codbs and regulations. Read,. interpret 'and,'r'e"cordda-'ta-.a.ccurately.. Orga'nize; prioritize "and 461110W'Lulb-on` work ,-assignmen assignments:i Work indeponden'tly-, airi-d-as pa rf-ofa'Jearh-.`h.--1 � 9 Make sound de'c'ision'swithin' b tablished.guid.plines.-I ' Analyze a complek''issue, and develop and implement men an appropriate` response..;"' f6 n p s, Observe, sa ty pri ci To '-ah work -,in- ,a saTe, manner.,--r- PUBLIC WORKS OPERATIONS MANAGER PAGE 5 Communicate clearly and concisely, both orally and in writing. Training and Experience:. Any combination of training. .and experience which would provide the required knowledge, skills and abilities -is qualifying. A typical way to obtain the knowledge, skills and. abilities would be: Experience: Three years of progressively ;.responsible' management - level administrative experience in field operations, arid /or at least two years of public sector experience with considerable emphasis in the areas of personnel management, budget development and administration, and regulatory legal analysis. and Education: A Bachelor's degree from._ an accredited college or university with major'cbursework in ' public administration; -business- administration, finance, accounting, environmental science, construction management, or a related field. A master's degree is highly desirable. Special Requirements: Possession of a valid California Class C driver's license issued by the California State Department of Motor Vehicles and good driving record. Must be available during non - regular work hours for on -call, stand -by, and emergency calls. PHYSICAL TASKS AND ENVIRONMENTAL C- ONDITIONS - The physical demands described below are representative lof-those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a. case -by -case basis.. There is frequent need to sit,- stand; =stoop; 'walk, -,an d" perf orm other - similar actions during the course of the workday. Incumbents require sufficient mobility to work in both'--�office and field settings acid operate office,- equipment, - transport materials and supplies weighing ,up . to 50 pounds, and to travel to various locations; must have the ability to kneel, crouch, stoop, squat, crawl, twist, and climb; -exposure to -heat, heat, noise. , , outdoors, Vibration,: confining work . space, chemicals, explosive materials, mechanical.hazards, and electrical hazards; must be *able" to =see "in - the = normaf=visual 'range with or: without correction wii `vision k� PUBLIC WORKS OPERATIONS MANAGER PAGE 6 sufficient to read small print, computer screens and other printed documents; must be able to hear in the normal audio range with -or without correction; and must be able to speak to communicate in person -and over the telephone. This job specification should not be interpreted as all- inclusive. It is intended to identify essential functions and requirements of the job. Not all incumbents may perform all. duties at all. times. However, incumbents must be able to perform essential duties, with- or without accommodation for disability at any time while holding this position. Effective Date: 2/21/17