HomeMy Public PortalAboutA 2017-03-15 - PERSONNEL BOARD SPPersonnel Board Agenda
March 16, 2017
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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:
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Personnel Board Agenda
March 16, 2017
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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:` `
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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
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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
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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