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09 September 2, 1998 Personnel• • 81082 RIVERSIDE COUNTY TRANSPORTATION COMMISSION PERSONNEL COMMITTEE (Commissioners Bob Buster Alex Clifford Dick Kelly) 400 PM WEDNESDAY, September 2 1998 RCTC Offices 3560 University Avenue Riverside 92501 1 Call to Order 2 Public Comments 3 Closed Session 2A Public Employee Performance Evaluation Pursuant to Section 54957 Title of Position Secretary II 4 Organization Restructuring and New Staff Assignments Overview The memorandum outlines the Executive Director s proposal for restructuring and new staff assignments in recognition of the expanded Board and availability of SB 45 funds 5 Adjournment 11.36.8 RIVERSIDE COUNTY TRANSPORTATION COMMISSION DATE. September 2, 1998 TO: Personnel Committee FROM: Eric Haley, Executive Director SUBJECT: Organization Restructuring and New Staff Assignments Organization Goals One of the themes of my Executive Director candidate interview with the Commission and subsequent discussions with Commissioners over the last five months was the need to create a staffing structure that accomplished two goals. The first goal was to strengthen our administrative and reporting relationships to assure accountability and the timely execution of Commission directives and programs This is being achieved in a manner that recognizes the strengths and professional goals of our existing staff members My proposed organization and job assignments will strengthen our administrative structure and provide several staff members with new opportunities for career growth With the expanded requirements of supporting a thirty member governing board, I am proposing one additional clerical support person at a new administrative assistant level and one half-time contract employee to support communications and press relations. The second goal was that I fully involve myself in external program advocacy and strengthen outreach efforts to our county s elected and business leadership. Outreach commitments are essential to building public support to reauthorize and expand Measure A and gain the financial wherewithal to meet our current Measure A commitments Other significant goals such as planning and funding new highway corridors, gaining discretionary funding at the regional, state and federal levels and assuring positive relationships with CVAG, WRCOG, SunLine and RTA, also require the full involvement of the Executive Director. The Commission has already supported a focused legislative advocacy effort with the hiring of our joint RCTC/SANBAG Director of Legislative Affairs, David Shepherd To further enhance our effectiveness, I am proposing the creation of a new position, Director of Regional Issues and Communications The focus of communications efforts will be to develop a comprehensive program to raise the Commission s public profile, by emphasizing themes that will resonate with the public through our publications, reports, public forums, recognition events, and press outreach activities The regional issues effort will focus on the macro ' issues that impact Riverside County, e g LAX expansion and its long-term impacts on state and federal transportation funding and the future of March Air Force Base as a joint -use civilian airport Regional air quality issues and funding for clean fuel transportation projects debated at the South Coast Air Quality Management District and SCAG s major regional planning issues will be a focus of this position An early assignment of the Director of Regional Issues and Communications will be the presentation in early November of a full day orientation on RCTC programs and a policy briefing for new (and continuing) RCTC Commissioners This position will report directly to the Executive Director. To assure that the Executive Director has the latitude to be fully involved in external advocacy, the proposed organizational structure places the Deputy Executive Director, Paul Blackwelder, in an oversight position for all of RCTC s policy programs In tandem with the proposed 1999 Policy Committees overseen by Director of Management and Budget, Dean Martin, and Director of Plans and Programs, Hideo Sugita, these changes will assure an accountable and responsive staff structure Administration and Clerical Support The professional staff retreat of mid -July was supplemented in mid -August by in-depth interviews of both RCTC s support staff and a number of professional staff members The report, prepared by Mathis & Associates Human Resource Consultant, Pat Wagner, will be available for distribution at the meeting The key near -term recommendations are to hire an Administrative Assistant to assist Naty Kopenhaver in overseeing committee and board agenda production, special events and Commission services for next year's expanded thirty member Commission As Director of Administrative Services/Clerk of the Board, Naty Kopenhaver is responsible for all administrative services, including but not limited to liaison with building management, Commission/consultant/employee conflict of interest reports and issues, disadvantaged business enterprise, records retention, contracts management, management of the clerical unit and meeting temporary help needs Additionally, she is RCTC s human resource staffer, retaining all personnel records and coordinating hiring procedures, as well as coordination of employee benefits. She is also a primary contact point for the Commissioners, inquiries from the general public, and oversees all Commission meetings and special events In light of the greater demands placed upon her with Commission expansion and major new Commission work efforts, it is proposed that RCTC s two Secretary II positions, (one position is currently vacant) be directly responsible to the Director of Plans and Programs and to the Director of Management and Budget and serve each of their committees. Supervision and performance review obligations for the Secretary II positions will be the responsibility of each Director This change will allow the Senior Secretary, Joni Shay, who currently is the Supervisory Secretary, to support the Executive Director the Director of Regional Issues and Communications, and the Director of Legislative Affairs Supervisory and performance review obligations for the Senior Secretary will be the responsibility of the Executive Director To recognize this new role it is proposed that an Executive Assistant position be created with the same salary range as the proposed Administrative Assistant Public Information Officer (50%-Contract) The Commission has never had a comprehensive public information program and has never developed a media strategy to communicate the Commission s achievements and the transportation challenges facing Riverside County This position is proposed to be filled in the December 1998 - January 1999 timeframe in order to meet the public communications needs of RCTC s expanded Commission membership. This position would report to the Director of Regional Issues and Communications New Positions and Job Descriptions Director of Regional Issues and Communications Salary Level $5,049 - $6,412 Monthly (Job description will be distributed at the meeting) Administrative Assistant/Executive Assistant Salary Level. $2,931 - $3,722 Monthly (Job description will be distributed at the meeting) Public Information Officer Contract-50% Time $27 500 - $35,000 Annually (Job description will be distributed at the meeting) Deleted Position Program Manager for Ridesharing - as a bi-product of two personnel actions, a promotion and lateral transfer, and increased responsibilities granted to one Program Manager, this position is unneeded. The net staffing increase of the proposed reorganization is the addition of one full-time position and one 50% percent contract position Given salary savings from funded but currently vacant positions, the anticipated FY 98-99 budget impact of these changes is $ 17 065 Most or all of these costs are anticipated to be offset by reduced billings from RCTC s ridesharing consultants for clerical services STAFF RECOMMENDATION: Approve the revised organization structure and new positions ADMINISTRATIVE ASSISTANT/ EXECUTIVE ASSISTANT Definition Under direction, positions in this class perform a wide range of administrative, secretarial and clerical support for the Executive Director and professional staff This is the highest level secretarial classification which requires strong and accurate skills. Examples of Duties Depending upon assignment, the following duties may be performed. Perform a wide variety of complex, responsible, and confidential duties for the Executive Director and/or professional staff including screening calls, visitors, and mail. Perform research, analyze source material and devise forms to secure data on administrative personnel and operation problem. Type and proofread a variety of documents including general correspondence, agendas, reports, memos and statistical charts from rough draft, Dictaphone recordings or verbal instructions Provide clerical assistance to committees and to the Commission Interpret Commission policies, rules and regulations in response to inquiries and refers inquiries as appropriate Independently respond to letters and general correspondence of a routine nature Make travel arrangements, maintain appointment schedules and calendars, and arrange meetings and conferences Assist in agenda preparation, gather information, and contact meeting participants Qualifications Knowledge of English usage, grammar, spelling, and punctuation, modern office methods, procedures, and equipment and business letter writing, organization, procedures, and operating details of a local government; and, record keeping principles and procedures Ability to Interpret and apply administrative and department policies, laws, and rules, compose correspondence independently, compile and maintain complex and extensive records and files; analyze situations carefully and adopt effective courses of action understand and carry out oral and written directions. Experience and Education Five years' increasingly responsible secretarial and clerical experience and three years' experience in local government DIRECTOR OF REGIONAL ISSUES AND COMMUNICATIONS This position focuses on three primary areas REGIONAL ISSUES Organizing RCTC input and impacting the outcome of major regional issues e g , Los Angeles International Airport expansion and its financial impact on March Air Force Base and long-term transportation financing, clean fuels, air quality issues and grant programs, and regional goods movement issues including trucking and rail corridors Significant involvement with the Southern California Association of Governments, Southern California Air Quality Management District, Southern California's county transportation commissions, the regional transportation agencies committee IRTAC) and regional economic development organizations will be expected Maximizing RCTC opportunities in competitive grant programs will be a special focus of the position EXTERNAL COMMUNICATIONS Develop a systematic communications program, featuring an Annual Report, supplemented by an expanded public information effort targeted at elected officials, economic development and business community organizations and opinion leaders With direct involvement from Commissioners and RCTC staff, assure that RCTC's Themes and its organizational mission are reflected in its publications, special events and public information documetns Initiate a comprehensive media outreach program through regular press releases, media events, and editorial board presentations. • INTERNAL COMMUNICATIONS Conceptualize and oversee a full -day Commission orientation program and issues briefing for new Commissioners in the Fall of 1988 Develop training materials and programs in cooperation with the Director of Administrative Services for ongoing new employee orientation and career development and training efforts Required Skills and Abilities A minimum of seven years of experience representing transportation agencies or local governments at the regional level Strong interpersonal skills and a demonstrated ability to interact effectively and productively with a wide range of people at all organizational levels Direct management experience in developing, implementing and managing high profile projects and successful efforts in grantmanship at the regional level are essential to the posision Clear oral and written communication skills are a must Technical writing will be required for documents with the ability to clearly explain sometimes complicated subject matter The ability to articulate a vision and effectively persuade members of governmental community and the general public is essential. Experience and Education Requires a minimum of seven years directly related experience and a Bachelor's Degree, with the Master's Degree substituting for two years of expenence PUBLIC INFORMATION OFFICER Definition Under direction, develops, administers and implements all components of SANBAG's Public Information Program, including media relations, community relations, public education, marketing, and special events, develops and implements public participation opportunities for county residents, performs other related duties as required Duties and Responsibilities Develops, maintains and monitors an effective public information program, assists in the development of strategies for addressing critical issues, develops public education opportunities and programs on RCTC and countywide issues, researches and writes news releases, media advisories, public service announcements, fact sheets, media kits, articles for trade journals and other publications, develops and disseminates regular SANBAG publications including annual reports and periodic bulletins targeted to specific audiences; serves as a liaison with other broad based community organizations and public agencies to coordinate public information gathering and distribution; participates on various committees and task forces as assigned, supervise RCTC consultants in relation to public information tasks; develops and implements RCTC special events, news conference, etc., oversees RCTC audio/visual presentations, coordinates RCTC advertising program, develops strategic marketing plan for RCTC programs and activities, develops electronic bulletin° board program and related electronic dissemination opportunities performs other related duties as required Minimum Qualifications Knowledge of Principles techniques, and methods used to develop, plan and direct an effective comprehensive public information, graphics production including the use of desktop publishing and various printing technologies; writing, editing, photography and video production, practices and procedures used in both print and electronic journalism, marketing principles and strategies, special event development and coordination, and strategic planning techniques. Ability of Communicate effectively both orally and in writing; establish goals and priorities, research and analyze information on a wide range of topics, effectively articulate and interpret RCTC positions on a variety of topics and programs to media and other audiences, maintain effective relationships and communication with RCTC staff elected officials, city officials and staff, other agencies, members of the general public advise RCTC management of strategies to advance the organization's mission, develop marketing partnerships with public and private sector agencies Education and Experience Experience, education or training which would demonstrate application of the knowledge and skills listed above, such as• A bachelor's degree in communication, public relations, journalism, or related field, AND Five years of increasingly responsible experience in a governmental environment practicing professional public relations and marketing techniques, as well as experience in a supervisory capacity.