HomeMy Public PortalAbout09 September 2, 1998 Personnel"
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R I V E R S I D E C O U N T Y T R A N S P O R T A T I O N C O M M I S S I O N
P E R S O N N E L C O M M I T T E E
( C o m m i s s i o n e r s B o b B u s t e r A l e x C l i f f o r d D i c k K e l l y )
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3 C l o s e d S e s s i o n
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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.