HomeMy WebLinkAboutAgenda Report - December 21, 1988 (93)COU CIL C 0 M M U N I C A T N
TO: THE CITY COUNCIL
FROM: THE CITY MANACER'S OFFICE
COUNCIL., NEEIM DATE
December 21, 1988
SUBJECT: ADOPT RESOLUTION APPROVM CLASS SPECIFICATIONS AND SETTIMG SALARY RANGE FOR
THE POSITION OF PERSONNEL ANALYST
PREPARED BY: City Manager
RECOMMENDED ACTION: That the City Council authorize the addition to the
work force of the position of Personnel Analyst, and
approve the class specification and salary range for
same.
BACKGROUND INFORMATION: A t its regular meeting of November 2, 1988, the Cit
Council heard a recommendation for a mid -year staff
addition in the Personnel Department. The attached
Counci 1 Communication (Exhibit 1) sets fortn the
justification for this new position of Personnel Analyst. The Council deferred
action at that meeting to become more familiar with the personnel operation
prior to making its decision. Mid -year staff additions are e, traordinary.
Normally, requested new positions are brought to the City Council only as part
of the budgetary process. This situation is unusual. A mentioned in the
attached Counci? Communication, when NAe launched the recruitment for a new
Personnel Director Nie advised the City Council that one of the first assignments
of the person hired would be to evaluate the existing operation and staff and
then recommend appropriate action where attention was needed.
This position, if approved, will represent the first addition to the
professional staff i n the personnel operation since the office was established
21 years ago. At that time, the City's work force numbered 226. Today i t
stands at 367, an increase o f 62%. During the same period, the City's
population has grown from 27,000 to 50,000, an increase of 85%. Population
growth translates to heightened activity in the personnel office in the form of
more requests for job opportunity information and greatly increased responses to
advertised vacancies, particularly entry-level positions. In addition, the
personnel administration function has become increasingly more complex than it
was two decades ago. Such areas as affirmative action, equal opportunity
employment, employee rights, test validity, the Peace Officers Procedural Bill
of Rights, an emerging body of civil rights law, and others either did not exist
then, or were given far less formal attention. In fact, the
Meyers -Mi l l ias-Brown Act which put in place the requirement for negotiating with
employees on wages, hours and other terms and conditions of employment was not
in effect when this office was established. While the Assistant City Manager is
the City's chief negotiator, the personnel office has the responsibility for the
day-to-day administration of the six memorandums of understanding which are
constantly in place.
7-77 �M�T�1{,Stvblb➢LKNKip'1�AktiNW+G+ .
Personnel Analyst
December 21,1988
Page - 2 -
The present turn -over rate in City employment is 9% which equates to 33
full-time positions which must be filled annually. In addition, the City
Council authorized staff increases of 14 positions in 1987-88 and 16 in
1988-89. At the present time the City has 18 authorized unfilled positions.
The Personnel Director is devoting full-time to filling these vacancies which
takes her away from the primary purpose of that position which is to develop and
saintian a totally professional personnel operation.
y the time of this City Council meeting, the Council will have had the
opportunity to hear a staff presentation on this subject at the "Shirtsleeve"
session of Tuesday, December 20, 1988. Staff will be prepared to answer any
questions Councilmembers nny have and to present whatever additional information
might be requested.
Respectfully submitted,
Thomas A. Peterson
City Manager
TAP :b r
Attachments
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COU„C I L C 0 M M U N I C A T I u EXHIBIT 1
TO: THE CITY COUNCIL COUNCIL MEETING DATE
FROM: THE CITY MANAGER'S OFFICE NOVEMBER 2, 1988
SLMJEiCT: ADOPT RESOLUTION APPROVING CLASS SPECIFICATIONS AND SETTING SALARY RANGE FOR
THE POSITION OF PERSONNEL ANALYST
PREPARED BY: City Pianager
RECOMMENCED ACTION: That the City Council authorize the addition to the
work force of the position of Personnel Analyst, and
approve the class specification and salary range for
same.
BACKGROUND INFORMATION: W have been aware for some time that the City's
personnel office was understaffed. However, for
various reasons vie decided to postpone the request
for additional staffing. At the time NAe launched the
recruitment for a rev Perscnnel Director vie advised the City Council that one of
the first assignments of the person hired would be to evaluate the existing
operation and staff and then recommend appropriate action where attention was
needed. The attached n= (Exhibit A) prepared by the Assistant City Manager
summarizes the situation at this point and supports the recommendation that this
position be approved at this time. Also attached (Exhibit B) i s a copy of the
recommended class specifications. The Assistant City Manager's naro presents
the recommended control point based on supervisory differential. This results
in a first -step total Compensation of:
A B C D E
2,241 $2,353----72-,470 $2,594 $2,724
Included in the attached nm -D are the results of a survey of nine valley cities
in which the number of analysts in each city is listed. The analyst positions
are in addition to the department head (Personnel Director) position. I agree
with the Assistant City Manager's sentiment that such a request should be
considered as part of the overall budget review process. However, I don't
believe it to be in the City's best interest to wait until then. Such a
schedule would man that vie would not have this filled until about a year from
now. Filling this position now will provide a level of service to which job
applicants, employees, retired employees, department heads and the public in
general are entitled.
City Council approval of this new position will add significantly to the
efficient operation of this important segment of the City's organization.
Respectfully submitted,
Thomas A. Peterson
City Manager
TAP :b r
Attachments
COUNC464
MEMORAND U M
TO: City Manager
FROM: Assistant City Manager
DATE: October 13, 1988
SUBJ: Addition of Personnel Analyst
W have known for some time that the staffing in the Personnel Office is
inadequate. The decision was made not to add additional professional staff
until we had a better idea of how the staff will be used and the functions to be
performed.
Joanne Narloch has now been on board for two cionths; much of that time has been
spent with department heads to determine the services which need to be performed
to meet their needs and reviewing the polices and procedures in the personnel
operation. The major deficiency Joanne has identified, and one that we all
suspected, is that we have no formalized personnel policies and procedures,
resulting in a. "seat of the pants" operation.
There is currently no position control system in place. Our recruiting and
selection procedures have provided a generally high quality work force.
However, we have not followed legal guidelines and have run the risk of
violating laws relative to equal employment opportunities. A policy needs to be
developed on requesting and conducting classification studies and procedures.
In the area of discipline our record is less than stellar. Joanne is now
providing guidance i n handling such actions as the need arises.
W have no performance appraisal system; records are kept manually or using the
word processor; employee and supervisory training i n the areas of sexual
harassment, discrimination, affirmative action, discipline, etc. are not being
addressed.
In addition to the ongoing duties of administering and directing personnel
functions, there is an immediate reed to develop and write a set of modern day
personnel rules and a personnel policy and procedures manual and to begin the
process of automating the personnel functions.
AAN
Addition of Personnel Analyst
October 13, 1988
Page - 2 -
There i s a critical need for an additional professional level staff person to
work in the area of recruitment, selection, classification and affirmative
action. I recognize this should be handled as a budget request in the next
budget. However, NNe need to begin upgrading this critical area now.
W have surveyed staffing levels and salaries in other personnel offices. The
results are summarized below.
Number of Per
City
Analysts
of Employees
Salary
Chico
1
268
2,983
Modesto
3
940
93,418
Redding
2
560
2,475
Roseville
3
485
2,760
Stockton
4
1,400
3,355
Tracy
1
250
2,798
Vacaville
1
320
2,642
Visalia
4
400
3,418
West Sacramento
1
205
2,817
This averages one analyst per 241 employees. The City of Lodi now has 357
budgeted positions.
An external comparison of these same cities shows the mean salary to be
$2,916.00. I have trouble with the small number of positions surveyed and
prefer to use internal alignments. The differential between department heads
and their assistants is between 70 and 75%.
Communit� Development Director
inance Director
Parks & Recreation Director
Public Works Director
- AssistaantilFin�ncesffire°lor 713'.71
- Recreation Superintendent 69.3
- Chief Civil Engineer 70.3
Attached is a proposed class specification for a Personnel Analyst. A salary
level equal to 71.5% of the Personnel Director control point would be $2,724 per
month. This salary is near that of the Accountant II position which has the
same education and experience criteria.
�" � "oYe"
erry L. Glenn
Assistant Citv Manaqer
p$Sl
0
A RESOLUTION OF THE L 0 D I CITY COUNCIL
APL`ROVM CLASS SPECIFICATIONS AND SE nNG SMARY RANGE
FOR THE POSITION OF PERSONNEL ANALYST
RFSOLVED, that the City Council of the City of todi does hereby
approve class specifications for the position of Personnel Analyst, as
shown on Exhibit A attached hereto and thereby made a part hereof.
BE IT FURTHER RESOLVED that the City Council of the City of Lodi
does hereby establish the salary range for Personnel Analyst as follows:
A B C D E
$2,241 $2,353 $2,470 $2,594 $2,724
Dated: December 21, 1988
I hereby certify that Resolution No. 88-174 was passed and
adopted by the City Council of the City of Lodi in a regular
meeting held December 21, 1988 by the following vote:
Ayes : Council Members - Hinchman, Olson, Reid, Snider and
and Pinkerton (Mayor)
Noes : Council Members - None
Absent: Council Members - None
1"101 &t&
Alice M. Re6che
City Clerk
PERSONNEL ANALYST
nEFINITICT_
November 29, 1988
Unci the general direction of the Personnel Director, to perfonn
professional personnel vxmk in a variety of areas including
recruitment and selection, labor relations, classification, salary
administration, training, benefits, affirmative action, employee
assistance, workers' compensation, and to perform other related rniie
as required.
DISTINGUISHING CHARACTERISTICS
This is a journey -level class and perforans technical personnel work.
Incumbents of this class are expected to carry out their assignments
without detailed instructions or guidance. Incumbents are expected to
be independently responsible for particular duties for which
guidelines have been established.
1 a►D1.� tiDID
Receives general direction frram the Personnel Director.
May exercise indirect supervision over assigned clerical personnel.
EXAMPLES OF DUTIES:
Duties may include, but are not limited to, the following:
Plans and coordinates recruitments; develop job announcements and
supplemental questionnaires, advertises jobs through various media
forms; and accepts and screens employment application materials.
Develops, administers and scores examinations; establishes eligibility
lists.
Interviews candidates and chairs qualifications appraisal panels.
Provides information and interpretation regarding City personnel
rules, regulations and procedures.
Performs job audits and analyses of individual positions, classes, and
series of classes.
W r i t e s classification specifications, examination documentation, and
other reports as assigned.
Conducts salary and fringe benefit surveys,
...:.:.....
.:.......:. .
Responds to inquiries ( written and verbal) regarding salary,
benefits, and classification issues.
Provides staff assistance relating to labor relations.
Assists in developing and providing in-house training and coordinating
training programs.
Works with departments on personnel problems, staffing needs, and
interruption of personnel policies and procedures.
Prepares correspondence.
Inputs and retrieves data frm canputer system.
Performs other related duties as assigned.
QUALIFICATIONS:
Knowledge of
Princioles and techniques of recruitment and selection of personnel
including job analysis, test developTent , and validation methodology.
Applicable Federal and State laws azid regulations.
Employee relations and discipline.
Interviewing theory and practices.
Methods used in the development and administration of position
classification and ccnsation plans.
Fundamental principles and practices of public personnel
administration.
Current trends in personnel administration -
Methods of basic statistical analysis.
Legislation pertaining to equal employment and affirmative action
progra.'%s .
Ability to:
Analyze, collect, and interpret data and utilize it in writing clear
and concise reports.
Perform job audits and write class specifications,
Establish and maintain effective working relationships with department
officials, employees, and the public.
Experience and Education:
Any ca-nbination equivalent to experience and education that would
likely provide the req irod knowledge and abilities would be
qualifying. A typical combination is:
Experience:
One year of experience performing professional level personnel work.
A Bachelor's degree from an accredited college or university with
major course work in public administration, political science,
business administration, or a closely related field.
PERSANAL/TXTA.04P