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HomeMy WebLinkAboutAgenda Report - April 5, 2000 E-20bAGENDA TITLE: Approve Classification Changes in City Departments MEETING DATE: April 5, 2000 SUBMITTED BY: Human Resources Director RECOMMENDED ACTION: BACKGROUND INFORMATION: Library That City Council approve classification changes in the City Library and Fire Department. There are currently eight (8) Library Assistant positions and one (1) Senior Library Assistant position at the City Library. The Library Board feels it is important to establish a second Senior position to provide lead direction for the Assistants. In addition to performing many of the regular duties of the Library Assistant, this position will develop training programs and provide training for the Assistants - thus freeing up much needed time currently devoted to this function by the Supervising Librarian. Also, very important, this position will prepare the Assistants' work schedules to ensure the front counter is properly staffed and the public continues to receive prompt service. Should City Council approve this reallocation, there would then be seven (7) Library Assistant positions and two (2) Senior Library Assistant positions. Attached is a revised class specification for the position of Senior Library Assistant. This is an existing classification with an established salary range, therefore there is no need for City Council to approve a new salary range. The revised specification simply eliminates archaic references to duties such as "typing catalog cards" and more accurately describes the function of this position in a 21 St Century Library environment. It is recommended that City Council approve the reallocation of one (1) Library Assistant position to Senior Library Assistant and approve the revised Senior Library Assistant class specification. This will not increase the number of budgeted positions within the department. Fire Department The Fire Department presently has three (3) authorized Fire Division Chief positions and two (2) authorized Fire Battalion Chief positions. Chief Officers are assigned supervision of one of the three suppression shifts. Typically this assignment is given to the first level of mid -management above the rank of Captain. APPROVED: - H. Dixon FI nn — City Manager This proposal would reallocate one vacant Fire Division Chief position to Battalion Chief. This would result in three Fire Battalion Chiefs positions overall, allowing the department to assign a Fire Battalion Chief to each suppression shift for supervisory purposes. Organizationally there is a need in the Fire Department for additional Captain positions to supervise crews on Truck One. Department resources would be more effectively utilized by reallocating three (3) Fire Engineer positions to three (3) Fire Captain positions. The primary role of these supervisors is to direct emergency operations and coordinate the operations of the Truck crew with other crews working at an emergency scene. Since Truck One will have a full minimum crew of three assigned all the time, it is appropriate to have a supervisor assigned as one member of that crew. As there are three shifts in the Fire Department three Captains are needed to provide this coverage. It is recommended that City Council approve the reallocation of one (1) Fire Division Chief position to Fire Battalion Chief and three (3) Fire Engineer positions to Fire Captain. This will not increase the number of budgeted positions within the department. FUNDING: Library: Current funding is sufficient in the FY 99-00 budget due to savings realized from a vacant Library Assistant position. Fire Department: Current funds are sufficient to cover the reallocation of one (1) Fire Division Chief position to Fire Battalion Chief since it is a reduction in rank and compensation. Current funds are sufficient to cover the reallocation of three (3) Fire Engineer positions to Fire Captain due to current open positions not being filled. Vicky McAthie, Finance Director Respectfully submitted, Joan a M. Narloch, HumanResources Director coordinated with: Nancy Martinez, Library Services Director Scott Kenley, Fire Chief APPROVED: H. Dixon Flynn — City Manager CITY OF LODI SENIOR LIBRARY ASSISTANT DEFINITION April 5, 2000 Provides a variety of support functions to various library units and offices, this includes public contact, providing information, typing, word processing, record keeping, establishing and maintaining file systems, and performing specialized processing related to library materials and services. This position exercises an advanced level of technical expertise and/or job knowledge relative to the library support function. DISTINGUISHING CHARACTERISTICS This class is distinguished from the Library Assistant by the more complex and difficult duties performed. Positions in this class possess at least one of the following characteristics: Responsibility for the coordination of the library support functions of a library service unit. Knowledge of and ability to independently apply advanced technical skill to an important departmental function while assuming complete responsibility for that function. SUPERVISION EXERCISED AND RECEIVED General supervision is provided by the Supervising Librarian. Functional or technical supervision may also be received from department staff. The Senior Library Assistant provides lead direction and training for lower library and/or part-time staff positions. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: • Provides lead direction to a library service unit to ensure work is prioritized and completed in a timely manner; • Participates and assists in the administration of department functions such as, scheduling times when staff work at front desk, reviewing part-time time cards, preparing time reports, budget preparation, and purchasing books and materials; • Gathers information from individuals or reference sources to process library card and other applications, various forms, and records; • Responds to requests for information and complaints on regulations and policies; • Assists in development of training materials and provides training for library unit staff, • Evaluates effectiveness of training materials and training procedures; • Assists in the development of new procedures for the service unit; • Enters and retrieves data from on-line or stand-alone computer systems, following established formats; CITY OF LODI page 2 of 2 Senior Library Assistant EXAMPLES OF DUTIES (cont.) • Operates computer systems to generate reports and perform other automated processes; • Types and/or transcribes correspondence, reports, forms and specialized documents related to the library and its functions from drafts, notes, or brief instructions; • Performs various file maintenance activities; • Performs other related duties as required. MINIMUM QUALIFICATIONS Knowledge of• • English usage, spelling, grammar, and punctuation; • Library functions, modern office methods, procedures and equipment, including personal computers and standard software applications; • Principles of supervision, training and performance evaluation. Abilityto- • Understand the Library's organization and operations as well as the operations of the City and outside agencies as they relate to functions of the City of Lodi Library; • Communicate effectively, orally and in writing; • Plan, organize, and manage specific functions within an assigned unit; • Work cooperatively with staff, other City departments, outside agencies, and the public; • Interpret and apply departmental policies, procedures, and rules; • Type and/or transcribe from handwritten copy; • Use and operate personal computer, related software and peripheral equipment; • Compile and maintain complex and extensive records and files; • Supervise and train subordinates. EDUCATION AND EXPERIENCE Education: • Equivalent to the completion of high school. Experience: • Two years of experience comparable to that of the Library Assistant in the City of Lodi. RESOLUTION NO, 2000-53 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING CLASSIFICATION CHANGES IN TWO CITY DEPARTMENTS BE IT RESOLVED, that the Lodi City Council does hereby approve the reallocation of one (1) Library Assistant position to Senior Library Assistant, and hereby approves the revised Senior Library Assistant class specification as shown on Exhibit A attached; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve the reallocation of one (1) Fire Division Chief position to Fire Battalion Chief and three (3) Fire Engineer positions to Fire Captain. Dated: April 5, 2000 ------------------------------------------------------------------ ------------------------------------------------------------------ I hereby certify that Resolution No. 2000-53 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 5, 2000 by the following vote: AYES: COUNCIL MEMBERS - Hitchcock, Land, Nakanishi, Pennino and Mann (Mayor) NOES: COUNCIL MEMBERS - None ABSENT: COUNCIL MEMBERS - None ABSTAIN: COUNCIL MEMBERS - None JA UELINE L TAY R Inte City Cler 2000-53 CITY OF LODI SENIOR LIBRARY ASSIST.\T DEFINITION EXHiBM A April 5, 2000 Provides a variety of support functions to various library units and offices, this includes public contact, providing information, typing, word processing, record keeping, establishing and maintaining file systems, and performing specialized processing related to library materials and services. This position exercises an advanced level of technical expertise and/or job knowledge relative to the library support function. DISTINGUISHING CHARACTERISTICS This class is distinguished from the Library Assistant by the more complex and difficult duties performed. Positions in this class possess at least one of the following characteristics: • Responsibility for the coordination of the library support functions of a library service unit. • Knowledge of and ability to independently apply advanced technical skill to an important departmental function while assuming complete responsibility for that function. SUPERVISION EXERCISED AND RECEIVED General supervision is provided by the Supervising Librarian. Functional or technical supervision may also be received from department staff. The Senior Library Assistant provides ' lead direction and training for lower library and/or part-time staff positions. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: • Provides lead direction to a library service unit to ensure work is prioritized and completed in a timely manner; • Participates and assists in the administration of department functions such as, scheduling times when staff work at front desk, reviewing part-time time cards, preparing time reports, budget preparation, and purchasing books and materials; • Gathers information from individuals or reference sources to process Iibrary card and other applications, various forms, and records; • Responds to requests for information and complaints on regulations and policies; • Assists in development of training, materials and provides training, for library unit staff; • Evaluates effectiveness of training materials and training procedures; • Assists in the development of new procedures for the service unit; • Enters and retrieves data from on-line or stand-alone computer systems, following established formats; CITY Or LODI Senior Library Assistant Par:2 of 3 EXAMPLES OF DUTIES (cont.) t " • Operates computer systems to generate reports and perform other automated processes; • Types and/or transcribes correspondence, reports, forms and specialized documents related to the library and its functions from drafts, notes, or brief instructions; • Performs various file maintenance activities; • Performs other related duties as required. MINIMUM QUALIFICATIONS Knowledge of: • English usage, spelling, grammar, and punctuation; • Library functions, modem office methods, procedures and equipment; including personal computers and standard software applications; • Principles of supervision, training and performance evaluation. Ability to: • Understand the Library's organization and operations as well as the operations of the City and outside agencies as they relate to functions of the City of Lodi Library; • Communicate effectively, orally and in writing; • Plan, organize, and manage specific functions within an assigned unit; • Work dooperatively with staff, other City departments, outside agencies, and the public; • Interpret and apply departmental policies, procedures, and rules; • Type and/or transcribe from handwritten copy; • Use and operate personal computer, related software and peripheral equipment; • Compile and maintain complex and extensive records and files; • Supervise and train subordinates. EDUCATION AND EXPERIENCE Education: • Equivalent to the completion of high school. Experience: • Two years of experience comparable to that of the Library Assistant in the City of Lodi.