HomeMy WebLinkAboutAgenda Report - August 16, 2000 H-03CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Reorganization of the Finance Department; Approve the Reorganization, Class
Specifications and Salary Ranges
MEETING DATE: August 16, 2000
SUBMITTED BY: Finance Director
RECOMMENDED ACTION: That City Council approves the Reorganization of the Finance
Department, the Class Specifications, and Salary Ranges
BACKGROUND INFORMATION: For several years the Finance Director has been looking at various
reorganization options to address the following issues:
• More efficient customer service
• Cross training of staff
• Changes to workload and staff responsibilities over the years
• Proper alignment of staff
After years of reviewing input from finance and human resource department personnel and other NCPA cities,
the attached reorganization plan is being recommended which will enhance the effort of the department with a
minimum of monetary expenditure, and will accomplish the Finance Department's goal of improved customer
service. The reorizanization will not increase the number of budgeted positions within the department.
The reorganization will require the following position reallocation:
Reallocate two (2) Technical positions and one (1) Support Services Supervisor to Finance Tech
Position Title Current no. of positions Proposed no. of positions
Accounting Tech 2 0
Support Services Supervisor 1 0
Finance Tech 0 3
Human Resources conducted an audit of the Support Services Supervisor position and is recommending that
position be reclassed to a technical position. Rather than have three separate technical classifications the
recommendation is to reclass all three positions to Finance Tech.
APPROVED:
H. Dixon Flynn'-- City Manager J
CITY OF LODI COUNCII. COMMUNICATION
Reallocate one (1) Storekeeper/Buyer to Senior Storekeeper
Position Title Current no. of positions Proposed no. of positions
Storekeeper/Buyer - 1 0
Senior Storekeeper 0 1
This is a title change to better reflect responsibilities.
Reallocate two (2) Account Clerk positions to Accounting Clerk III
Position Title Current no. of positions Proposed no. of positions
Account Clerk 2 0
Accounting Clerk L/H 0 2
Currently there is no distinction made between entry level and advanced level account clerks. With the addition
of a Redevelopment Agency, numerous grants, and the implementation of the new financial software there is a
greater distinction between responsibilities handled by the positions. The addition of the UII levels is consistent
with other positions in the City; i.e.: Police Clerk IIWM.
The bulk of the reorganization impacts the "front office" staff members who are in direct and daily contact with
the public. Currently there are three divisions of the Finance Department that are considered "front office" staff:
Administration, Revenue and Field Services. Each of these divisions reports to a different supervisor according
to the current organization chart. Due to the nature of the work they need to work closely together. The
recommended reorganization would ensure consistency in training and direction with better customer service the
ultimate goal.
From Administration Division:
One Finance Tech position responsible for utility bill collection arrangements would report to the Customer
Services Supervisor. Currently this position reports to the Finance Director.
From Field Services Division:
Reallocate one (1) Customer Service Supervisor position to Field Services Supervisor
Reallocate one (1) Accounts Collector position to Field Services Representative
Reallocate two (2) Meter Reader positions to Field Services Representative
Position Title
Current no. of positions
Proposed no. of positions
Customer Service Supervisor
1
0
Field Services Supervisor
0
1
Accounts Collector
1
0
Meter Reader
2
0
Field Services Representative
0
3
APPROVED:
H. Dixon Flynn -- City Manager
CITY OF LODI COUNCIL COMMUNICATION
The Finance Director currently supervises the Customer Service Supervisor position. The reorganization would
re -title this position to better reflect field responsibility and have this position supervised by the Customer
Services and Revenue Manager. The Account Collector would be a title change to better reflect field
responsibility. Two meter reader positions would be reclassed to Field Services Representative to allow for cross
training, and distribution of more journey level workload. There would be no change to the remaining meter
reader positions.
Revenue Division:
Reallocate one (1) Revenue Manager (mid -management) position to Customer Services and Revenue
Manager
Reallocate one (1) Senior Account Clerk position to Customer Services Supervisor
Reallocate one (1) Senior Account Clerk position to Senior Customer Services Representative
Reallocate two (2) Account Clerk positions to Senior Customer Services Representative
Reallocate six (6) Account Clerk positions to Customer Services Representative I/11
Position Title
Current no. of positions
Proposed no. of positions
Revenue Manager
1
0
Customer Services & Revenue Manager
0
1
Senior Account Clerk
2
0
Customer Services Supervisor
0
1
Senior Customer Services Representative
0
3
Customer Services Representative 1AI
0
6
Account Clerk
8
0
One of the major problems the department has had in the past is recruitment of people with customer service and
cash handling/banking experience. The title Account Clerk gives one the impression they will be working with
numbers not with heavy customer contact and cash. Changing the title to Customer Services Representative
should make it easier to attract people with customer service qualifications. The addition of the 1/11 flex staffing
levels is needed to distinguish between entry and journey level responsibilities. It will also ensure complete cross
training of staff.
One Senior Account Clerk currently provides lead direction to the other nine staff members in the Revenue
division. The department recommends this position be reallocated to Customer Services Supervisor. In addition
it is recommended the second Senior Account Clerk position and two of the Account Clerk positions be
reallocated to Senior Customer Services Representative as a more appropriate match for the duties which must be
performed with the implementation of the new ECIS (utility billing) system and deregulation.
The salary recommendation and new new job specifications for the above employees are attached as part of the
salary survey for the general services unit.
—114
APPROVED:
H. Dixon Flynn -- City Manager
{OFA
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COUNCILCITY OF LODI • •
LL
The reorganization will result in the need to realign three mid -management position salaries due to internal
alignment compaction and added levels of responsibility.
Position Title
Recommendation
Recommended E step
Accounting Manager
15% below Fin Dir control point
$6,009
Customer Services & Revenue Manager
10% below Accounting Manager
$5,463
Accountant II
No change
No change
Accountant I
10% below Accountant II
$4,516
The Finance Director's number one objective is to find ways to enhance the department's level of customer
service. While reviewing ways to accomplish this objective other issues such as problems recruiting people with
customer service and cash handling background, cross training, increased levels of responsibility, distribution of
workload, and more efficient alignment of staffing were discussed. The recommended reorganization addressing
all these issues, and would be a win-win for everyone.
The recommended reorganization does not increase the current number of authorized positions.
FUNDING: The reorganization will result in an estimated $24,000 annual increased cost. This cost will be
absorbed within the department operating budget.
Respectfully submitted,
Vicky McAthie, Finance Director
Attachments
Current Organization Chart
Proposed Organization Chart
APPROVED:
H. Dixon Flynn -- City Manager
Manager
Accountant I
Payroll Tech
Account Tech
Account Clerk ' '..
Aacount'Clerk :
Current Organization of Finance Department
Support Parking Enforcement
Services �
Su rviso
Serviires':I Officer
Senior Storekeeper
Reader
Storekeeper
'Reader
Purchasing Asst
' Reader :.` .:: .
Proposed Reorganization for Finance Department
Accounting
Manager
t
Accountant I/II Finance Tecl
(Payroll)
Accounting Clerk 1/11
Accounting Clerk I/ll
Accounting Clerk UI!
Total Number of authorized positions does not change
Finance
i Tech
(Collections)
Changes
Current Title:
New Title:
Account Clerk
_
Accounting Clerk II
New Class
Accounting Clark I
Senor Account Clark
Senor Customer Service Rep
Accounting Tech
Finance Technician
Support Services Supervisor
Finance Technician
Revenue Manager
Customer Services 6 Revenue Manager
New Class
Customer Service Supervisor
New Class
Senior CSR
New Class
CRS It
New Class
CRS I
Custarner Service Supervisor
Field Services Supervisor
Account Collector
Field Services Rep
Meter Reader
No Change
Parking Enforcement Assistant
No Change
Buyer
No Change
Storekeepeneuyer
Senior Storekeeper
Storekeeper
No Change
Purchasing Assists nt
No Change
Sr CSR
CSR 1/II
CSR vll
CSR I/1!
CSR UII
CSR Illi
GSR 1/11
Action:
Flex staff ciassdtcailon
New class
Title change/Now class
Title changemew class
Title changemew cuss
Title change
New classification to resect organizational change
New classification to reflect split born Sr account clerk
New classificaliert to reflect split from account clerk
New classification to reflect split from account clerk
Title change
Title change
Title change
Field Services
Supervisor
Field Services Rep
Field Services Rep
Field Services Rep
Meter Reader_
Meter Reader
Officer
Buyer
Senior Storekeeper
Storekeeper
Purchasina Asst
RESOLUTION NO. 2000-153
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
REORGANIZATION OF THE FINANCE DEPARTMENT, AND
FURTHER APPROVING CLASS SPECIFICATIONS AND SALARY
RANGES
WHEREAS, for several years the Finance Director has been looking at various
reorganization options to address the following issues: more efficient customer service,
cross -training staff, changes to workload and staff responsibilities and proper alignment
of staff; and
WHEREAS, after reviewing input from the Finance Department, the Human
Resource Department and other NCPA cities, a reorganization plan is being
recommended which will enhance the effort of the Finance Department as below:
1) Reallocate two (2) Accounting Technician positions and one (1) Support
Services Supervisor to Finance Tech; and
2) Reallocate one (1) Storekeeper/Buyer to Senior Storekeeper; and
3) Reallocate two (2) Account Clerk positions to Accounting Clerk 1111.
Field Services Division:
4) Reallocate one (1) Customer Service Supervisor position to Field
Services Supervisor; and
5) Reallocate one (1) Accounts Collector position to Field Services
Representative; and
6) Reallocate two (2) Meter Reader positions to Field Services
Representative.
Revenue Division:
7) Reallocate one (1) Revenue Manager (Mid -Management) position to
Customer Services and Revenue Manager; and
8) Reallocate one (1) Senior Account Clerk position to Customer Services
Supervisor; and
9) Reallocate one (1) Senior Account Clerk position to Senior Customer
Services Representative; and
10) Reallocate two (2) Account Clerk positions to Senior Customer Services
Representative; and
11) Reallocate six (6) Account Clerk positions to Customer Services
Representative 1/II.
WHEREAS, the reorganization will result in the need to realign three
Mid -Management position salaries due to internal alignment compaction and added
levels of responsibility as follows:
Position Title Recommendation Recommended E Step
Accounting Manager 15% below Finance Dir. Control point $6,009.00
Customer Services &
Revenue Manager 10% below Accounting Manager $5,463.00
Accountant II No Change . No Change
Accountant 1 10% below Accountant 11 $4,516.00
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby
approves the reorganization of the Lodi Finance Department, and further approves class
specifications and salary ranges as set forth in the General Services salary survey (filed
as attachments to Resolution No. 2000-152).
Dated: August 16, 2000
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I hereby certify that Resolution No. 2000-153 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held August 16, 2000, by the
following vote:
AYES: COUNCIL MEMBERS — Land, Nakanishi, Pennino and Mann
(Mayor)
NOES: COUNCIL MEMBERS — Hitchcock
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACK ON
City Clerk
2000-153