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HomeMy WebLinkAboutAgenda Report - November 4, 2020 H-02AGENDA ITEM 14•2 CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Approving the Classification, Job Description and Salary Range of the New Position of Utility Warehouse Supervisor and Add One Utility Warehouse Supervisor and Delete One Field Services Representative Position in the Electric Utility Department MEETING DATE: November 4, 2020 SUBMITTED BY: Human Resources Manager RECOMMENDED ACTION: Adopt resolution approving the classification, job description and salary range of the new position of Utility Warehouse Supervisor and add one Utility Warehouse Supervisor and delete one Field Services Representative position in the Electric Utility Department. BACKGROUND INFORMATION: The Lodi Electric Utility Department maintains a warehouse containing materials, tools, and equipment unique to the Utility. The Electric Utility is budgeted for two full-time Electric Materials Technicians assigned to work in the warehouse and report to the Electric Utility Superintendent. It is critical to the operations of the Electric Utility that their warehouse is managed in the most efficient manner possible: ensuring proper inventory levels are maintained; purchase of tools and equipment is made at the best price point possible; and, processing of purchase orders and invoices is completed timely. The Electric Utility Director relies on staff to ensure that the warehouse is managed and maintained in the most efficient and effective manner possible. A recent audit identified deficiencies in the warehouse operations; specifically, in the areas of inventory withdrawals, processing purchase orders, tracking and paying invoices, and performing cycle counts. The Electric Utility Director is requesting the addition of a Utility Warehouse Supervisor to manage the day-to-day operations of the warehouse and to provide supervisorial oversite to the Electric Material Technicians and other warehouse staff. The Supervisor will coordinate the activities concerned with the procurement, receiving, storing inventorying, issuing, and shipping of materials, supplies, tools, equipment and parts. The Supervisor will address the deficiencies identified by the audit and ensure operational efficiencies. Adding a Utility Warehouse Supervisor will provide the necessary daily operational support to the warehouse and to staff to correct the audit findings, implement and maintain operation efficiencies, and allows the Superintendent to focus on the maintenance and construction division of the Utility. The Business Representative for the International Brotherhood of Electrical Workers (IBEW 1245), has reviewed the proposed job description and is in agreement with the job description and proposed salary range of $83,438.50 - $101,417.89. The proposed salary for the supervisor is ten percent (10%) above the Electric Materials Technician. If approved, Human Resources would open a promotional recruitment to fill the Supervisor position. Staff requests to add one Utility Warehouse Supervisor and to delete one Field Services Representative position within the Electric Utility Department. FISCAL IMPACT: The fiscal impact in FY 2020/21 would be approximately $70,000, which is the difference between the cost for the Field Services Representative and the Utility Warehouse Supervisor. There is no impact to the General Fund. FUNDING AVAILABLE: Funding available through the Electric Utility Budget Fund 50061510. Oov�� �(� -- Andrew Keys, Deputy City Manager/Internal Services Director Adele Post, Human Resources Manager CITY OF LODI UTILITY WAREHOUSE SUPERVISOR October 2020 Job descriptions are intended to present a broad and general range of duties which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job. DEFINITION Under general direction plans, organizes, directs and supervises the day-to-day activities of the Lodi Electric Utility warehouse. Coordinates activities concerned with the procurement, receiving, storing, inventorying, issuing, and shipping materials, supplies, tools, equipment, and parts, in stockroom, or warehouse, performs related work as assigned. DISTINGUISHING CHARACTERISTICS This is a supervisory classification providing customer service to internal departments and staff related to shipping, receiving and storage of materials. Incumbent oversees daily operations including customer service and supervision of assigned staff. SUPERVISION RECEIVED AND EXERCISED Receives general direction from higher-level personnel. Exercises supervision over assigned warehouse or clerical staff. EXAMPLES OF DUTIES Duties may include, but are not limited to the following: Advises and instructs subordinates in all aspects of work and in the safe operation of the equipment and machinery necessary to this position; Ensures adherence to all utility warehouse safety policies and procedures; Recommends and implements policies and procedures for warehouse operations; Establishes goals and objectives for assigned area to meet overall department goals; Develops and implements new and revised methods or procedures to improve efficiency and help achieve goals; Coordinates all utility warehouse and store operations; Leads material purchasing efforts, including ordering, receiving, storing, picking, and packing; Manages stock and plans layout of stockroom, warehouse, and other storage areas, considering turnover, size, weight, and related factors of items stored; Manages inventory control system; Assigns bin locations, barcodes, ensures appropriate documentation of location, description and other data; Orders warehouse supplies as needed; Studies records and recommends remedial actions for reported non -usable, slow moving, and excess stock; Reviews records for accuracy of information and compliance with established procedures, and to determine adequacy of stock levels; Subject matter expert on Electric Utility equipment parts and materials utilized in the maintenance and construction of an electric distribution system; makes recommendation CITY OF LODI October 2020 on materials and equipment to be purchased; works closely with Engineering staff to ensure procurement scheduling and delivery of orders; Traces history of items to determine reasons for discrepancies between inventory and stock control records and recommends remedial actions to resolve discrepancies; Schedules work for special and periodic inventories; Determines work procedures, prepares work schedules, and expedites workflow; Maintains tool, equipment, warehouse and shop area in an organized and clean condition; maintains supply of spare parts, tool and equipment catalogs, parts and repair manuals and operator instructions; inventory records; prepares transformers and other equipment and material for salvage value and return reusable to stock; Selects, supervises, directs, trains, and evaluates the performance of subordinate warehouse or clerical staff; Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures; Evaluates, develops, and trains new employees and reviews progress of subordinates; Participates in the preparation and administration of assigned budget; Maintains hazardous material clean-up kits and equipment; test, handle, store and dispose of toxic substances in accordance with laws and regulations, including arranging the testing of oil contained equipment; ensure effective utilization of available storage space; maintain all records related to hazardous materials; develops and implements preventative maintenance programs for tools and equipment including safety equipment; Operates forklift and backhoe; Assists in training other employees in the use of various tools and equipment; Utilizes computer and applicable software to enter and retrieve information related to parts, materials, work assignments, detailed record keeping and timekeeping; Performs other duties related to the operation of the department and the city, including additional duties that enable the department and City to meet the diverse needs of its community. Knowledge of: Principles and practices of personnel administration, supervision, and training, including selection, planning, performance evaluation and discipline; State and federal regulations on proper storage, recycling, tracking and disposal of hazardous materials utilized in the Electric Utility operations (i.e., Polychlorinated Biphenyls (PCBs), Sulfur hexafluoride gas (SF6), transformers, switches, circuit breakers) CITY OF LODI October 2020 Fundamentals of mechanical, hydraulic, and electrical equipment and operations; equipment used in the repair and testing of electrical, mechanical, and hydraulic tools and equipment; general tools, equipment and material used in the electrical utility industry; Principles of electrical theory in the electric utility industry as relates to job duties; connection procedures for transformers and other electrical equipment and operations; Record keeping methods and procedures; principles and practices of purchasing, storekeeping and warehousing methods and procedures including inventory control; Storekeeping and warehousing methods and practices; Purchasing methods and procedures including buying, and inspections; Basic mathematical principles and applications; Computer skills including work processing, database, and spreadsheets; Safe work practices when working in a high voltage electrical environment; applicable safety standards. Ability to: Implement and interpret policies, procedures, and services; Communicate effectively, both orally and in writing; Prepare clear and concise reports, correspondence and informational items; Utilize the latest technologies to provide high levels of service; Operate a variety of standard office equipment, personal computer and associated software and computer programs; Performs skilled mechanical work in the testing, maintenance, and repair of electric power system components and tools; performs a variety of professional duties related to the procurement, receiving, stocking, storage, maintenance and distribution of materials, tools and equipment in support of the department; Prepare, maintain, label and test electrical and/or mechanical equipment; use precision instruments and testing equipment — electrical and hydraulic — in the testing of electrical and mechanical apparatus and equipment to obtain specified performance; troubleshoot mechanical, hydraulic, and electrical machinery, tools and equipment; perform electrical connections; On a continuous basis, know and understand all aspects of the job; observe safety rules and traffic laws; analyze and problem solve; identify and locate necessary parts; interpret materials requisitions; remember location of parts; understand, interpret and explain Electric Utility Department and City policies and procedures; CITY OF LODI October 2020 Use and maintain various hand and power tools, and large equipment; learn the operation of heavy equipment; safely operate forklifts, pallet jacks, scissor lifts and City vehicles; Test, handle, store and dispose of toxic substances in accordance with laws and regulations; Perform purchasing, storekeeping and inventory control duties; write reports, procedures, and tool and equipment specifications; organize and classify information, tools and equipment; Operate a variety of standard office equipment; operate a personal computer utilizing spreadsheet, word processing, accounting and database software; perform basic arithmetic calculations; Work independently; communicate clearly and concisely; Maintain and establish effective working relationships with those contacted in the course of work. EDUCATION AND EXPERIENCE Any combination equivalent to education and experience that would likely provide the required knowledge and abilities would be qualifying. A typical combination is: Education: Equivalent to completion of high school. Successful attendance and completion of trade course(s) related to the above description of duties. Experience: Five years of increasingly responsible experience in warehouse and inventory management practices, preferably in an electric utility organization. LICENSES AND CERTIFICATES Possession of a valid Driver's License (Class C) issued from the California Department of Motor Vehicles. Possession of or ability to obtain, within six months of appointment, a Forklift Operator's certificate issued by the City of Lodi. WORKING CONDITIONS Environmental Conditions: Exposure to safety hazards including, fumes or odors, dust or gases, chemicals, toxic materials, oil, and a variety of mechanical machinery. Physical conditions: Essential and marginal functions may require maintaining physical conditions necessary for operating office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; attending meetings and taking notes; talk or hear in person and by telephone; using personal computers, cell CITY OF LODI October 2020 phones, and/or hand held electronic devices, standing, walking, sitting, driving, carrying, pushing, climbing, bending at waist, stooping, crouching, reaching, kneeling, crawling, hearing, sense of smell and sense of touch, lifting and pulling up to 50 pounds. Intermittently sit while preparing reports and operating vehicles and equipment. *FLSA STATUS: NON-EXEMPT RESOLUTION NO. 2020-258 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE CLASSIFICATION, JOB DESCRIPTION, AND SALARY RANGE FOR THE POSITION OF UTILITY WAREHOUSE SUPERVISOR; ADDING ONE UTILITY WAREHOUSE SUPERVISOR POSITION; AND DELETING ONE FIELD SERVICES REPRESENTATIVE POSITION WITHIN THE ELECTRIC UTILITY DEPARTMENT NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the classification and job description for the position of Utility Warehouse Supervisor attached hereto as Exhibit A; and BE IT FURTHER RESOLVED that the salary range for Utility Warehouse Supervisor is hereby approved and shall be as follows: Classification Step 0 Step 1 Step 2 Step 3 Step 4 Utility Warehouse Supervisor $83,438.50 $87,609.24 $91,992.47 $96,591.07 $101,417.89 BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve the addition of one Utility Warehouse Supervisor position and the deletion of one Field Services Representative position in the Electric Utility Department. Dated: November 4, 2020 I hereby certify that Resolution No. 2020-258 was passed and adopted by the Lodi City Council in a regular meeting held November 4, 2020 by the following vote: AYES: COUNCIL MEMBERS — Chandler, Nakanishi, and Mayor Kuehne NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Mounce ABSTAIN: COUNCIL MEMBERS — None JENNIFER CUSMIR City Clerk 2020-258 CITY OF LODI UTILITY WAREHOUSE SUPERVISOR Exhibit A October 2020 Job descriptions are intended to present a broad and general range of duties which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job. DEFINITION Under general direction plans, organizes, directs and supervises the day-to-day activities of the Lodi Electric Utility warehouse. Coordinates activities concerned with the procurement, receiving, storing, inventorying, issuing, and shipping materials, supplies, tools, equipment, and parts, in stockroom, or warehouse, performs related work as assigned. DISTINGUISHING CHARACTERISTICS This is a supervisory classification providing customer service to internal departments and staff related to shipping, receiving and storage of materials. Incumbent oversees daily operations including customer service and supervision of assigned staff. SUPERVISION RECEIVED AND EXERCISED Receives general direction from higher-level personnel. Exercises supervision over assigned warehouse or clerical staff. EXAMPLES OF DUTIES Duties may include, but are not limited to the following: Advises and instructs subordinates in all aspects of work and in the safe operation of the equipment and machinery necessary to this position; Ensures adherence to all utility warehouse safety policies and procedures; Recommends and implements policies and procedures for warehouse operations; Establishes goals and objectives for assigned area to meet overall department goals; Develops and implements new and revised methods or procedures to improve efficiency and help achieve goals; Coordinates all utility warehouse and store operations; Leads material purchasing efforts, including ordering, receiving, storing, picking, and packing; Manages stock and plans layout of stockroom, warehouse, and other storage areas, considering turnover, size, weight, and related factors of items stored; Manages inventory control system; Assigns bin locations, barcodes, ensures appropriate documentation of location, description and other data; Orders warehouse supplies as needed; Studies records and recommends remedial actions for reported non -usable, slow moving, and excess stock; Reviews records for accuracy of information and compliance with established procedures, and to determine adequacy of stock levels; Subject matter expert on Electric Utility equipment parts and materials utilized in the maintenance and construction of an electric distribution system; makes recommendation CITY OF LODI October 2020 on materials and equipment to be purchased; works closely with Engineering staff to ensure procurement scheduling and delivery of orders; Traces history of items to determine reasons for discrepancies between inventory and stock control records and recommends remedial actions to resolve discrepancies; Schedules work for special and periodic inventories; Determines work procedures, prepares work schedules, and expedites workflow; Maintains tool, equipment, warehouse and shop area in an organized and clean condition; maintains supply of spare parts, tool and equipment catalogs, parts and repair manuals and operator instructions; inventory records; prepares transformers and other equipment and material for salvage value and return reusable to stock; Selects, supervises, directs, trains, and evaluates the performance of subordinate warehouse or clerical staff; Assigns duties and examines work for exactness, neatness, and conformance to policies and procedures; Evaluates, develops, and trains new employees and reviews progress of subordinates; Participates in the preparation and administration of assigned budget; Maintains hazardous material clean-up kits and equipment; test, handle, store and dispose of toxic substances in accordance with laws and regulations, including arranging the testing of oil contained equipment; ensure effective utilization of available storage space; maintain all records related to hazardous materials; develops and implements preventative maintenance programs for tools and equipment including safety equipment; Operates forklift and backhoe; Assists in training other employees in the use of various tools and equipment; Utilizes computer and applicable software to enter and retrieve information related to parts, materials, work assignments, detailed record keeping and timekeeping; Performs other duties related to the operation of the department and the city, including additional duties that enable the department and City to meet the diverse needs of its community. Knowledge of: Principles and practices of personnel administration, supervision, and training, including selection, planning, performance evaluation and discipline; State and federal regulations on proper storage, recycling, tracking and disposal of hazardous materials utilized in the Electric Utility operations (i.e., Polychlorinated Biphenyls (PCBs), Sulfur hexafluoride gas (SF6), transformers, switches, circuit breakers) CITY OF LODI October 2020 Fundamentals of mechanical, hydraulic, and electrical equipment and operations; equipment used in the repair and testing of electrical, mechanical, and hydraulic tools and equipment; general tools, equipment and material used in the electrical utility industry; Principles of electrical theory in the electric utility industry as relates to job duties; connection procedures for transformers and other electrical equipment and operations; Record keeping methods and procedures; principles and practices of purchasing, storekeeping and warehousing methods and procedures including inventory control; Storekeeping and warehousing methods and practices; Purchasing methods and procedures including buying, and inspections; Basic mathematical principles and applications; Computer skills including work processing, database, and spreadsheets; Safe work practices when working in a high voltage electrical environment; applicable safety standards. Ability to: Implement and interpret policies, procedures, and services; Communicate effectively, both orally and in writing; Prepare clear and concise reports, correspondence and informational items; Utilize the latest technologies to provide high levels of service; Operate a variety of standard office equipment, personal computer and associated software and computer programs; Performs skilled mechanical work in the testing, maintenance, and repair of electric power system components and tools; performs a variety of professional duties related to the procurement, receiving, stocking, storage, maintenance and distribution of materials, tools and equipment in support of the department; Prepare, maintain, label and test electrical and/or mechanical equipment; use precision instruments and testing equipment — electrical and hydraulic — in the testing of electrical and mechanical apparatus and equipment to obtain specified performance; troubleshoot mechanical, hydraulic, and electrical machinery, tools and equipment; perform electrical connections; On a continuous basis, know and understand all aspects of the job; observe safety rules and traffic laws; analyze and problem solve; identify and locate necessary parts; interpret materials requisitions; remember location of parts; understand, interpret and explain Electric Utility Department and City policies and procedures; CITY OF LODI October 2020 Use and maintain various hand and power tools, and large equipment; learn the operation of heavy equipment; safely operate forklifts, pallet jacks, scissor lifts and City vehicles; Test, handle, store and dispose of toxic substances in accordance with laws and regulations; Perform purchasing, storekeeping and inventory control duties; write reports, procedures, and tool and equipment specifications; organize and classify information, tools and equipment; Operate a variety of standard office equipment; operate a personal computer utilizing spreadsheet, word processing, accounting and database software; perform basic arithmetic calculations; Work independently; communicate clearly and concisely; Maintain and establish effective working relationships with those contacted in the course of work. EDUCATION AND EXPERIENCE Any combination equivalent to education and experience that would likely provide the required knowledge and abilities would be qualifying. A typical combination is: Education: Equivalent to completion of high school. Successful attendance and completion of trade course(s) related to the above description of duties. Experience: Five years of increasingly responsible experience in warehouse and inventory management practices, preferably in an electric utility organization. LICENSES AND CERTIFICATES Possession of a valid Driver's License (Class C) issued from the California Department of Motor Vehicles. Possession of or ability to obtain, within six months of appointment, a Forklift Operator's certificate issued by the City of Lodi. WORKING CONDITIONS Environmental Conditions: Exposure to safety hazards including, fumes or odors, dust or gases, chemicals, toxic materials, oil, and a variety of mechanical machinery. Physical conditions: Essential and marginal functions may require maintaining physical conditions necessary for operating office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; attending meetings and taking notes; talk or hear in person and by telephone; using personal computers, cell CITY OF LODI October 2020 phones, and/or hand held electronic devices, standing, walking, sitting, driving, carrying, pushing, climbing, bending at waist, stooping, crouching, reaching, kneeling, crawling, hearing, sense of smell and sense of touch, lifting and pulling up to 50 pounds. Intermittently sit while preparing reports and operating vehicles and equipment. *FLSA STATUS: NON-EXEMPT