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HomeMy WebLinkAboutAGENDA REPORT 1999 1103 CC REG ITEM 11DMOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council 7 b C-; • (o rTEM-//. of�;�'i A(31ON:. '1 "G i i[1 rff [fir. BY:t� -- FROM: Deborah S. Traffenstedt, City Clerk DATE: October 28, 1999 (CC Meeting of 11/3/99) SUBJECT: Consider Staffing Changes for City Manager's Office and City Clerk's Department Background The City Clerk's Department currently serves as the clerical staff support for the City Council and the backup clerical support for the City Manager's Office. In reviewing the Executive Secretary Job Share position in the City Manager's Office and the needs of the City Clerk's Department for additional clerical support, staffing changes are proposed. Discussion It is proposed that a new full -time clerical /secretarial position in the City Clerk's Department be created. This position would be partially funded by the elimination of the part -time Clerical Aide position in the City Clerk's Division in combination with a transfer of salary savings from the City Manager's Office. The salary savings in the City Manager's Office would result from a reduction in the Executive Secretary hours. For the last several years, the Executive Secretary position has been a job -share position, and nine hours per day was budgeted. The proposal is to reduce the Executive Secretary hours to a total of 6 hours per day. The additional three hours per day budgeted for the Executive Secretary position would then be transferred to the City Clerk's Department. The Budget would need to be amended to reflect a three - fourth's Executive Secretary position in the City's Manager's Office. The existing Clerical Aide in the City Clerk's Division would be reassigned to the Community Development Department. Currently the entry -level Competitive Service clerical job classification is the Clerk Typist at Range 20 ($17,728.68- $21,600.67 annual salary). The next lowest -paid clerical positions are the Records Clerk classification at Range 38 and the Secretary classification at Range 39. Staff believes that a more intermediary position would appear to be appropriate and is proposing to create separate Secretary I and Secretary II job 00009K; Honorable City Council October 28, 1999 Page 2 classifications. The proposed Secretary II classification would remain at the current Secretary Salary Plan Range 39 ($28,341.96- $34,531.92 annual salary) and the proposed Secretary I classification would be at Range 29 ($22,140.69 - $26,976.28 annual salary). With the creation of new Secretary I and II job classifications, staff may also need to make revisions to the functions and qualifications for the various clerical job classifications (Clerk Typist, Secretary, and Administrative Secretary), to create a logical progression of qualification requirements. A resolution amending the City's Job Classification Plan is proposed to be prepared and brought back at a subsequent City Council meeting. If the new clerical /secretarial position for the City Clerk's Department is approved, staff would prefer to recruit at both the new Secretary I and the existing Clerk Typist classifications, to allow for a wider range of candidates to be considered. Fiscal Impact The three hours per day savings from reducing the Executive Secretary hours, in combination with the funds budgeted for a Clerical Aide, would result in approximately $21,000 annual savings. To fund a position at Range 29 (costing approximately $31,000 annually with benefits), there would be a shortfall of approximately $10,000 annually. The cost for the balance of this fiscal year would be about half that amount (given that the position, if approved, would probably not be filled until January 2000). The cost to the Community Development Fund for the reassignment of the Clerical Aide is estimated to be approximately $6,850 annually. The actual additional cost to the General Fund is estimated to be approximately $3,500 annually. This calculation is based on the assumption that any new full -time clerical position in the City Clerk's Department would have the same funding as the Deputy City Clerk positions (70 percent General Fund, 20 percent Redevelopment, 5 percent Community Development, and 5 percent Street Maintenance). Currently the City Clerk's Division Clerical Aide position is entirely funded by the General Fund and 80 percent of the Executive Secretary position is funded by the General Fund and 20 percent from Redevelopment. The salary savings from staff vacancies in the City Clerk's Department and City Manager's Office may cover the additional General Fund cost for this fiscal year. If the Council concurs with the proposed staffing changes, including creation of a new clerical /secretarial position for the City Clerk's Department and reassignment of the Clerical Aide, staff proposes to bring back a resolution for a budget amendment after recruitment. Staff would then be able to make a more accurate determination of the actual salary savings from the 00009.3 Honorable City Council October 28, 1999 Page 3 various vacancies and the actual salary range proposed for the new staff person to be hired for the balance of this fiscal year. Staff Recommendation 1. Approve staffing changes and direct staff to bring back resolutions revising the City's Classification Plan to create Secretary I and Secretary II classifications and adding the Secretary I and Secretary II positions to the City's Salary Plan; 2. Authorize staff to recruit for one new, full -time position in the City's Clerk Department to be filled at either the Clerk Typist or Secretary I level, as determined by the City Manager; 3. Authorize a part -time Clerical Aide position for the Community Development Department; and 4. Direct staff to bring back a resolution amending the Budget after recruitment for the new position. OU00911