HomeMy WebLinkAboutAGENDA REPORT 2008 0416 CC REG ITEM 10QTO:
FROM:
DATE:
MOORPARK CITY COUNCIL
AGENDA REPORT
Honorable City Council
rrEM 10 • •
i/J; ,
Deborah S. Traffenstedt, Administrative Services Director `D54'T_
April 9, 2008 (CC Meeting of 4/16/08)
SUBJECT: Consider Resolution Amending the City's Classification Plan and
Rescinding Resolution No. 2007 -2625
BACKGROUND AND DISCUSSION
Attached to this report is a draft resolution amending the Classification Plan to: revise the
job title for the Competitive Services Human Resources Analyst position to Human
Resources Specialist; add a new Management Human Resources Analyst job description;
add a combined job description for Office Assistant I, II, and III; and make other minor
editorial or format corrections in various job descriptions. The proposed revisions to the
Classification Plan are consistent with the Salary Plan adopted by the City Council on
March 19, 2008, and the Human Resources Analyst, Human Resources Specialist, and
Office Assistant (I, 11, and 111) job description changes were directed by the City Council to
be scheduled for consideration as follow -up to past City Council actions.
Due to the size of the complete Classification Plan, only the job descriptions for Human
Resources Analyst; Human Resources Specialist; and Office Assistant I, II, and III are
included with the attached resolution. A complete copy of the updated Classification Plan
will be included with the final resolution and the legislative format will be removed.
STAFF RECOMMENDATION
Adopt Resolution No. 2008-
Attachment: Classification Plan Resolution with Job Description Excerpts
100154
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, ESTABLISHING A REVISED
CLASSIFICATION PLAN AND JOB DESCRIPTIONS FOR NON-
COMPETITIVE, COMPETITIVE SERVICE, AND HOURLY
EMPLOYEES AND RESCINDING RESOLUTION NO. 2007 -2625
WHEREAS, the City Council adopted Resolution No. 2007 -2625 on August 1,
2007, establishing a revised classification plan and job descriptions for Non - Competitive
and Competitive Service employees; and
WHEREAS, the Council has determined that revisions to the Classification Plan
are appropriate to revise the job title for the Competitive Services Human Resources
Analyst position to Human Resources Specialist, add a new Management Human
Resources Analyst job description, add a combined job description for the Office
Assistant series (I, II, and III), and make other minor editorial corrections in various job
descriptions.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. All job descriptions attached as Exhibit A to this resolution are
hereby adopted into the City's Classification Plan;
SECTION 2. The City Manager shall have the authority to make temporary
additions or deletions to the Classification Plan in the interest of efficient and effective
administration of the Plan. Such alterations shall not become an approved part of the
Plan until adoption by City Council resolution.
SECTION 3. Resolution No. 2007 -2625 is hereby rescinded.
SECTION 4. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
1001,55
Resolution No. 2008 -
Page 2
ATTEST:
Deborah S. Traffenstedt, City Clerk
Exhibit A: Classification Plan Job Descriptions
0901 z6
Resolution No. 2008 -
Page 160
HUMAN RESOURCES ANALYST
Class specifications are intended to present a descriptive list of the range of duties
performed by employees in the class. Specifications are not intended to reflect all
duties performed within the job.
To perform a wide variety of responsible and complex administrative and analytical
duties: to oversee assigned administrative processes, procedures and programs; to
perform a wide variety of personnel administration duties involving recruitment, benefit
administration and workers' compensation administration; to coordinate employee
events training and employee development programs; to provide information and
assistance to City employees regarding City personnel policies and procedures; to
assist with and perform assigned risk management activities; and to provide
administrative support to the Personnel Director or Personnel Officer as designated in
the City's Personnel Rules. This position is overtime exempt.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Personnel Director or Personnel Officer.
Exercises functional and technical supervision over technical and clerical staff,
administers contracts and monitors performance.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other
important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
1 Provide responsible staff assistance and support to the Personnel Director or
Personnel Officer.
2. Plan and coordinate recruitment and selection activities; including) the preparation
of job announcements and advertisements, answer telephone inquiries; arrange
testing and interviewing conduct background check; prepare employment letters;
arrange for physical and fingerprinting; conduct new employee orientation.
3 Process employee separations including resignations and dismissals; oversee
employee evaluation process to insure timely and thorough reports and
personnel action forms; maintain personnel records and files.
4 Prepare and process all mandatory forms for all workers' compensation injuries;
and coordinate activities with City's claims administrator. Maintain employee
injury records and prepare and post annual injury log as required by CALOSHA.
i 961,57
Resolution No. 2008 -
Page 161
5. Assist City's Risk Manager, as needed, on employee safety training, including
appropriate record keeping and notification. as well as insurance and liability
matters.
6. Assist with employee retirement. health, dental. vision. life. Iona term disabilit
employee assistance, and deferred compensation benefit plans administration;
assist employees with claims and benefit related questions and concerns; and
coordinate employee briefings and provide for initial and open enrollments for
such programs.
7. Plan and implement employee recognition activities including supervision of
preparation of employee newsletter.
8. Assist with coordination of City's volunteer program including recruitment and
recognition and maintaining appropriate records.
9. Provide technical support as needed for labor relations negotiations.
10. Assist with administration of classification and compensation plans and as
needed labor agreement(s).
11. Assist with customer service enhancement activities.
12. Assist with monitoring conformance with federal, state and local personnel laws,
regulations and policies such as child labor, Immigration and Naturalization,
ADA, FMLA, California Family Rights Act, Pregnancy Disability Act, FLSA,
COBRA, EEOC and prepare all bulletin board postings as required.
13. Serve as City's contact for employment verification, reference checks, wage and
earnings assignment orders, state disability and unemployment claims and
similar matters.
14. Coordinate and monitor employee training and development programs including
providing information about training opportunities to City Departments and
employees, documenting training received in personnel files, and evaluating the
effectiveness and quality of the training provided.
15. Assume direct responsibility for monitorina and administerina assianed program
areas; assist in assigned administrative support functions including bud-get; may
direct the work activities of assigned clerical and technical personnel or other
subordinate staff; participate in employee selection; prioritize and coordinate
work assignments; review work for accuracy.
16. Provide responsible staff assistance and support to assigned management staff
and department or program area.
?J01 ,98
Resolution No. 2008 -
Page 162
17. Assist in developing and implementing operational, administrative, program, and
other policies and procedures; assist in contract negotiations; prepare employee
performance evaluations.
18. Collect, compile, and analyze complex information from various sources on a
variety of specialized topics related to assigned programs; prepare reports which
present and interpret data, and identify alternatives; make and justify
recommendations.
19. Participate in the drafting and implementation of Human Resources /Risk
Management Division goals, policies and procedures.
20. Receive and respond to complaints and questions from the general public;
review problems and recommend corrective actions; prepare summary reports as
required.
21. Participate in special projects and studies including complex research of new
programs and services, budget analysis and preparation, and feasibility
analyses; prepare and present reports.
22. Prepare comprehensive technical records and analytical reports pertaining to
assigned area of responsibility; conduct research and comprehensive data
collection efforts to support analysis.
23. Assist in developing and design departmental, operational and administrative
procedures or forms as required.
24. Participate on Safety Committee; attend and participate in professional group
meetings.
25. May assist with risk management activities including annual insurance reports
and coordination with joint powers insurance authority for safety training and
insurance matters.
26. Make oral and written training presentations to staff and professional groups.
Marginal Functions:
1. Assist in a variety of department operations; perform special projects and
assignments as requested.
2. Serve as emergency response worker as necessary.
3. Perform related duties and responsibilities as required.
Resolution No. 2008 -
Page 163
QUALIFICATIONS
Knowledge of:
Legal aspects of human resources management including unfair labor practices,
discrimination and illegal harassment, and other matters related to employment
law.
Pertinent Federal State and local laws, codes and regulations including PERS, ADA,
FMLA California Family Rights Act, Pregnancy Disability Act, FLSA, and
COBRA.
Principles and practices of employee recruitment, selection, and management.
General risk management related laws, policies and procedures
Principles of mathematics and statistics.
Principles of supervision and training.
Principles and practices of budget administration.
Principles and practices of contract administration.
Methods of research, program analysis, and report preparation.
Policies and procedures of the assigned department.
Public relations techniques.
Principles and procedures of accounting and procurement practices.
English usage, spelling, grammar and punctuation.
Modern office procedures, methds and equipment.
Research, analytical techniques and the public policy development theory.
Federal, State and local laws, codes and regulations.
Ability to:
Coordinate organize and review the work of staff in the area of work assigned.
Interpret and explain City rules, policies and procedures.
Perform complex administrative and analytical activities for assigned programs.
Maintain confidentiality of information.
Independently perform administrative and analytical activities in the area of work
assigned.
Understand the organization and operation of the assigned department and outside
agencies as necessary to assume assigned responsibilities.
Interpret and apply administrative and departmental policies and procedures.
Effectively manage contracts and evaluate the work of contractors.
Perform responsible and difficult administrative work involving the use of independent
iudgment and personal initiative.
Research analyze and evaluate programs, policies, and procedures.
Analyze problems identify alternative solutions project consequences of proposed
actions and implement recommendations in support of goals.
Research develop and prepare ordinances resolutions contracts, and technical
reports and associated summary data for presentation to City Council and others.
Prepare clear and concise reports.
901cu
Resolution No. 2008 -
Page 164
Operate and use modern office equipment including fax machine or fax/modem
personal computer or terminal, printers and copiers.
Enter data on a computer at a speed necessary for successful job performance.
Research, analyze, and evaluate new service delivery methods, procedures and
techniques.
Independently prepare correspondence and memoranda.
Communicate clearly and concisely, both orally and in writing
Respond tactfully, clearly, concisely and appropriately to inquiries from the public, press
or other agencies on sensitive issues in area of responsibility_
Establish and maintain effective working relationships with those contacted in the
course of work.
Maintain mental capacity, which allows the capability of making sound decisions and
demonstrating intellectual capabilities.
Maintain effective audio /visual discrimination and perception to the degree necessary
for the successful performance of assigned duties.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required
knowledge and abilities is qualifying_ A typical way to obtain the knowledge and abilities
would be:
Experience:
Three years of increasingly responsible human resources experience includin
administrative and analytical experience, preferably within a local government
environment, including one year of lead worker supervisory responsibility.
Training:
Equivalent to a Bachelors degree from an accredited college or university with
maior course work in public administration, business administration or a related
field. One year of the education reguirement may be substituted with two years of
responsible administrative and anaytical work experience.
License or Certificate
Possession of or ability to obtain and maintain an appropriate, valid California driver's
license.
WORKING CONDITIONS
Environmental Conditions:
Office environment; occasional field environment; exposure to computer screens.
Resolution No. 2008 -
Page 165
Physical Conditions:
Essential functions may require maintaining physical condition necessary for sitting for
prolonged periods of time; light lifting, carrying, pushing and pulling; reaching; handling;
use of fingers; talking; hearing; near acuity.
OIG2
Resolution No. 2008 -
Page 166
HUMAN RESOURCES ^"' LYS SPECIALIST
Class specifications are intended to present a descriptive list of the range of duties
performed by employees in the class. Specifications are not intended to reflect all
duties performed within the job.
DEFINITION
To perform a wide variety of personnel administration duties involving recruitment,
benefit administration, and workers' compensation administration; to coordinate
employee events, training and employee development programs; to provide information
and assistance to City employees regarding City personnel policies and procedures; to
assist with risk management activities; and to provide administrative support to the
Personnel Director or Personnel Officer as designated in the City's Personnel Rules.
This position is not overtime exempt. The City has the discretion to make occasional
adjustments of the work week, work day or hours for this position to serve the interest of
the City's operation and mission.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Personnel Director or Personnel Officer.
Exercises lead worker supervision over clerical staff.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other
important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
Plan and coordinate recruitment and selection activities; including the preparation
of job announcements and advertisements, dispatch to proper locations, answer
phone inquiries; arrange testing and interviewing and employment medical
exams; notify applicants of acceptance or rejection.
2. Provide responsible staff assistance and support to the Personnel Director or
Personnel Officer.
3. Conduct employee orientation; prepare and process personnel documents
related to hiring; answer employee questions regarding policies and procedures.
4. Process employee separations including resignations and dismissals; oversee
employee evaluation process to insure timely and thorough reports and
personnel action forms; maintain personnel records and files.
5. Prepare and process all mandatory forms for all workers' compensation injuries;
and coordinate activities with City's claims administrator. Maintain attendance log
Resolution No. 2008 -
Page 167
and files for injury prevention program, CALOSHA and other Federal and State
mandated programs.
6. Assist City's Risk Manager, as needed, on employee safety training, including
appropriate record keeping and notification.
7. Assist with employee retirement, health, dental, vision, life, long term disability,
employee assistance, and deferred compensation benefit plans administration;
assist employees with claims and benefit related questions and concerns; and
coordinate employee briefings and provide for initial and open enrollments for
such programs.
8. Prepare a wide variety of reports, forms, letters, memoranda and statistical
charts; independently prepare correspondence related to assigned
responsibilities.
9. Serve on Safety Committee and other committees as assigned.
10. Plan and implement employee recognition activities including publication of
employee newsletter.
11. Assist with coordination of City's volunteer program including recruitment and
recognition.
12. Provide technical support as needed on labor relation's matters.
13. Assist with administration of classification and compensation plans and as
needed labor agreements.
14. Assist with customer service enhancement activities.
15. Assist with monitoring conformance with federal, state and local personnel laws,
regulations and policies such as child labor, Immigration and Naturalization,
ADA, FMLA, California Family Rights Act, Pregnancy Disability Act, FLSA,
COBRA, EEOC and prepare all bulletin board postings as required.
16. Serve as City's contact for employment verification, reference checks, wage and
earnings assignment orders, state disability and unemployment claims and
similar matters.
17. Coordinate and monitor all employee training and development programs
including providing information about training opportunities to City Departments
and employees, documenting training received in personnel files, and evaluating
the effectiveness and quality of the training provided.
Resolution No. 2008 -
Page 168
18. Assist with risk management activities including annual insurance reports and
coordination with joint powers insurance. authority.
Marginal Functions:
Assist in a variety of department operations; perform special projects and
assignments as requested.
2. Serve as emergency response worker as necessary.
3. Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Legal aspects of human resources management including unfair labor practices,
discrimination and illegal harassment, and other matters related to employment
law.
Principles and practices of employee recruitment, selection, and management.
General personnel policies and procedures applicable to the City.
General risk management policies and procedures.
Operations, services and activities of assigned department.
Modern office procedures, methods and equipment.
Business letter writing and basic report preparation techniques.
Principles and procedures of record keeping.
English usage, spelling, grammar and punctuation.
Basic mathematical and statistical principles.
Pertinent Federal, State and local laws, codes and regulations including PERS, ADA,
FMLA, California Family Rights Act, Pregnancy Disability Act, FLSA, and
COBRA.
Principles of supervision, training and performance evaluation.
Ability to:
Coordinate, organize and review the work of staff in the area of work assigned.
Interpret and explain City policies and procedures.
Perform responsible work involving the use of independent judgment and personal
initiative.
Understand the organization and operation of the City and of outside agencies as
necessary to assume assigned responsibilities.
Independently prepare correspondence and memoranda.
Prioritize work and perform multiple functions at once.
Implement personnel programs.
Maintain excellent interpersonal skills.
Manage multiple assignments and projects.
Resolution No. 2008 -
Page 169
Maintain confidentiality of information.
Type and /or enter data into a computer at a speed necessary for successful job
performance.
Work independently in the absence of supervision.
Work cooperatively with other departments, City officials and outside agencies.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the
course of work.
Maintain physical condition appropriate to performance of assigned duties and
responsibilities.
Maintain mental capacity, which allows for effective interaction and communication with
others.
Maintain effective audio /visual discrimination and perception to the degree necessary
for the successful performance of assigned duties.
Experience and Training Guidelines
Any combination of experience and training that would likely provide the require
knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities
would be:
Experience:
Three years of increasingly responsible human resources experience. -at the
Training:
Equivalent to the completion of two years of college or an Associates Degree
from an accredited college or university, supplemented by specialized training or
upper division college level course work in personnel or human resources, and
proficiency in office automation applications including but not limited to word
processing and spreadsheets.
License or Certificate
Possession of or ability to obtain and maintain an appropriate, valid California driver's
license.
WORKING CONDITIONS
Environmental Conditions:
Office environment; occasional field environment; exposure to computer screens.
t 00166
Resolution No. 2008 -
Page 170
Physical Conditions:
Essential functions may require maintaining physical condition necessary for sitting for
prolonged periods of time; light lifting, carrying, pushing and pulling; reaching; handling;
use of fingers; talking; hearing; near acuity.
,9016 7
Resolution No. 2008 -
Page 207
Class s1pecifications are intended to present a desc�pfive list of the range of duties
performed by employees . class. Specifications not !ef to r all
dutiesverformed within the iob.
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The Office Assistant I is the entry-level class for hourly, art -time employees. Since
this class is typically used as a training class employees may have only limited work
experience.
The Office Assistant 11 is i an entry-level but as . competitive service
employee. class is distinguished f# • Office Assistant by the performance
of the more routine clerical tasks and duties assigned to positions within the series. As
exDerience is ained, a wider variety of duties is performed.
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Resolution No. 2008 -
Page 208
4. Type and proofread a wide variety of reports, letters, memoranda; tables, charts,
logs, receipts, forms, etc., from rouah draft or verbal instruction, and prepare and
maintain computerized records.
5. Maintain records, files or databases and file information to maintain organized
and accuratajj[bg_�i��
& Operate standard office equipment, including but not limited to computer, CODV
machine. vinter, and scanner.
7. Provide customer service to the public on the phone and in person; greet visitors
and customers at the counter; refer visitorsZcustomers or phone call to
appropriate person or department: respond to standard inquiries of a limited
nature; vovide information within prescribed policies and procedures.
8 Operate an automobile for the purposes of purchasing supplies, making
deliv Dries, attending offsite training, or similar purposes.
9. Receive, sort and distribute incoming and outgoing mail: arrange for delivgLy of
outgoing pqq es.
11. Assist in a variety of department operations including purchasing; perform special
proiects and assiqnments.as reqggsted.
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PrinCiDles and #ractices • customer service.
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SIT"T IMAJ•I•M
Basic mathematics.
61 1 G 9
Resolution No. 2008 -
Page 209
tr -11,_
Perform a
Understand and carry out both oral and written directions,
7-�
Respond appropriately to citizen inquiries and complaints.
Work independently Lin the absence of supervision,
printers and copiers, scanner, postage machine.
Twe and/or enter data on a computer at a speed necessary for successful Job
performance.
Work coope _qencies, and the
pgblic,
Communicate clearly and concisely, both orally and in writim.
Establish and maintain effective workinci relationships with those contacted in the
course • work,
Maintai ormance of assigned duties and
responsibilities.
Maintain mental cai)acitv, which allows for effective interaction and communication with
others.
Maintain effective au,dio/ isual discrimination ARd
for the successful performance • assigned duties.
.Experience and Training Guidelines
Any combination of p
.2�perience and training that would likely provide the re%Llreq
knowled�qe and abilities is gualifying. A typical wav to obtain the knowledge and abilities
would be:
I
Clne year of general clerical experience
Possession of • abilitV to obtain and maintain an.appropriate, valid California driver's
license.
),!)0170
Resolution No. 2008 -
Page 210
Office Assistant III
flub' IN I
Equivalent to the completion of the twelfth grade; specialized clerical and office
training is desirable.
License or Certificate
Possession of • ability to obtain and maintain an appropriate, valid California driver's
license.
0 01 •
101
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