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HomeMy WebLinkAboutAGENDA REPORT 2017 0215 CCSA REG ITEM 10D ITEM 10.D CITY OF LkiOORPAR(,CALIFORNIA City Council Meeting MOORPARK CITY COUNCI iioN: /., r^< < —5Sco, AGENDA REPORT TO: Honorable City Council FROM: Deborah S. Traffenstedt, Assistant City Manager 'DST DATE: February 7, 2017 (CC Regular Meeting of 02/15/17) SUBJECT: Consider Resolution Amending Classification Plan and Rescinding Resolution No.2015-3469 BACKGROUND AND DISCUSSION The City's Classification Plan Resolution and five of the Non-Competitive Service (Management employee) job descriptions have been revised. Staff has attached the updated Classification Plan Resolution and the five job descriptions for Administrative Services Manager, Community Services Manager, Information Systems Administrator, Program Manager, and Recreation Services Manager. The final Classification Plan resolution will incorporate the full set of the City's job descriptions. Following is a summary of the attached revised Classification Plan job descriptions: 1. Administrative Services Manager — The edits are to include language pertaining to responsibility for social media networking, and to incorporate language that the position may perform all of the essential functions of a Deputy City Clerk if appointed consistent with Section 40813 of the Government Code. 2. Community Services Manager — The new Community Services Manager job description replaces the Recreation/Community Services Manager job description. The intent of the new job description is to create a more clear delineation of job responsibilities for a Community Services Manager versus the Recreation Services Manager(see No. 5 discussion on the following page for the Recreation Services Manager job description revisions). The change to the position name from Recreation/Community Services Manager to Community Services Manager for the Classification Plan job description will require an amendment to the position title in the City's Salary Plan. The City does not currently have an employee with the Recreation/Community Services Manager job title and there is no recruitment in process for this new position; therefore, there is no immediate need to amend the Salary Plan, and the revision will be done at the time of the next Salary Plan update. 57 Honorable City Council February 15, 2017, Regular Meeting Page 2 3. Information Systems Administrator - The new Information Systems Administrator job description replaces the Information Systems Analyst job description (which • will be deleted), as previously described in an agenda report for the December 21, 2016 regular meeting, at which time the City Council approved an amendment to the Salary Plan that included the revision to include the new Information Systems Administrator job title. The new job description incorporates the essential functions more consistent with the technical responsibilities expected of the position. The Information Systems Administrator position will be directly supervised by the Information Systems Manager, a division head position. The City recently recruited for an Information Systems Administrator, and the hiring process has not yet been completed. 4. Program Manager - The only edit is to include language that the position may perform all of the essential functions of a Deputy City Clerk if appointed consistent with Section 40813 of the Government Code. 5. Recreation Services Manager — Edits have been made to incorporate language for more flexibility for work assignments for the Recreation Services Manager position, while maintaining a distinction between the job responsibilities for a Community Services Manager. The City has recently recruited for a Recreation Services Manager, and the hiring process has not yet been completed. For the attached revised Classification Plan resolution, only the referenced five job descriptions are included with this agenda report; however, the final resolution will contain the complete set of City job descriptions. Section 3 of the resolution has been amended to include reference to the new Moorpark Watershed, Parks, Recreation and Conservation Authority, pertaining to staff responsibility for other governmental public agencies. FISCAL IMPACT There is no fiscal impact. STAFF RECOMMENDATION 1. Adopt Classification Plan Resolution No. 2017- , rescinding Resolution No. 2015-3469; and 2. Direct staff to change the Recreation/Community Services Manager job title to Community Services Manager in the next update of the City's Salary Plan, with no change to the position salary range. Attachment: Draft Classification Plan Resolution with five revised job descriptions (final resolution will include all City job descriptions) 58 RESOLUTION NO. 20167- 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. 2015- 343'169 WHEREAS, the City Council adopted Resolution No. 2015-343469 on September December 162, 2015, establishing a revised classification plan and job descriptions for Non-Competitive and Competitive Service employees ad_ WHEREAS, at the regular meeting on February 15, 2017, the Council has determined that the City's Classification Plan should be amended to revise five Non- Competitive Service (Management) lob descriptions, including changing Information Systems Analyst to Information Systems Administrator and Recreation/Community Services Manager to Community Services Manager with related revisions to these job "descriptions, and additionally incorporating edits into the iob descriptions for Administrative Services Manager, Program Manager, and Recreation Services Manager; and WHEREAS, language has been added in Section 3 of this resolution to reference the new Moorpark Watershed, Parks, Recreation and Conservation Authority. A - A - • - -- - . _ e 1,l .. -. - - - A -, •- - e •- e- _- - - - - - - - - - • - - : •• •• • •• Development - • ' - Development Technician has been retitled as a Planning Technician, and that job responsibilities, and the Maintenance Supervisor job description was deleted, because 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. 59 Resolution No. 2017- Page 2 SECTION 3. For all Classification Plan job descriptions which contain a reference to City, City of Moorpark, or City Council, such reference may also include responsibility for other governmental public agencies for which the Moorpark City Council serves as the governing body or has entered into a joint exercise of powers agreement, including but not limited to the Successor Agency of the Redevelopment Agency of the City of Moorpark, Successor Housing Agency of the Redevelopment Agency of the City of Moorpark, Moorpark Public Financing Authority, and—Industrial Development Authority of the City of Moorpark, and Moorpark Watershed, Parks, Recreation, and Conservation Authority. SECTION 4. Resolution No. 2015-313169 is rescinded and this resolution shall become effective upon adoption. SECTION 5. 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. PASSED AND ADOPTED this 16th 15th day of DecemberFebruary, 20157. Janice S. Parvin, Mayor ATTEST: Maureen Benson, City Clerk Exhibit A: Classification Plan and Job Descriptions 60 Resolution No. 2017- Page 3 EXHIBIT A City of Moorpark Classification Plan and Job Descriptions 61 Resolution No. 2017- Page 40 ADMINISTRATIVE SERVICES MANAGER 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 direct, manage, supervise, and coordinate the administrative services programs and activities within an assigned Department; to coordinate assigned activities with other City departments, divisions, and outside agencies; and to provide highly responsible and complex administrative support to the Department Head. This position is overtime exempt. SUPERVISION RECEIVED AND EXERCISED Receives general direction from a Department Head, Deputy City Manager, or Assistant City Manager. Exercises direct and primary supervision over professional 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. Assume responsibility for assigned administrative services and activities of a department including contract administration and negotiation, grant management, purchasing, information systems, department or City fixed assets; budget process; and assist with risk management, human resources, public information, and legislative and intergovernmental relations responsibilities. 2. Provide responsible staff assistance and support to the assigned department head. 3. Assume responsibility for specific department programs, projects, and activities including, but not limited to time accounting, tracking deposits, development monitoring, condition compliance, and software and technology implementation. 4. Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommend and administer policies and procedures. 62 Resolution No. 2017- Page 41 5. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within Departmental and City policy, appropriate service and staffing levels. 6. May plan, direct, coordinate, and review the work plan for the assigned division or department; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems. 7. Supervise, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. 8. Participate in the development and administration of an assigned division or department's budget; direct the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures within approved limits; implement adjustments. 9. May serve as liaison for the assigned department with other City departments, divisions and outside agencies; negotiate and resolve sensitive and controversial issues. 10. Prepare and present staff reports and other necessary correspondence. 11. Conduct a variety of organizational and operational studies and investigations; recommend modifications to City or department programs, policies, procedures and fees as appropriate. 12. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of municipal administration. 13. Respond to and resolve difficult and sensitive citizen inquiries and complaints. 14. Respond to media inquiries; oversee the execution of strategic social media networking to promote City programs and events; may serve as Public Information Officer. 15. May perform all of the essential functions of a Deputy City Clerk if appointed consistent with Section 40813 of the Government Code. Marginal Functions: 1. Serve as emergency response worker as necessary. 2. Perform related duties and responsibilities as required. 63 Resolution No. 2017- Page 42 QUALIFICATIONS Knowledge of: Operational characteristics, services and activities of a municipal service delivery program. Management skills to analyze programs, policies and operational needs. Principles and practices of contract administration. Purchasing procedures and practices. Modern office procedures, methods and equipment. Principles and practices of program development and administration. Principles and practices of municipal budget preparation and administration. Methods of research, program analysis, and report preparation. Public relations techniques. English usage, spelling, grammar, and punctuation. Principles of supervision, training and performance evaluation. Pertinent Federal, State, and local laws, codes and regulations. Ability to: Manage, direct and coordinate the work of support staff. Select, supervise, train and evaluate staff. Oversee and direct the operations, services and activities of one or more comprehensive municipal programs. Effectively manage contracts and evaluate the work of contractors. Develop and administer division or department goals, objectives and procedures. Prepare and administer large and complex budgets. Prepare and present clear and concise administrative and financial reports to a variety of City officials and the public. 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. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press or other agencies on sensitive issues in area of responsibility. Operate and use modern office equipment including computer, printers and copiers. Enter data on a computer at a speed necessary for successful job performance. Research, analyze, and evaluate new service delivery methods and techniques. Interpret and apply Federal, State and local policies, laws and regulations. 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. 64 Resolution No. 2017- Page 43 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. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. 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 Five years of increasingly responsible experience in municipal administration, including two years of supervisory responsibility. Training Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, social services administration, economics, government or a related field. License or Certificate: Possession of or ability to obtain and maintain an appropriate, valid California driver's license. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens. Physical Conditions: Essential functions may require maintaining physical condition necessary for sifting for prolonged periods of time; light lifting, carrying, pushing and pulling; reaching; handling; use of fingers; talking; hearing; near acuity. 65 Resolution No. 2017- Page 130 COMMUNITY SERVICES MANAGER 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 iob. DEFINITION To plan, implement and administer parks, recreation, and community services activities, classes, programs, and events for all age groups, including for youth, adults, and seniors; to manage all of most of the following: library, arts center, recreation center, active adult/senior center, and public arts programs and events as assigned; to supervise and manage the City's parks, recreation, and community services facilities and buildings, which may include maintenance activities and management of construction and improvement projects as assigned; to supervise and oversee staff, contractors, and volunteers; and to administer professional services and construction contracts. This position is overtime exempt. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Parks and Recreation Director or other assigned supervisor. Exercises direct and primary supervision over supervisory, professional, technical, recreation and clerical support staff including volunteers; 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. Plan, direct, coordinate, and prioritize through subordinate level staff, the Parks, Recreation and Community Services Department's work plan for the assigned divisions of responsibility. 2. Provide responsible staff assistance and support to the Parks and Recreation Director or other assigned supervisor. 3. Supervise, train, schedule and delegate duties to staff and contractors responsible for planning and implementing parks and recreation, community services, and related programs and special events. 4. Administer parks and recreation and community services programs and events as assigned; develop and manage contracts; schedule usage of facilities and approve park and facility rental permits; oversee and process class registrations, 66 Resolution No. 2017- Page 131 payments, insurance policies, deposits, warrants and refunds; prepare policies and procedures and instruction manuals; and order required materials and supplies. 5. Manage city service contracts, including contract development, coordination, and review of services and processing of invoices; may oversee maintenance and repair of parks, recreation and community services facilities and equipment, work with contractors and vendors on building repairs and park and community services facility improvements, and inspect facilities and grounds. 6. Assist in the management, coordination, inspection, and progress of assigned projects, including capital projects, and ensure conformance with contract plans and specifications; make recommendations on approval of progress payments and change orders, prepare progress reports on projects under construction, and maintain project files. 7. Participate in the selection and . evaluation of staff; conduct staff interviews; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures. 8. Prepare and administer program and division budgets, submit budget recommendations, monitor expenditures, perform accounting for each program area as necessary, prepare various financial reports as required. 9. Schedule, implement, promote and publicize a variety of parks and recreation and community services programs and special events; design, layout, edit, proofread and write brochures and newsletters; sell advertising, write press releases and public service announcements, prepare special event publicity flyers; oversee the execution of strategic social media networking to promote programs and events. 10. May manage contracted services for City Library and Arts Center. 11. Prepare status reports to Parks and Recreation Director and City Manager, and prepare agenda reports to Parks and Recreation Commission, Arts Commission, Library Board, and City Council. May be directed to act as staff for Arts Commission and Library Board. 12. Develop and implement departmental, operational, administrative, program, and other policies, procedures, and forms. 13. 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. 67 Resolution No. 2017- Page 132 14. Prepare ordinances, resolutions and other supporting program documents; prepare and monitor program grants and related proposals. 15. Administer maintenance and service contracts; develop requests for proposals; conduct research on specifications. 16. Participate in the drafting and implementation of division goals, policies and procedures. 17. Receive and respond to complaints and questions from the general public; review problems and recommend corrective actions; prepare summary reports as required. 18. Make oral and written presentations to the City Council, Commissions and Boards, staff, the public and professional groups. 19. Participate in various committees; attend and participate in professional group meetings. Marginal Functions: 1. Serve as emergency response worker as necessary. 2. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Operations, services and activities of City parks, recreation and community services programs. Recreation and educational program planning for youth, teen, adult, senior and other targeted populations. Library services planning. Principles and practices of construction/capital improvement project management, administration, and coordination. Principles and practices of facility maintenance and management Principles of supervision, training, and performance evaluation. Principles and practices of contract management. Principles and practices of program development and administration. Principles and practices of public relations. Desktop publishing software and other types of software. City forms, procedure, and policies. Modern office procedures, methods, and equipment. 68 • Resolution No. 2017- Page 133 Marketing standards and practices. Purchasing procedures and practices. Principles and practices of recreation services and youth camp administration. Pertinent Federal, State, and local laws, codes and regulations. Prepare clear and concise reports. Lead and instruct groups and individuals. English usage, spelling, grammar, and punctuation. Ability to: Supervise, organize, and review the work of lower level staff. Select, supervise, train and evaluate staff. Interpret and explain City policies and procedures. Develop and maintain financially self-supporting activities and programs. Communicate clearly and concisely, both orally and in writing. Plan and schedule multiple recreational and educational programs and events. Operate and use modern office equipment including computer, printers and copiers. Enter data on a computer at a speed necessary for successful job performance. Produce publications through desktop publishing. Recruit, motivate, and encourage volunteers. 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 including City officials and the general public. Maintain physical condition appropriate to the performance of assigned duties and • responsibilities. 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. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. 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 Six years of increasingly responsible experience in parks and recreation and community services planning, including three years of supervisory or lead responsibility. Desirable experience includes public project construction and facility management experience. 69 Resolution No. 2017- Page 134 Training Equivalent to a Bachelor's degree from an accredited college or university with major course work in recreation, leisure studies, sociology, public administration, communications, landscape architecture, architecture, or a related field. A Master's degree is desirable. License or Certificate: Possession of or ability to obtain and maintain an appropriate, valid California driver's license. Possession of or ability to obtain, an appropriate, valid CPR and basic first aid certificate. WORKING CONDITIONS Environmental Conditions: Office and field environment; travel from site to site; exposure to outside atmospheric conditions, dust and noise; may work in or around water and slippery or uneven surfaces and indoor and outdoor recreational facilities; irregular work hours; exposure to computer screens. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting, standing or walking for prolonged periods of time; travel to various locations; light to medium lifting, carrying, pushing and pulling; balancing; reaching; handling; use of fingers; talking; hearing; near acuity. 70 • Resolution No. 2017- Page 218 INFORMATION SYSTEMS ADMINISTRATOR 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 installation, configuration, implementation, operation, and maintenance for a variety of personal computer equipment, peripherals and software; to maintain and administer the local area network; and to provide support, technical assistance and training to end users and perform related duties as required. This position is overtime exempt. SUPERVISION RECEIVED AND EXERCISED Receives direction from the department head, division head, or other assigned supervisor. May exercise lead worker supervision over technical or clerical staff, administer contracts and monitor 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. Install, configure, test, upgrade, maintain, repair, and troubleshoot personal computers, computer components, software, and peripheral devices; maintain, install, and upgrade servers and other network hardware. 2. Troubleshoot system hardware, software, and operating system issues, identify root causes. 3. Perform network administration functions including maintaining end user accounts and passwords, installing, upgrading, and maintaining software on servers, upgrading server hardware, and troubleshooting and resolving network connectivity issues. 4. Manage end user Help Desk request tickets and document resolutions completely and accurately; may prioritize tickets. 5. Install workstation computers, software, and hardware at assigned locations, ensure that all equipment and applications are functioning properly, and perform computer migration, backup, and recovery in physical and virtual environments. 71 Resolution No. 2017- Page 219 6. Provide electronic mail system administration and maintenance. 7. Perform monitoring, troubleshooting, and maintenance for network infrastructure, including wireless communications. 8. Ensure system security and integrity including various levels of systems administration and management of user groups and accounts. 9. Assist with maintenance of telephone system(s) and other communication device systems. 10. Install, test, troubleshoot, and maintain data and telephone cable infrastructure and other cable systems. 11. Participate in the development of technical documentation and systems operating instructions for end users. 12. Assist with training City staff in the procedures, methods, and equipment used in information systems technology. 13. May participate in the development of the City annual budget. 14. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of information systems and make recommendations regarding system, hardware, software, and peripheral purchases. 15. Prioritize and coordinate work assignments. Marginal Functions: 1. Serve as emergency response worker as necessary. 2. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Operational characteristics of information service systems, including hardware and software. Principles and techniques of computer repair and maintenance. Principles and practices of systems analysis, programming, and documentation. Principles, practices, methods, and techniques used in installation, troubleshooting, and maintenance of systems, networks, and applications. 72 Resolution No. 2017- Page 220 Industry computer, network, and data security principles and practices. Principles and practices of computer systems analysis and design, including database design and management. Computer operating systems. Virtual environments. Modern audio/video systems and solutions. Purchasing procedures and practices. Principles and practices of budget administration Principles and practices of contract administration Modern office procedures, methods and equipment. Methods and techniques of training and instruction. Principles of supervision and training Pertinent federal, state, and local laws, codes, and regulations. English usage, spelling, grammar, and punctuation. Ability to: Analyze, design, program, and maintain information systems and peripherals. Install computer equipment, related peripherals, and software. Analyze data and develop logical solutions to complex computer application and programming problems. Troubleshoot computer hardware and software problems. Make recommendations on selection of information systems and software application packages. Operate office equipment including computers and supporting word processing, spreadsheet, and graphical applications. Adapt to changing technologies and learn functionality of new equipment and systems. Understand and follow oral and written instructions. Organize work to meet rapidly changing priorities. Plan computer and communication system upgrades and develop and maintain schedules. Make recommendations on selection of information systems andsoftware application packages. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Work on multiple concurrent projects with strict deadlines and with frequent interruptions. Communicate clearly and concisely, both orally and in writing. Independently prepare correspondence, memoranda, and reports. 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. 73 Resolution No. 2017- Page 221 Maintain physical condition appropriate to the performance of assigned duties and responsibilities. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. 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 Equivalent to three years of increasingly responsible information systems related work experience operating, diagnosing, repairing, and maintaining personal computers and assisting with LAN management. Training Equivalent to a Bachelor's degree from an accredited college or university with major course work in information systems, computer science, or a closely related field. Two years of the education requirement may be substituted with four years of responsible information systems work experience at no less than an information systems technician position level. License or Certificate: Possession of or ability to obtain and maintain an appropriate, valid California driver's license. Possession of information services industry recognized certifications are desirable. WORKING CONDITIONS Environmental Conditions: Office and server room environment; exposure to computer screens irregular work hours; travel to .various locations. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time; travel to various locations; operating motorized vehicles; light to medium lifting; carrying; pushing and pulling; climbing; balancing; stooping; kneeling; crouching; crawling; reaching; handling; use of fingers; talking; hearing; near and far acuity; depth perception; exposure to vibration; confined work space; mechanical hazards; and electrical hazards. 74 Resolution No. 2017- Page 305 PROGRAM MANAGER 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 direct, manage, supervise, and coordinate the programs, services and activities within an assigned department at a division supervisor level; to coordinate assigned programs and activities with other City departments, divisions, and outside agencies; and to provide highly responsible and complex administrative support to the Department Head. This position is overtime exempt. SUPERVISION RECEIVED AND EXERCISED Receives direction from Department Head, Deputy City Manager, Assistant City Manager and City Manager. Exercises direct and primary supervision over technical, professional 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 assigned Department Head, Deputy City Manager, Assistant City Manager or City Manager. 2. Assume direct responsibility for administering and monitoring assigned programs, projects, services, and activities of one or more department divisions, including contract administration, grant management, time accounting, purchasing, budget preparation, and supervision. 3. Plan and coordinate the work plan for the assigned program, division, and/or department. 4. Participate in employee selection and supervise, train, motivate and evaluate assigned personnel; prioritize work activities and projects and review work of assigned personnel for accuracy; work with employees to correct deficiencies; implement discipline in accordance with City rules. 5. Prepare agreements; oversee and administer contracts and direct the work of consultants and contractors. 75 Resolution No. 2017- Page 306 6. Monitor legislative developments related to areas of responsibility. 7. Participate in the development and administration of annual operating budget for program and division areas of responsibility, including the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and recommend approval of expenditures within approved limits. 8. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental and City policy, appropriate service and staffing levels. 9. Draft goals, objectives, policies, procedures, and priorities for assigned programs; implement and administer the approved goals, objectives, policies, procedures, and priorities for assigned programs. 10. Receive and respond to difficult and sensitive inquiries and complaints from the public, press, or other agencies. 11. Prepare and present staff reports, ordinances, resolutions, and other supporting documentation for City Council and appointed commissions and boards; may be assigned responsibility for a commission or board, including agenda process and completion of legislative records. 12. Prepare and monitor program grants and related documentation required to retain grant eligibility and funding. 13. Conduct a variety of organizational and operational studies and investigations; recommend modifications to City or department programs, policies, procedures and fees as appropriate. 14. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the areas of responsibility; represent City at local and regional meetings. 15. Prepare press releases, newspaper articles, public service announcements and newsletters; respond to press inquiries. 16. May conduct confidential investigations. 17. May assist with development monitoring and condition compliance. 18. May serve as liaison for the assigned department with other City divisions and departments, outside agencies, public and private organizations, and community 76 Resolution No. 2017- Page 307 groups; make presentations as required; negotiate and resolve sensitive and controversial issues. 19. May perform all of the essential functions of a Deputy City Clerk if appointed consistent with Section 40813 of the Government Code. Marginal Functions: 1. Serve as emergency response worker as necessary. 2. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Operational characteristics, services and activities of a municipal service delivery program. Management skills to analyze programs, policies and operational needs. Principles of supervision, training, and performance evaluation. Principles and practices of municipal budget preparation and administration. Principles and practices of contract administration. Principles and practices of program development and administration. Principles of conducting a workplace investigation. Purchasing procedures and practices. Methods of research, program analysis, and report preparation. Modern office procedures, methods, and equipment. English usage, spelling, grammar, and punctuation. Principles of mathematics and statistics. Pertinent Federal, State and local laws, codes and regulations. Ability to: Oversee and direct the operations, services and activities of one or more comprehensive municipal programs. Perform complex administrative and analytical activities for assigned programs. Understand the organization and operation of the assigned department as necessary to perform assigned responsibilities. Manage, direct and coordinate the work of support staff. Select, supervise, train and evaluate staff. Prepare and administer division and/or department budgets. Interpret and apply Federal, State, and local laws, regulations, policies and procedures. Develop and administer division or department goals, objectives, policies, and procedures. Effectively manage contracts and evaluate the work of contractors. 77 Resolution No. 2017- Page 308 Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals and objectives. Research, develop and prepare ordinances, resolutions, contracts, and technical reports and associated summary data for presentation to City Council and others. Prepare and present clear and concise administrative and financial reports to a variety of City officials and the public. Respond tactfully, clearly, concisely and appropriately to inquiries from the public, press or other agencies on sensitive issues in area of responsibility. Research, analyze, and evaluate new service delivery methods and techniques. Research and prepare effective grant proposals. Independently prepare correspondence and memoranda. Communicate clearly and concisely, both orally and in writing. Operate and use modern office equipment including computer, printers and copiers. Enter data on a computer at a speed necessary for successful job performance. 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. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. 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 Five years of increasingly responsible administrative and analytical experience for a municipal government agency, including two years of supervisory responsibility. Training Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, urban studies, economics, or a related field. A Masters degree is desirable. 78 Resolution No. 2017- Page 309 License or Certificate: Possession of or ability to obtain and maintain an appropriate, valid California driver's license. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens; occasional field environment. Physical Conditions: Essential functions may require maintaining physical condition necessary for sifting for prolonged periods of time; light lifting, carrying, pushing and pulling; reaching; handling; use of fingers; talking; hearing; near acuity. 79 Resolution No. 2017- Page 360 RECREATION SERVICES MANAGER 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 plan, implement and administer adult and youth recreation and community services programs and activities; to assign and oversee recreation and community services staff, contractors, and volunteers providing safe and well managed recreation and community services programs to children, teens, adults and other specialized customers including but not limited to adult and youth sports, leisure classes, special events, d-ay-camps, library, public art, -and related programs; to manage recreation and community services facilities, and to effectively market and promote these and other programs. This position is overtime exempt. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Parks and Recreation Director, division head, or other assigned supervisor. Exercises direct and primary supervision over supervisory, professional, technical, recreation and clerical support, staff including volunteers; 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. Plan, prioritize, assign, supervise and review the work, of staff, contractors, and volunteers responsible for planning and implementing recreation, community services, and related programs, classes, and special events; adult and youth sports, recreation facilities, recreation classes and excursions, teen programs, 2. Provide responsible staff assistance and support to the Parks and Recreation Director or other assigned supervisor. 3. Supervise, schedule and delegate duties to staff; review and process staff time cards; train staff, contractors, umpires, and officials on policies and procedures. 4. Administer recreation programs and may assist department head with administration of community services programs; develop and manage recreation 80 Resolution No. 2017- Page 361 contracts; schedule usage of facilities, make park and facility reservations, and approve park and facility rental permits; oversee and process class registrations, payments, insurance policies, deposits, warrants and refunds; schedule games, practices, and classes and playoffs; prepare instruction manuals, brochures, and ads; order required materials, supplies, equipment, and awards. 5. May oversee maintenance and repair of recreation and community services facilities and equipment; work with contractors and vendors on building and facility repairs and park facility improvements; inspect facility and grounds and test equipment; purchase program supplies and equipment and may assist department head with contract management for capital projects for assigned facility management responsibility. 6. Participate in the selection and evaluation of recreation staff; conduct staff interviews; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures. 7. Prepare and administer program and division budgets, submit budget recommendations, monitor expenditures, perform accounting for each program area as necessary, prepare various financial reports as required. 8. Schedule, implement, promote and publicize a variety of recreation and community services programs and special events; design, layout, edit, proofread and write brochures and newsletters; sell advertising;i write press releases and public service announcements prepare special event publicity flyers; oversee the execution of strategic social media networking to promote programs and events. 9. Prepare analytical and statistical reports to Parks and Recreation Director, City Manager, Parks and Recreation Commission, Arts Commission, Library Board, and City Council on operations and activities. 10. Develop and implement departmental, operational, administrative, program, and other policies, procedures, and forms. 11. 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. 12. Prepare ordinances, resolutions and other supporting program documents; prepare and monitor program grants and related proposals 13. Administer maintenance and service contracts; develop requests for proposals; conduct research on specifications. 81 Resolution No. 2017- Page 362 14. Participate in the drafting and implementation of division goals, policies and procedures. 15. Receive and respond to complaints and questions from the general public; review problems and recommend corrective actions; prepare summary reports as required. 16. Make oral and written presentations to the City Council, parks .end Recreation Commissions and Boards, staff, the public and professional groups. 17. Participate in various committees; attend and participate in professional group meetings. Marginal Functions: 1. Serve as emergency response worker as necessary. 2. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Operations, services and activities of City recreation and community services programs. Recreation planning for adults, youth, teen and other targeted populations. Principles of supervision, training, and performance evaluation. Principles and practices of contract management. Desktop publishing software and other types of software. City forms, procedure, and policies. Modern office procedures, methods, and equipment. Marketing standards and practices. Purchasing procedures and practices. Modern and complex principles and practices of recreation services and youth camp administration. Pertinent Federal, State, and local laws, codes and regulations. Preparation of clear and concise reports. English usage, spelling, grammar, and punctuation. Ability to: Supervise, organize, and review the work of lower level staff. Select, supervise, train and evaluate staff. Lead and instruct groups and individuals. Interpret and explain City policies and procedures. 82 Resolution No. 2017- Page 363 Develop and maintain financially self-supporting activities and programs. Communicate clearly and concisely, both orally and in writing. Plan and schedule multiple recreational and educational programs. Operate and use modern office equipment including computer, printers and copiers. Enter data on a computer at a speed necessary for successful job performance. Produce publications through desktop publishing. Recruit, motivate, and encourage volunteers. 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 including City officials and the general public. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. 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. - Perform responsible and difficult administrative work involving_ the use of independent judgment and personal initiative. 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 • Four years of increasingly responsible experience in recreation planning, including two years of administrative and supervisory responsibility. Training Equivalent to a Bachelor's degree from an accredited college or university with major course work in recreation, physical education, leisure studies, sociology, communications, or a related field. License or Certificate: Possession of or ability to obtain and maintain an appropriate, valid California driver's license. Possession of or ability to obtain, an appropriate, valid CPR and basic first aid certificate. WORKING CONDITIONS 83 Resolution No. 2017- Page 364 Environmental Conditions: Office and field environment; travel from site to site; exposure to outside atmospheric conditions, dust and noise; may work in or around water and slippery or uneven surfaces and (indoor and outdoor recreational facilities; irregular work hours; exposure exposure to computer screens. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting, standing or walking for prolonged periods of time; travel to various locations; medium lifting, carrying, pushing and pulling; balancing; reaching; handling; use of fingers; talking; hearing; near acuity. • 84