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HomeMy WebLinkAboutStaff Report 4.A 08/03/2015DATE: TO: FROM: SUBJECT: August 3, 2015 Agenda Item #4.A Honorable Mayor and Members of the City Council through City Manager Dianne Dinsmore, Director of Human Resources Resolution Amending the Classification and Compensation Plan by Establishing the Classification Series and Pay Range of Management Analyst I /II /Senior RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Amending the Classification and Compensation Plan by Establishing the Classification Series and Pay Range of Management Analyst I /II /Senior and Authorize the Allocation of Management Analyst I /II /Senior in the Public Works and Utilities Department. BACKGROUND Through the fiscal year 2015/16 budget process, the Public Works & Utilities Department identified the need for a Management Analyst position to serve as an advisor to the department's management team. The allocation was approved with the understanding the new classification would be brought to the Council for approval, since no such classification currently exists in the City Classification and Compensation Plan. DISCUSSION The fundamental purpose of a Management Analyst is to provide professional level, comprehensive analysis and support to executive management and /or a major division or program within the organization. A Management Analyst performs administrative, financial, systems, statistical and other management analyses, budgeting, contract administration, grant administration, legislative monitoring and regulatory compliance. The position requires formal education, commonly in public or business administration. Such a classification is common in public agencies, and is sometimes titled Administrative Analyst. It fills a vital gap allowing other management to focus on the efficient operations of their individual programs or divisions. It also provides critical analytical capacity to the department director. Although the impetus for the creation of this classification was the allocation of the position in Public Works & Utilities, the classification may also benefit other departments. Therefore, a classification series was created to provide flexibility for possible firture allocations. The work of this classification series is consistent with that of other Unit 4 and Unit 9 bargaining members. Therefore, it is recommended that Management Analyst I /II be placed in Unit 4 and Senior Management Analyst be placed in Unit 9, both represented by the Petaluma Professional and Mid - Managers Association (PPMMA). The recommended salary is based on internal parity and takes into account other City of Petaluma classifications that require a similar combination of knowledge, skills and abilities. Journey -level Management Analyst II requirements are similar to those of an Accountant Analyst or Human Resources Analyst IL Therefore, the recommended salary range for Management Analyst II is the same as Accountant Analyst. Comparing Step 5 to Step 5, Management Analyst I is set 10% below Management Analyst II and Senior Management Analyst is set 10% above. Management Analyst I Management Analyst II Step 1 Step 2 Step 3 Step 4. Step 5 Hourly $27.84 $29.23 $30.69 $32.23 $33.84 Monthly $4,825.60 $5,066.53 $5,319.60 $5,586.53 $5,865.60 Annual $57,907.20 $60,798.40 $63,835.20 $67,038.40 $70,387.20 Management Analyst II Senior Management Analyst Step 1 Step 2 Step 3 Step 4 Step 5 Hourly $30.62 $32.15 $33.76 $35.45 $37.22 Monthly $5,307.47 $5,572.67 $55851.73 $6,144.67 $6,451.47 Annual $63,689.60 $66,872.00 $70,220.80 $73,736.00 $77,417.60 Senior Management Analyst The primary responsibilities of the Management Analyst I /II /Senior position in Public Works and Utilities Department will include budget analysis, maintenance of fiscal project for enterprise funds, grant and contract administration, oversight of asset management and customer service request programs, and management of rate studies and adjustments. The Management Analyst I/II /Senior position is funded at the Management Analyst II level. The job descriptions and salary recommendations have been shared with the PPMMA. The City has responded to PPMMA's questions and concerns. The Association has no objection to the recommended action. FINANCIAL IMPACTS This action has no fiscal impact. The Public Works and Utilities position was allocated in the FY 2015/16 budget and fielded at the Management Analyst II level. ATTACHMENTS Job Descriptions for Management Analyst I, Management Analyst II, Senior Management Analyst 2 Step 1 Step 2 Step 3 Step 4 Step 5 Hourly $33.68 $35.37 $37.14 $39.00 $40.94 Monthly $5,837.87 $6,130.80 $6,437.60 $6,760.00 $7,096.27 Annual $70,054.40 $73,569.60 $77,251.20 $81,120.00 $85,155.20 The primary responsibilities of the Management Analyst I /II /Senior position in Public Works and Utilities Department will include budget analysis, maintenance of fiscal project for enterprise funds, grant and contract administration, oversight of asset management and customer service request programs, and management of rate studies and adjustments. The Management Analyst I/II /Senior position is funded at the Management Analyst II level. The job descriptions and salary recommendations have been shared with the PPMMA. The City has responded to PPMMA's questions and concerns. The Association has no objection to the recommended action. FINANCIAL IMPACTS This action has no fiscal impact. The Public Works and Utilities position was allocated in the FY 2015/16 budget and fielded at the Management Analyst II level. ATTACHMENTS Job Descriptions for Management Analyst I, Management Analyst II, Senior Management Analyst 2 1 Summary Management Analyst I ATTACHMENT 1 CITY OF PETALUDIA CLASS SPECIFICATION Date: Job Class: 04 Learn and perform administrative, financial, systems, statistical, personnel and other management analyses for an assigned department, division, or program; and to learn and perform progressively responsible .professional assignments such as budget, contract administration, grant administration, legislative monitoring and regulatory compliance. Class Characteristics Direction is provided by an assigned manager or department director. Responsibilities may include the indirect and direct supervision of technical and administrative support personnel. This is the entry level class in the Management Analyst series. This class is distinguished from the journey level by the performance of the more routine tasks and duties assigned to positions within this series. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level. Since this class is the entry level professional in the series, employees may have only limited directly related work experience. Employees work under general supervision while learning job tasks. Incumbents perform the more routine professional assignments in support of an assigned department, division, or program. This class is alternately staffed with Management Analyst II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency that meets the qualifications for the higher level class. Essential Duties, Skills, and Demands of the Position The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Duties: Assist in coordinating and facilitating the preparation, development, monitoring and administration of department or division operating, multi -year and /or capital improvement budgets. Research, evaluate, and prepare statistical, financial, demographic and operational data used in reports, studies, surveys and analyses; maintain and track key quality measures for assigned department. Track and sunmlarize pending legislation and /or regulations. 3 Serve as liaison between outside organizations and the City; provide professional guidance and interpretation of City policies and procedures. Participate in the development and implementation of departmental strategic plans. Assist with the investigation, analyses, development, preparation, coordination and /or conduct of special studies or projects and corresponding documentation and technical reports; draft, edit and /or evaluate Council agenda reports prepared by department personnel. Assist with the revision and development of fees; administer contracts and leases; ensure compliance with department procedures, City policies, and pertinent laws, regulations and ordinances. Assist in the development and analysis of departmental policies, procedures and systems. Prepare draft regulatory reports. Receive, research, and respond to questions from outside agencies, other City departments and the general public. Research grant opportunities and prepare grant proposals; monitor and administer grants. Assist with the monitoring of consultants and contractors; administer contracts. Evaluate departmental, division, and /or program operations and activities; measure performance; recommend improvements and modifications; prepare associated reports on operations and activities. Represent departmental and City interests on committees, outside organizations, and at staff subcommittees as necessary; coordinate technical support activities with other departments, divisions and outside agencies. Learn to and plan, prioritize, assign, and review the work of support staff, participate in the recommendation of the appointment of personnel; provide or coordinate staff training; and work with employees to improve performance. Participate in the administration of asset management and customer service request training systems; monitor customer service and work order tracking systems to assure efficient and timely resolution of requests and routine maintenance tasks. Answer questions and provide information to the public, via telephone, e -mail, and written correspondence; investigate complaints and recommend corrective action as necessary to resolve complaint. Build and maintain positive working relationships with co- workers, other City employees and the public using principles of good customer service. Perform related duties as assigned. 4 Skills /Abilities: Research, analyze, and develop recommendations for the resolution, and /or improvement of technical and administrative issues within assigned department. Work with and maintain the confidentiality of information. Learn to perform professional analytical work in support of assigned department and programs. Identify, research, and respond to routine questions from other City departments, outside agencies and the public. Prepare and present more routing, less complex technical reports, requests for proposal, contracts and agreements. Learn to interpret, understand and apply City and department policies and procedures, local, state and federal regulations. Learn to analyze financial data, fiscal and actuarial reports. Participate in the conduct, preparation and presentation of special studies related to assigned operations. Supervise, train and evaluate assigned support staff. Utilize sound judgment to make decisions in the course of work. Operate a personal computer with a working knowledge of analytical spreadsheets, word processing, and related business software and equipment including intermediate or better skill level of Microsoft products. Apply innovation to problem solving and adapt to new and changing circumstances. Provide leadership when necessary to effect departmental goals. Apply principles of teamwork. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of the work including maintaining an environment of productive customer service. Physical Demands and Work Environment: While performing the duties of this job, the employee is frequently required to: sit, stand and walk short distances; use a computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear in person and on a telephone. The employee will occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision (for reading and working at a computer) and the ability to adjust focus. Employees typically work in an 5 office environment where the noise level is moderate. Qualifications Knowledge of: Principles and practices of organization and administration. Principles, practices and procedures of technical report writing and statistical and graphical presentation methods. Principles and procedures of financial record keeping and reporting. Principles of project and contract management. Principles and practices of business writing. Education and Experience Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be: Education: A Bachelor's degree from an accredited college or university in business administration, public administration, or a closely related field is required. Experience: One year of professional analytical experience, preferably in a municipal organization. Certificates /Licenses: Possession of a valid California driver's license. Established: Resolution #: Department: FLSA Status: Non - exempt C Management Analyst II Summary CITY OF PETALUMA CLASS SPECIFICATION Date: Job Class: 04 Perform administrative, financial, systems, statistical, personnel and other management analyses for an assigned department, division, or program; to perform progressively responsible professional assignments such as budget, contract administration, grant administration, legislative monitoring and regulatory compliance; and to serve as an advisor to the department's management team. Class Characteristics Direction is provided by an assigned manager or department director. Responsibilities may include the indirect and direct supervision of technical and administrative support personnel. This is the journey level class within the Management Analyst series and is distinguished from the I level by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit. Incumbents perform responsible professional assignments in support of an assigned department, division, or program. Essential Duties, Skills, and Demands of the Position The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Duties: Coordinate and facilitate the preparation, development, monitoring and administration of department or division operating, multi -year and /or capital improvement budgets; develop and update fiscal projections for various departmental operating funds. Research, evaluate, and prepare statistical, financial, demographic and operational data used in reports, studies, surveys and analyses; analyze and make recommendations in the development and administration of assigned program area; maintain and track key quality measures for assigned department. Research and analyze pending legislation and/or regulations and identify impact to department programs and activities. Serve as liaison between outside organizations and the City; provide professional guidance and interpretation of City policies and procedures. 7 Participate in the development and implementation of departmental strategic plans. Investigate, analyze, develop, prepare, coordinate and /or conduct special studies or projects and corresponding documentation and technical reports; make recommendations; prepare, edit and /or critically evaluate Council agenda reports prepared by department personnel. Revise and develop fees; negotiate and administer contracts and leases; ensure compliance with department procedures, City policies, and pertinent laws, regulations and ordinances. Assist in the development and analysis of departmental policies, procedures and systems; recommend goals and objectives. Prepare and submit regulatory reports. Receive, research, and respond to questions from outside agencies, other City departments and the general public. Prepare and present staff reports and presentations at various venues including commissions, councils, boards, and other governmental meetings and professional, industry, and community groups; draft City Council documents; serve on various committees and task forces. Research grant opportunities and prepare grant proposals; monitor and administer grants. Develop and administer contracts. Evaluate departmental, division, and /or program operations and activities; measure performance; recommend improvements and modifications; prepare associated reports on operations and activities. Represent departmental and City interests � on committees, outside organizations, and at staff subcommittees as necessary; coordinate technical support activities with other departments, divisions and outside agencies. Plan, prioritize, assign, and review the work of support staff, participate in the recommendation of the appointment of personnel; provide or coordinate staff training; and work with employees to improve performance. Oversee asset management and customer service request training systems; monitor customer service and work order tracking systems to assure efficient and timely resolution of requests and routine maintenance tasks. Answer questions and provide information to the public, via telephone, e -mail, and written correspondence; investigate complaints and recommend corrective action as necessary to resolve complaint. Build and maintain positive working relationships with co- workers, other City employees and the public using principles of good customer service. Perform related duties as assigned. Skills /Abilities: Research, analyze, resolve, and /or improve technical and administrative issues within assigned department. Work with and maintain the confidentiality of information. Independently perform professional analytical work in support of assigned department and programs. Identify, research, and respond to questions from other City departments, outside agencies and the public. Prepare and present technical reports, requests for proposal, contracts and agreements. Interpret, understand and apply City and department policies and procedures, local, state and federal regulations. Independently analyze situations and data and develop logical conclusions and sound recommendations. Analyze financial data, fiscal and actuarial reports. Conduct, prepare and present special studies related to assigned operations. Supervise, train and evaluate assigned staff. Utilize sound judgment to make decisions in the course of work. Operate a personal computer with a working knowledge of analytical spreadsheets, word processing, and related business software and equipment including intermediate or better skill level of Microsoft products. Apply innovation to problem solving and adapt to new and changing circumstances. Provide leadership when necessary to effect departmental goals. Apply principles of teamwork. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of the work including maintaining an environment of productive customer service. Physical Demands and Work Environment: While performing the duties of this job, the employee is frequently required to: sit, stand and walk short distances; use a computer keyboard and mouse, use hands to finger, handle, or feel; reach with 9 hands and arms; and talk or hear in person and on a telephone. The employee will occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision (for reading and working at a computer) and the ability to adjust focus. Employees typically work in an office environment where the noise level is moderate. Qualifications Knowledge of: Principles and practices of organization and administration. Principles and practices of municipal budget development, analysis and administration. Principles, practices and procedures of technical report writing and statistical and graphical presentation methods. Principles and procedures of financial record keeping and reporting. Principles and practices of grant development and administration. Programs, processes and structure of assigned department. Principles of continuous process improvement ad key quality measurement tracking. Pertinent local, State and Federal laws, ordinances and rules and legislative and regulatory processes. Principles of project and contract management. Principles and practices of supervision. Principles and practices of business writing. Education and Experience Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be: Education: A Bachelor's degree from an accredited college or university in business administration, public administration, or a closely related field is required. Experience: Two years of professional analytical experience similar to a Management Analyst I with the City of Petaluma. 10 Certificates /Licenses: Possession of a valid California driver's license. Established: Resolution #: Department: FLSA Status: Non - exempt 11 Senior Management Analyst Summary CITY OF PETALUMA CLASS SPECIFICATION Date: Job Class: 09 Perform administrative, financial, systems, statistical, personnel and other management analyses, of a complex nature, for an assigned department, division, or program; to perform responsible professional assignments such as budget, contract administration, grant administration, legislative monitoring and regulatory compliance; and to serve as advisor to the department's management team. Class Characteristics General direction is provided by an assigned manager or department director. Responsibilities may include the indirect and direct supervision of professional, technical and administrative support personnel. This is the advanced journey level class in the Management Analyst series. Positions at this level are distinguished from other classes within the series by the greater level of responsibility assumed, complexity of duties assigned, independence of action taken and by the nature, scope and impact of the public contact made. Employees perform the most difficult, complex and responsible types of duties assigned to classes within this series, which may include providing direct supervision over assigned personnel. Essential Duties, Shills, and Demands of the Position The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Duties: Plan, prioritize, and review the work of professional, technical and administrative support staff assigned to support daily operations of the department. Develop schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner. Plan, coordinate and /or conduct large and /or highly sensitive studies, analyses or projects and corresponding documentation and technical reports; make recommendations; prepare, edit and /or critically evaluate Council agenda reports prepared by department personnel. 12 Coordinate, facilitate, and oversee the preparation, development, monitoring and administration of department or division operating, multi -year and /or capital improvement budgets; develop and update fiscal projections for various departmental operating funds. Provide highly responsible analytical assistance in the research, evaluation, and preparation of complex statistical, financial, demographic and operational data used in reports, studies, surveys and analyses; analyze and make recommendations in the development and administration of assigned program area; maintain and track key quality measures for assigned department. Research and analyze pending legislation and /or regulations and identify impact to department programs and activities; develop recommendations for changes to City programs, policies, and procedures in response to legislation. Serve as liaison between outside organizations and the City; provide professional guidance and interpretation of City policies and procedures. Develop and implement departmental strategic plans. Participate in or direct the conduct of rate studies; revise and develop fees; negotiate and administer contracts and leases; ensure compliance with department procedures, City policies, and pertinent laws, regulations and ordinances. Develop, and analyze departmental policies, procedures and systems; recommend goals and objectives. Prepare and submit regulatory reports. Receive, research, and respond to the more complex and /or politically sensitive questions from outside agencies, other City departments and the general public. Prepare and present staff reports and presentations at various venues including commissions, councils, boards, and other governmental meetings and professional, industry, and community groups; draft City Council documents; serve on various committees and task forces. Research grant opportunities and prepare grant proposals; monitor and administer grants. Select and manage consultants and contractors; develop and administer contracts. Evaluate departmental, division and/or program operations and activities; measure performance; recommend improvements and modifications; prepare associated reports on operations and activities. Represent departmental and City interests on committees, outside organizations, and at staff subcommittees as necessary; coordinate technical support activities with other departments, divisions and outside agencies. Answer questions and provide information to the public, via telephone, e -mail, and written correspondence; investigate complaints and recommend corrective action as necessary to resolve complaint. 13 Build and maintain positive working relationships with co- workers, other City employees and the public using principles of good customer service. Perform related duties as assigned. Skills /Abilities: Perform difficult and complex analytical work, ensuring compliance with City policies and procedures, local, state and federal laws and regulations. Analyze systems, administrative and management practices and identify opportunities for improvement. Research, analyze, resolve, and /or improve complex technical and administrative issues within assigned department. Work with and maintain the confidentiality of information. Independently perform the more complex professional analytical work in support of assigned department and programs. Identify, research, and respond to complex and sensitive questions from other City departments, outside agencies and the public. Prepare and present technical reports, requests for proposal, contracts and agreements. Interpret, understand and apply City and department policies and procedures, local, state and federal regulations. Independently analyze situations and data and develop logical conclusions and sound recommendations. Analyze and present financial data, fiscal and actuarial reports. Conduct, prepare and present special studies related to assigned operations. Train and provide project direction. Supervise, train and evaluate assigned staff. Utilize sound judgment to make decisions in the course of work. Operate a personal computer with a working knowledge of analytical spreadsheets, word processing, and related business software and equipment including intermediate or better skill level of Microsoft products. Apply innovation to problem solving and adapt to new and changing circumstances. 14 Provide leadership when necessary to effect departmental goals. Apply principles of teamwork. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of the work including maintaining an environment of productive customer service. Physical Demands and Work Environment: While performing the duties of this job, the employee is frequently required to: sit, stand and walk short distances; use a computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear in person and on a telephone. The employee will occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision (for reading and working at a computer) and the ability to adjust focus. Employees typically work in an office environment where the noise level is moderate. Qualifications Knowledge of Principles and practices of organization and administration. Principles and practices of municipal budget development, analysis and administration. Principles, practices and procedures of technical report writing and statistical and graphical presentation methods. Principles and procedures of financial record keeping and reporting. Principles and practices of grant development and administration. Programs, processes and structure of assigned department. Principles of continuous process improvement ad key quality measurement tracking. Pertinent local, State and Federal laws, ordinances and rules and legislative and regulatory processes. Principles of project and contract management. Principles and practices of supervision. Principles and practices of business writing. Education and Experience Any combination equivalent to the education and experience likely to provide the required 15 knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be: Education: A Bachelor's degree from an accredited college or university in business administration, public administration, or a closely related field is required. A Master's degree is desirable. Experience: Two years of professional analytical experience similar to a Management Analyst II with the City of Petaluma. Certificates /Licenses: Possession of a valid California driver's license. Established: Resolution #: Department: FLSA Status: Exempt 16