HomeMy WebLinkAboutStaff Report 4.B 12/07/2015DATE:
TO:
FROM:
SUBJECT:
Agenda Item #4.B
December 7, 2015
Honorable Mayor and Members of the City Council through City Manager
Tire Williamsen, IT Manager
Resolution Modifying the Job Specification for IT Specialist I and Authorizing
the Position Allocation of One IT Specialist II
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Modifying the Job
Specification for IT Specialist I and Authorizing the Position Allocation of One IT Specialist II.
BACKGROUND
The IT Division is currently staffed with three IT Specialist II positions and one IT Specialist I
position, as well as a Programmer /Analyst, GIS manager, and IT Manager. The work of the
Division has evolved over time. As a result, the entry -level IT Specialist I position no longer
meets the needs of the City. The job specification for the IT Specialist I does not contain
language allowing alternate staffing and advancement to IT Specialist II without a recruitment
process. However, alternate staffing is generally appropriate for entry to journey level in a
classification series. Therefore, it is recommended that the job specification for IT Specialist I be
modified and the IT Specialist 11 be allocated.
DISCUSSION
The IT Specialist I, which is currently allocated and filled, performs entry -level work related to
information and telecommunication systems including installation, configuration, repair and
maintenance. The primary responsibilities are single -user computers, printers, workstations, and Help
Desk support. The IT Specialist II provides consultation to departments to identify information
management needs, researches and recommends standards and procedures for applying computer
technology, and installs, configures, and troubleshoots networked applications and systems.
The results of an internal review found there is a strong need for the advanced skill requirements
of an additional IT Specialist II position. The portfolio of the IT service catalog has expanded in
the past several years and is now comprised of many more advanced systems such as the Eden
finance system, the Laserfiche document management system, and the sophisticated unified
messaging and telephone system. These advanced systems require higher - level, ill -house
support, which is work that is typically performed by an IT Specialist II.
Conversely, the entry -level work ordinarily performed by an IT Specialist I has declined over the
past several years, with hardware needing less and less repair. Some computer workstation work
is easily done by computer users. As well, the IT Division has decreased the amount of work in
supporting and maintaining printers and has automated software installation.
In reviewing the IT Specialist job series, it was discovered that IT Specialist I is not currently
alternately staffed and therefore advancement to IT Specialist II requires recruitment. However,
alternate staffing is appropriate for advancement from the entry level IT Specialist I to the
journey level IT Specialist II. The IT Specialist I job specification has been revised to include
alternate staffing and is provided as Attachment 2.
The American Federation of State, County and Municipal Employees, Local 1415 (AFSCME),
which represents Unit 1, has reviewed the revised job description and supports the revision
allowing alternate staffing from IT Specialist I to IT Specialist II.
FINANCIAL IMPACTS
The estimated cost of the IT Specialist I position for 2015/16, including salaries and benefits, is
approximately $124,100. The estimated annualized cost of the recommended IT Specialist II
position, including salaries and benefits, calculated at step two, is approximately $128,000. Due
to savings realized in the current fiscal year in telecommunications (fiber network
reconfiguration, reduction of analog /copper phone lines, reallocation of the phone system
interface) and maintenance costs (printers, firewall, anti -spam service), there is no recommended
increase in the IT budget.
ATTACHMENTS
1. Resolution
2. IT Specialist I Job Specification
J_
ATTACHMENT I
RESOLUTION MODIFYING THE JOB SPECIFICATION FOR IT SPECIALIST I AND
AUTHORIZING THE POSITION ALLOCATION OF ONE IT SPECIALIST II
WHEREAS, the portfolio of the IT service catalog has expanded in the past several
years and is now comprised of many more advanced systems; and
WHEREAS, these advanced systems require higher- level, in -house support, work
typically performed by an IT Specialist II; and
WHEREAS, the City Manager /Personnel Officer has determined that an IT Specialist I
is not a current organizational requirement; and
WHEREAS, alternate staffing is appropriate for entry to journey level in the IT
Specialist classification series; and
WHEREAS, the City Manager /Personnel Officer has determined that operational needs
of the City support the addition of one IT Specialist II.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
1. Authorizes modification of the IT Specialist I Job Specification; and
2. Authorizes the position allocation of one IT Specialist II effective with the adoption
of this Resolution.
Information TechnoloLyv SDecialist I
CITY OF PETALUMA
CLASS SPECIFICATION
Date: 06/19/06
Job Class: 011NS1
Summary
Provide a variety of routine to difficult tasks related to information and telecommunication
systems including installation, configuration, repair and maintenance. The primary
responsibilities are single -user computers, printers, workstations, and Help Desk support.
Class Characteristics
General supervision is provided by the hlformation Technology Manager; responsibilities may
include the indirect supervision of support staff.
This is the entry -level class in the Information Specialist series. An incumbent hired as an
Information Specialist I works under close supervision and learns practices and procedures. As
experience is gained, there is greater independence of actions within established guidelines. This
class is distinguished from the Information Specialist II by level of independent actions.
This class is alternately staffed with Information Technology Specialist 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:
Log and respond to Help -desk requests for information and technical assistance from a variety of
sources including other City departments and outside agencies. Assist users in resolving
operational problems such as hardware and software malfunctions. Assist in implementation of
information systems.
Read hardware and software documentation for the purpose of carrying out core assignments and
assisting users with identifying or solving problems; as assigned, prepare drafts of procedural
and other documentation and input for review and comment.
Inventories computer equipment and maintains computerized inventory system; orders and
maintains computer supplies.
Install computer work stations, printers and peripherals, maintains records and logs.
hlstall, configure, and troubleshoot general application software products.
As assigned, maintains liaison with relevant users or user groups and assists with determining
user needs.
Test desktop computer configurations for incorporation into standards.
Perform regular maintenance functions to assure maximum performance and reliability; perform
software reloads and upgrades for desktop computer systems.
Schedule vendor maintenance and repair activities.
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j�l
Information Technology Specialist I
Assist in instructing City staff in the use of standard business and administrative software,
including word processing, spreadsheets and data base management; provides instruction as
necessary.
Perform related duties as assigned.
Skills /Abilities:
Install, configure, troubleshoot and operate various computer equipment, peripherals and
standard office equipment, including but not limited to desktop computers, hubs, switches,
audio /visual equipment, telephone equipment and accessories, wireless access client devices.
Develop and implement procedures for effective installation and maintenance of data processing
applications and computer equipment.
Assist users in determining computerized information system needs.
Organize, prioritize, and coordinate workload activities.
Identify and analyze computer and network administration problems, and take appropriate
corrective action within established guidelines.
Assist in establishing standards for personal computer system resources; analyze and evaluate
software and hardware products and upgrades.
Install, monitor, modify, and maintain system hardware and software; assist in preparing
complex computer programs for business applications.
Maintain accurate logs and records.
Communicate effectively both verbally and in writing.
Establish and maintain effective working relationships with those contacted in the course of the
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to sit at a desk for
long periods of time; intermittently stand, bend, squat, climb, Imeel, and twist while working on
computer equipment, peripherals, and other ancillary equipment; climb ladders; climb under
desks; intermittently twist to reach equipment surrounding desk; perform simple grasping and
fine manipulation; use various hand tools and testing equipment in repair, adjustment, or
problem identification of computers and related equipment; use telephone; write or use a
keyboard to communicate through written means; and lift or carry weight of 50 pounds or less.
The employee frequently (daily) works with use of vehicle. Requires the ability to work in an
office environment where the noise level is usually moderate.
Qualifications
Knowledge of:
Principles and operations of management information systems and peripheral equipment
(computers, networks, phones, internet, software and hardware applications, cabling printers,
routers, data lines and modems, etc.).
Operation of computer equipment, networked systems, related peripherals and software
applicable operating environments, commands, operating systems, structures, backup and restore
procedures, requirements, and procedures for set up.
Office management practices and procedures, including filing and the operation of standard
office equipment including networked copiers and audio /video systems.
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Information Technology Specialist
Windows -based computer workstations and Windows XP use, configuration, installation, and
maintenance.
Microsoft Active Directory protocols, maintenance practices and procedures, to include
installation and maintenance practices and procedures.
Microsoft Office product suite and the use of applications to assist users and provide advanced
troubleshooting.
Education and Experience
Any combination equivalent to the education and experience likely to provide the required
knowledge and abilities 1i,ould be qualifying. A typical way to gain such knoij,ledge and abilities
would be:
Education:
Equivalent to graduation from high school and two years of completed college level coursework
in computer science or a closely related field.
Experience:
One year of progressively responsible experience in an environment involving computer
operation, including support for personal computers, networking, and server maintenance.
Certificates /Licenses:
Possession of a valid California Class C driver's license.
Manufacturer's certification in Cisco networking, Microsoft enterprise products (server, MS
Office) is highly desirable.
Established: 06/19/06
Resolution #: 2006 -112 N.C.S.
Department: Administrative Services
FLSA Status: Non - exempt
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