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HomeMy WebLinkAboutStaff Report 3.D 03/21/2016DATE: March 21, 2016 Agenda Item #3.D TO: Honorable Mayor and Members of the City Council through City Manager FROM: Scott Brodhun, Assistant City Manager SUBJECT: Resolution Authorizing the Position Allocation of Two Secretary Positions in Recreation and Eliminating the Allocation of One Office Assistant II Position, and One Administrative Technician Position RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Authorizing the Position Allocation of Two Secretary Positions in Recreation and Eliminating the Allocation of One Office Assistant II Position, and One Administrative Technician Position. BACKGROUND In 2008, the full-time funded staffing allocation in the Recreation Division of the Parks and Recreation Department included eight positions. As a result of reorganization and significant reductions in staffing across the City, the full-time funded staffing allocation for the same division in 2009 was five positions. Additional reorganization, following the retirement of a Recreation Supervisor in 2013, resulted in a current full-time allocation of six positions. The position allocation comparison is as follows; 2008(Recreation Only) 2009 2013 to Current Proposed 1 Park & Rec. Director 2 Recreation Supervisor 2 Recreation Supervisor 1 Recreation Supervisor 1 Recreation Supervisor 2 Recreation Coordinator 1 Recreation Coordinator 3 Recreation Coordinator 3 Recreation Coordinator 2 Office Assistant 11 1 Office Assistant II 1 Office Assistant 11 1 Secretary 1 Administrative Assistant 1 Administrative Tech. 1 Administrative Tech. 1 Secretary The currently funded Administrative Technician position is vacant, and in order to provide the highest level of service as efficiently as possible, it is proposed that the Administrative Technician position be eliminated, and that it be reallocated with the OA II position as two Secretary positions. DISCUSSION In 2008 a vacant Administrative Assistant position and a Recreation Coordinator position were combined into an Administrative Technician position. The Administrative Technician assumed responsibility for a variety of technical duties and provided administrative support to programs and projects. Duties performed included administration of the web -based registration system Activenet; the preparation and distribution of the recreation activity guide 3 to 4 times annually; administration of several elements necessary in operation of the Petaluma Community Center; development and administration of the Contract Class program; high level support to youth programs; establishing fee and deposit payment procedures for camp programs; preparing, coordinating and conducting all forms of recreation registration; assignment and collection of fees; coordination and support for development of the department budget and fee schedule; budget control for various cost centers; and, staff support to the Recreation, Music and Parks Commission and Youth Commission. Many duties that were performed by the Administrative Technician have been redistributed to the Recreation Coordinators. The Secretary classification supports all duties expected of employee's assigned front counter duties at the Petaluma Community Center. Such duties include registration of users into recreation programs; reservation of park and building space for community users; development of class and program rosters; administrative support to the Recreation Supervisor and Recreation Coordinators; and, most importantly, support to the Recreation Music and Parks Commission, Youth Commission, Sr. Advisory Committee and various other recreation oriented work groups and sub -committees. The Administrative Technician position previously provided all of the Committee and Commission support, as the Office Assistant II classification does not include such meeting support. Changing the current allocation to 2 secretaries allows the work load that involves committee and commission support to be distributed between 2 employees. The City necessarily conducted significant reduction in the General Fund work force beginning in 2008 and there have been limited increases in staff since that time. However, as position vacancies are presented, it is important that department operations are fully examined in order that effectiveness and efficiency can be maximized. Allocating 2 secretary positions, and eliminating an Office Assistant II position and Administrative Technician position are recommended because the assignments best meet the needs of the division and its users. FINANCIAL IMPACTS The current salary for Administrative Technician at top step is $34.75 per hour, and $72,280 annually. The current salary for Office Assistant II at top step is $25.54 per hour, and $53,123 annually. The combined hourly rate of the current allocation is $60.29, and the combined annual salary is $125,403. The top step salary for the Secretary position is $28.47 per hour, and $59,217 annually. The combined hourly salary at top step would be $56.94, and the combined annual salary $118,434. Salary savings as a result of the proposed allocation is a combined $3.35 per hour, and $6,969 annually. There is no budget adjustment necessary as a result of this action. ATTACHMENTS 1. Resolution RESOLUTION AUTHORIZING THE POSITION ALLOCATION OF TWO SECRETARY POSITIONS IN RECREATION AND ELIMINATING ONE OFFICE ASSISTANT II POSITION AND ONE ADMINISTRATIVE TECHNICIAN POSITION WHEREAS, there is currently a position vacancy in Recreation Services; and, WHEREAS, the City continuously examines its staffing needs and analyzes vacancies as they exist to assure efficient delivery of services; and, WHEREAS, periodic revisions to allocated staffing models are a necessary component in maintaining adequate levels of service; and, WHEREAS, the City Council approves all budgeted staffing allocations; and, WHEREAS, to maintain and enhance operations, the department recommends eliminating the current allocation of one, Administrative Technician position, and one, Office Assistant II position and replacing those with two, Secretary position allocations. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma: 1. Authorizes the funded allocation of two, Secretary positions in the Recreation Services Department; and 2. Approves the elimination of the currently funded allocation of one, Administrative Technician position, and one, Office Assistant II position.