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HomeMy WebLinkAboutStaff Report 4.B 10/16/2017Agenda Item #4.B a 11 DATE: October 16, 2017 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Amy Reeve, Director of Human Resources SUBJECT: Resolution Amending the Classification and Compensation Plan by Revising the Classification Specification and Pay Range of Human Resources Assistant I /II and Authorizing the Position Allocation of Human Resources Assistant I /II RECOMMENDATION It is recommended that the City Council adopt the attached Resolution Amending the Classification and Compensation Plan by Revising the Classification Specification and Pay Range of Human Resources Assistant I /II and Authorizing the Position Allocation of Human Resources Assistant I /II. BACKGROUND The Risk Management function was historically a City- staffed division of the City Manager's Office. After the retirement of the principal incumbent in 2010, Risk Management services were provided under contract with Insurance Consulting Associates (ICA) and managed by the City Manager's Office. Once ICA disbanded and ceased providing services, limited Risk Management services were provided under agreement with the County of Sonoma. Ultimately, the City determined that a Risk and Safety Officer should be hired to manage the Risk Management functions of the City, that individual was hired in November of 2016. As duties have evolved and reporting requirements have become more stringent, it is necessary to support the Risk and Safety Officer with an employee who can provide clerical support. DISCUSSION Staff has evaluated whether the current model of outsourcing Risk Management services continues to serve the City's needs. Costs, work volume and organizational structure were taken into consideration. Staff identified two risk- related areas that were often folded into the Risk Management function: Occupational Health and Safety and Workers' Compensation. Both the Occupational Health and Safety and Workers' Compensation program administration is currently performed by City staff in the Human Resources Department; however, it is closely aligned with the Risk Management function. The benefit of integrating Risk Management, Safety and Workers' Compensation program management is that it provides a unified structure, which supports a global view on Risk Management and risk avoidance under the umbrella of Human Resources. In order to provide the most effective structure for administering Risk Management and advising and coordinating with other City departments, staff has determined that a Human Resources Assistant should be hired to provide assistance with contract management, data entry and safety program tasks. The proposed Human Resources Assistant I /II has been assigned to Bargaining Unit 1 Confidential, represented by the American Federation of State, County and Municipal Employees — 675 ( AFSCME). AFSCME has reviewed the revised Classification Specification and salary recommendation and supports the recommendation. The recommended annual salary range for the Human Resources Assistant I is $48,526.40 to $58,968 and the Human Resources Assistant II is $55,785.60 to $67,828.80. This salary was established based upon City of Petaluma's Salary Schedule for Fiscal Year 2017/2018. It is recommended that the City Council adopt the attached Resolution amending the Classification and Compensation Plan by revising the classification and pay range of Human Resources Assistant I /II and authorizing the position allocation of Human Resources Assistant I /II. FINANCIAL IMPACTS The estimated cost at Step 3 for the Human Resources Assistant I/II for the remainder of Fiscal Year 2017/2018 is approximately $56,429.00 - $61,145.00, which will be absorbed in the current Risk Management budget. ATTACHMENTS 1. Resolution 2. Exhibit A to Resolution: Class Specification for Human Resources Assistant I /II 3. Exhibit B to Resolution: Salary for Human Resources Assistant I /II W ATTACHMENT 1 RESOLUTION NO.2017 -XXX N.C.S. OF THE CITY OF PETALUMA, CALIFORNIA RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN BY REVISING THE CLASSIFICATION SPECIFICATION AND PAY RANGE OF HUMAN RESOURCES ASSISTANT I/II AND AUTHORIZING THE POSITION ALLOCATION OF HUMAN RESOURCES ASSISTANT UII WHEREAS, the City wishes to keep current its Classification and Compensation Plan; and WHEREAS, amendments and /or revisions to the Classification and Compensation Plan are effective upon approval by the City Council; and WHEREAS, the City Manager/Human Resources Director has determined that certain duties and responsibilities are appropriately allocated to the classification of Human Resources Assistant I/II, attached hereto and marked as Exhibit A, and compensated at the rates attached hereto and marked as Exhibit B. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma: Approves the amendment to the Classification and Compensation Plan as written in this Resolution, including the amendment in the Competitive Service of the Personnel System; and 2. Takes this action pursuant to Personnel Code 3.04.020 and Personnel Rules and Regulations (Rule IV — Classification and Rule V — Compensation) and that the notice of this action has been properly posted; and 3. Authorizes the position allocation of Human Resources Assistant I /II. 3 EXHIBIT A Summary Perform a variety of routine to complex human resources and risk management office support duties in recruitment, examination and selection, classification and compensation, employer compliance, employment data and records, benefits administration, investigation and claims management. Class Characteristics General supervision is provided by the Human Resources Director and the Risk and Safety Officer; responsibilities may include the indirect supervision of support staff. This classification of Human Resources Assistant I /II may be filled at the I or II level. Human Resources Assistant I The entry -level class of this series that initially under close supervision, incumbents learn office and City human resources and risk management practices and procedures. The Human Resources Assistant I is expected to advance to the higher level after gaining experience, demonstrating proficiency, and initiating and performing work independently. Human Resources Assistant II The journey -level class of this series, fully competent and able to perform variety of complex human resources and risk management office support duties independently. 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: Process employment transactions including the Personnel Action Form, enter data into the human resources database, and prepare documents for the bi- weekly payroll. Process claims and assist with investigations and the resolution of claims. Provide assistance to City employees, supervisors, and managers, in a variety of areas related to human resources and risk administration. Originate, compose, and prepare letters, action forms, and other correspondence. Type job announcements, place job advertisements, and schedule the examination process; screen entry -level applications for selected recruitments, organize and coordinate the selection process for candidates, notify applicants as to the status and the timing of the selection process. Conduct a variety of research and surveys in support of human resources and risk management programs. Processes check requests and other reimbursements and payments. Page 1 of 3 4 Human Resources Assistant 1 /11 Gather and research data on the department's budget. Track and notify managers of employee step increases and ensures employee step increases and other required employment transactions are accomplished within established guidelines. Coordinate and oversee the human resources and risk management records management program. Monitor and record the City's employee performance appraisal records. Assist and prepare data for the negotiation process. Arrange for temporary employees. Respond to questions and requests for assistance and information from employees, supervisors, managers, and the general public. Provide orientation for new employees. Perform related duties as assigned. Skills /Abilities: Accurately process employee records, claims and employment transactions. Organize work, set priorities, meet deadlines, and follow up on assignments. Organize and maintain files, records, reports, and data. Understand and explain human resources policies and procedures. Initiate work activity and use independent judgment. Work well under pressure with competing demands. Continuously improve upon work procedures, practices, and methods. Proof documents for accuracy and completeness. Type accurately at a rate that will result in a timely work product. Enter, update, and maintain the human resources and risk management database system and generate reports from the system. Enter and update the City's payroll software system. Learn, use, and apply new software applications to work activities. Problem -solve minor computer problems and/or state problems clearly to Information Technology. Use employee identification software to create identification cards for employees. Communicate effectively both verbally and in writing. - Establish and maintain effective working relationships with those contacted in the course of the work. Page 2 of 3 Human Resources Assistant 1 /11 Physical Demands and Work Environment: While performing the duties of this job, the employee is regularly required to sit, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and aims, talk or hear, stand, walk, and stoop, or crouch. Occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to work in an office environment where the noise level is usually moderate. Qualifications Knowledge of- Basic principles and practices of public administration. Principles, practices, and procedures of human resources and risk management. Microsoft Office software knowledge at the intermediate level. Experience with methods and techniques of investigation and the settlement of personal injury property damage and subrogation claims is highly desirable. Knowledge of California tort law and the development and management of employee safety programs is highly desirable. 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 in public or business administration, human resources, or a related field. Human Resources Assistant I Experience: One year of progressively responsible experience performing assistant or support duties. Human Resources Assistant II Experience: One year of progressively responsible experience performing a variety of assistant or support duties in human resources in the public sector. Certificates /Licenses : Possession of a valid California Class C driver's license. Must be willing to administer examinations outside normal working hours. Revised: 10/16/17 — Resolution #: 2017 -XX-X N.C.S. Reformatted: 07/13/2017 Established: 01/24/05- Resolution #: 2005 -014 N.C.S. Department: Administrative e S eesHuman Resources /Risk Management FLSA Status: Non- Exempt Page 3 of 3 -� Human Resources Assistant I Human Resources Assistant II Step 1 Step 2 Step 3 Step 4 Step 5 Yearly 48,526.40 50,918.40 53,497.60 56,160.00 58,968.00 Monthly 4,043.87 4,243.20 4,458.13 4,680.00 4,914.00 Hourly 23.33 24.48 25.72 27.00 28.35 Human Resources Assistant II Page 1 of 1 Step 1 Step 2 Step 3 Step 4 Step 5 Yearly 55,785.60 58,593.60 61,526.40 64,584.00 67,828.80 Monthly 4,648.80 4,882.80 5,127.20 5,382.00 5,652.40 Hourly 26.82 28.17 29.58 31.05 32.61 Page 1 of 1