HomeMy WebLinkAboutResolution 2023-125 N.C.S. 08/07/2023
Resolution No. 2023-125 N.C.S. Page 1
Resolution No. 2023-125 N.C.S.
of the City of Petaluma, California
AMENDING THE CLASSIFICATION AND COMPENSATION PLAN BY 1) REVISING THE
CLASSIFICATION SPECIFICATIONS FOR MANAGEMENT ANALYST I AND
MANAGEMENT ANALYST II AND COMBINING THEM INTO ONE SINGLE
CLASSIFICATION SPECIFICATION OF MANAGEMENT ANALYST I/II AND 2) REVISING
THE CLASSIFICATION SPECIFICATION FOR SENIOR MANAGEMENT ANALYST
WHEREAS, Petaluma Municipal Code Section 3.04.020.D authorizes the City Manager as the City’s Personnel Officer to prepare or cause to be prepared a position classification plan, including class specifications and revisions of the plan; and
WHEREAS, the City wishes to keep its Classification and Compensation Plan current, and in accordance
with Petaluma Municipal Code Section 3.04.020, amendments or revisions to the Classification and Compensation Plan are effective upon approval by the City Council; and WHEREAS, the City Manager, acting as the Personnel Officer, has determined the results of the proposed
changes (as attached in Exhibits A and B) align with the duties and responsibilities of existing workloads and
City needs; and WHEREAS, the proposed changes aim to introduce flexible staffing for the Management Analyst I/II positions and streamline experience and education requirements for these classifications as well as for Senior
Management Analyst; and
WHEREAS, the proposed changes are designed to enhance the City's recruitment strategy, by facilitating more effective and streamlined recruiting processes, and attract a diverse pool of applicants; and
WHEREAS, the proposed actions are exempt from the requirements of the California Environmental Quality
Act (CEQA) in accordance with CEQA Guidelines Section 15378(b)(4), in that, approving this action does not meet CEQA's definition of a “project,” because the action does not have the potential for resulting either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and because this is a personnel-related action that constitutes organizational or administrative activities of
governments that will not result in direct or indirect physical changes in the environment.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Petaluma as follows:
1. Declares the above recitals to be true and correct and are incorporated into this resolution as findings of the
City Council. 2. The proposed actions are exempt from the requirements of the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15378(b)(4), in that, approving this action does not meet
CEQA's definition of a “project,” because the action does not have the potential for resulting either a direct
physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and because this is a personnel-related action that constitutes organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
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Resolution No. 2023-125 N.C.S. Page 2
3. Approves the amendment to the Classification and Compensation Plan as written in this Resolution, including
an amendment in the Competitive Service of the Personnel System as attached and incorporated as Exhibits A and B. 4. Revises the Classification Specifications for Management Analyst I and Management Analyst II and
Combines them into One Single Classification Specification of Management Analyst I/II.
5. Revises the Classification Specification for Senior Management Analyst.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the
Council of the City of Petaluma at a Regular meeting on the 7th day of August
2023, by the following vote:
Approved as to
form:
__________________________
City Attorney
AYES: McDonnell, Barnacle, Cader Thompson, Healy, Nau, Pocekay, Shribbs
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST: ______________________________________________
City Clerk
______________________________________________
Mayor
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Resolution No. 2023-125 N.C.S. Page 3
EXHIBIT A MANAGEMENT ANALYST I/II
EXHIBIT B SENIOR MANAGEMENT ANALYST
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CITY OF PETALUMA
CLASS SPECIFICATION
Date: Job Class: 04MAN1/2 Management Analyst I/II
Summary The Management Analyst I/II is a professional series of classifications primarily responsible for providing administrative, budgetary, and operational support to various city departments. This position requires the incumbent to analyze programmatic practices and procedures, recommend improvements, conduct needs assessments, feasibility studies and evaluations for assigned projects and programs. As a flexibly-staffed position, the Management Analyst I serves as an entry-level classification in the series, focusing on gaining experience and working under direct supervision. The Management Analyst II is the more experienced level in the I/II series, responsible for more complex tasks with greater autonomy and may work under indirect supervision. Both positions may develop specialized areas such as budget/finance, information technology systems, community development, human resources and executive management support.
Class Characteristics Direction is provided by an assigned manager or department director for both the I and II levels. As a flexibly-staffed classification series, progression from Level I to Level II is dependent upon a number of factors, including but not limited to, the following: • Development of work in increasingly complex issues and assignments; • Satisfactory work performance; • Incumbents meeting the minimum qualifications for Level II; • Confirmation by the assigned manager that duties being performed reflect the full spectrum of duties as described below.
Level I - Management Analyst I: This entry-level position within the Management Analyst series is characterized by the performance of more routine tasks and duties while working under the direction of an assigned manager or department director. Employees at this level are not expected to perform with the same independence and judgment as those in the Level II classification. Incumbents may have limited related work experience and work under direct supervision while learning job tasks. Incumbents perform routine professional assignments in support of an assigned department, division, or program. Level II - Management Analyst II: This is the journey level in this classification series. The Management Analyst II is distinguished from Management Analyst I by the assignment of the full range of duties which may involve the direct or indirect supervision of technical and administrative support staff. Incumbents in this level can work with indirect supervision and receive occasional instruction or assistance only when new, unusual, or unique situations arise, and they are fully aware of the operating procedures and policies within their work unit. Incumbents perform responsible professional assignments in support of an assigned department, division, or program. Direction is provided by an assigned manager or a department director. 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.
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Management Analyst I/II
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Duties: Assigned duties apply to both the Management Analyst I and II levels depending upon the experience of the incumbent and level of competency with the exception of the direct of indirect supervision of technical and/or administrative support staff which is delegated to the Management Analyst II level. Assist in or coordinate 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 the assigned department. Track and research pending legislation and/or regulations; identify impact on department programs and activities. 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 or conduct special studies or projects and corresponding documentation and technical reports; draft, edit, and/or evaluate Council agenda reports prepared by department personnel. Assist with or manage the revision and development of fees, contracts, leases, and compliance with City and department procedures, policies, and pertinent laws, regulations, and ordinances. Assist in or develop and analyze departmental policies, procedures, and systems; recommend goals and objectives. Prepare or submit 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 or oversee 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.
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Management Analyst I/II
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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 the 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: The following represent desirable skills and abilities for the Management Analyst I and are not required. These are the required skills and abilities for Management Analyst II. Research, analyze, and develop recommendations for the resolution and/or improvement of technical and administrative issues within the assigned department. Work with and maintain the confidentiality of information. 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 technical reports, requests for proposals, contracts, and agreements. Interpret, understand, and apply federal, state, local, and department policies, procedures, and regulations. 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. Apply innovation to problem-solving and adapt to new and changing circumstances. Provide leadership when necessary to realize departmental goals. Apply principles of teamwork. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. 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
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(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 The following represent desirable qualifications for Management Analyst I and are not required. 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. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. In addition to the above, the following knowledge is required for Management Analyst II: • Principles and practices of municipal budget development, analysis, and administration. • Principles and practices of grant development and administration. • Programs, processes, and structure of assigned department. • Principles of continuous process improvement and key quality measurement tracking. • Pertinent federal, state, and local laws, ordinances, rules and legislative and regulatory processes. • Principles and practices of supervision.
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: Management Analyst I/II Education: A Bachelor’s degree from an accredited college or university, majoring in Public or Business Administration, Political Science, Finance, or in a closely related field is required. Graduate course work or a Master’s degree in Public Administration, Business Administration, or a closely related field is desirable. Management Analyst I Experience: Some experience working for a public sector or non-profit agency that would familiarize the individual with administrative operation, i.e., as an administrative intern or college field work/class study program is desirable. No professional experience is required.
Management Analyst II Experience: A minimum of two (2) years of full-time professional experience in public or business administration is required. Public sector experience is preferred.
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Management Analyst I/II
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Certifications/Licenses: Possession of a valid California driver’s license.
Established: 09/14/2015 Resolution #: 2015-132-N.C.S.; 2021-123 N.C.S., __________
Revised: ______ Department: City-wide FLSA Status: Non-exempt
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CITY OF PETALUMA
CLASS SPECIFICATION
Date:
Job Class: 09MASR
Senior Management Analyst
Summary Perform a wide variety of complex and diverse advanced level administrative, financial, systems, statistical, human resources and other management analyses for an assigned department, division, or program; perform responsible professional assignments such as budget, contract administration, grant administration, legislative monitoring and regulatory compliance; and 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 incumbents in the classification of Management
Analyst I/II or other 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. Incumbents 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, 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:
Plan, prioritize, and review the work of professional, technical and administrative support staff
assigned to support daily operations of the department. May also either directly or indirectly
supervise technical and/or administrative support staff and incumbents in the classification of
Management Analyst I/II.
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.
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.
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Senior Management Analyst
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
complaints.
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.
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Senior Management Analyst
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 proposals, 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.
Provide leadership when necessary to affect 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.
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Senior Management Analyst
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 and 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, majoring in Public or Business
Administration, Political Science, Finance, or in a closely related field is required. Graduate
course work or a Master’s degree in Public Administration, Business Administration, or closely
related field is desirable.
Experience:
Four years of full-time progressive professional experience in public or business administration; preferably administrative experience involving the analysis of comprehensive administrative concerns, development of policies and procedures and managing an administrative activity including budget preparation responsibilities. Public sector experience is preferred.
Certifications/Licenses:Possession of a valid California Class C driver’s license.
Established: 09/14/15
Resolution #: 2015-132-N.C.S; 2021-123 N.C.S.
Revised: 08/02/21; ________
Department: City-wide
FLSA Status: Exempt
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