HomeMy WebLinkAboutResolution 2005-014 N.C.S. 01/24/2005 Ides®lution No.2oo5-014 N.C. S.
of the City of Petaluma, California
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN
BY ESTABLISHING THE CLASSIFICATIONS, PAY RANGES AND UNIT
ASSIGNMENTS OF HUMAN RESOURCES ASSISTANT I/II,
HUMAN RESOURCE'S SPECIALIST, AND HUMAN RESOURCES MANAGER AND
ABOLISHING TIKE CLASSIFICATIONS OF BENEFITS ADMINISTRATIVE
ASSISTANT, IIUMAN RESOURCES ANALYST, PERSONNEL TECHNICIAN,
HUMAN RESOURCES DIRECTOR AND DIRECTOR OF PERSONNEL
WHEREAS; the City wishes to keep current its Classification and Compensation Plan;
and amendments and or revisions to the Classification and Compensation Plan are effective upon
approval by the City Council; and,
WHEREAS, the City Manager/ Personnel Officer has determined that certain duties and
responsibilities are more appropriately allocated to the classifications of Human Resources
Assistant UII, Human Resources Specialist, and Human Resources Manager (as attached hereto
and marked Attachment A); and,
WHEREAS, the pay ranges and unit assignments for the classifications as listed below,
are hereby recommended, effective the pay period following the adoption of this Resolution;
and,
C'lassifirtion 'Title Pa ~ I2anae.Per P'Ic~nth Unit Assi nment
Human Resources $2,858.26-$3,001.09-$3,149.27-$3,308.16-$3,472.41 Unit #1 -Confidential
Assistant I
Human Resources $3,408.14-$3,579.52-$3,759,84-$3,947.30-$4,143.68 Unit #1 -Confidential
Assistant II
Human Resources $3,959.79-$4,157.96-$4,365.06-$4,582.86-$4,813.17 Unit #1 -Confidential
Specialist
Human Resources Manager $7,468.79-$7,841.45-$8,233..18-$8,645.70-$9,075.56 .Unit #9 -
Mid-Management
WHEREAS, the City Manager/Personnel Officer has determined that the classifications
of Benefits Administrative Assistant, Human Resources Analyst, Personnel Technician, Human
Resolution No. 2005-014 N.C.S.
Resources Director, and Director of Personnel, are no longer appropriate and recommends the
classifications be abolished.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve
the amendments to the Classification and Compensation Plan as written in this Resolution
including the amendment in the Competitive Service of the Personnel System.
BE IT FURTIIER RESOLVED that this action is taken pursuant to Personnel Code
3.04.020 and Personnel Rules and Regulations (Rule N- Classification and Rule V -
Compensation) and, that the notice of this action has been properly posted.
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 A roved as to
Council of the City of Petaluma at a (Regular) (Adjourned) (Special) meeting
on the ........2.4~:........... day of .......~ariuary 20.05., by the
following vote:
City Attorney
AYES: Canevaro, Mayor Glass, Vice Mayor Harris, Healy, Nau, O'Brien, Torliatt
NOES: None
ABSENT: None
ATTEST:
City Clerk Mayor
Council File
Res. Nu.......2.005,0.1.4.........N.C.S.
ATTACI~IVIENT A
Last Revision Date: N/A
City of Petaluma, California
Established: 01/24/05
Classification Description
Resolution Number:
Classification Title: Human Resources Assistant I/II Approved by: Administrative
Department: Administrative Services/HR Division Services
FLSA Status: Non-exempt
Authority: City Council
SUMMARY
Performs a variety of routine to complex human resources office support duties in recruitment,
examination and selection, classification and compensation, employer compliance, employment
data and records, and benefits administration.
CLASS CHARACTERISTICS
The Human Resources Manager provides supervision; the Human Resources Specialists may
provide indirect supervision of work activities. This classification of Human Resources Assistant
UII maybe filled at the I or II level.
Human Resources Assistant I
This is the entry-level class of the Human Resources Assistant UII positions. An incumbent hired
as a Human Resources Assistant I works under close supervision and learns office and City
human resources practices and procedures. The Human Resources I is expected to advance to the
higher level after gaining experience, demonstrating proficiency, and initiating and performing
work independently.
Human Resources Assistant II
This is the journey-level position of the Human Resources UII positions. The Human Resources
II is fully competent and able to perform variety of complex human resources office support
duties independently.
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.
Resolution No. 2005-014 N.C.S. Page 3
Duties:
Process employment transactions including the Personnel Action Form, enter data into the
Human Resources database, and prepare documents for the bi-weeklypayroll.
Provide assistance to City employees, supervisors, and managers, in a variety of areas related to
human resources 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 their status and the timing of the selection process.
Conduct a variety of research and surveys in .support of human resources programs.
Process check requests and other reimbursements. and payments.
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 records management program.
Monitor and record the City's employee performance appraisals 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.
Skills/Abilities:
Accurately process employee records and employment transactions.
Maintain the human resources database.
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.
Resolution No. 2005-014 N.C.S. Page 4
Work well under pressure and 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 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 Services.
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.
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 arms;
talk or hear; and taste or smell; 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. The
employee will work in an office environment where the noise level is usually moderate.
QUALIFICATIONS
Knowled>;e o£
Basic principles and practices of public administration.
Principles, practices, and procedures of human resources.
Microsoft Windows, Outlook, Word, Excel, Internet Explorer at the Intermediate level.
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 of gaining such knowledge and
abilities would be:
Resolution No. 2005-014 N.C.S. Page 5
Education:
A Bachelor's degree in public or business administration, human resources, or a related field.
Experience:
Human Resources Assistant I
One year of progressively responsible experience performing assistant or support duties.
Human Resources Assistant II
One year of progressively responsible experience performing a variety of assistant or support
duties in human resources in the public sector.
Other Requirements:
Possession of a valid California Class C driver's license.
Must be willing to administer examinations outside normal working hours.
Resolution No. 2005-014 N.C.S. Page 6
City of Petaluma, California Last Revision Date: N/A
Classification Description Established: 01/24/05
Resolution Number:
Classification Title: Human Resources Specialist Approved by: Administrative
Department: Administrative Services/HR Division Services
FLSA Status: Non-exempt
Authority: City Council
SUMMARX
Performs a variety of skilled generalist work tasks and activities related to human resources
functions including recruitment, examination and selection, classification and compensation,
employer compliance, employment data and records, employee and labor relations, benefits
administration, workers 'compensation, and workplace safety.
CLASS CHARACTERISTICS
The Human Resources Manager provides supervision; responsibilities may include the indirect
supervision of work activities of the Human Resources Assistant I/II.
There are two positions in this classification. One classification performs duties primarily in
benefits administration and workers' compensation. The other classification performs duties
primarily in recruitment, selection, and employee relations. Duties will vary based upon
designated area of responsibility.
ESSENTIAL DUTIES, SHILLS, AND DEMANDS OF THE P®SITION
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:
Oversee and coordinate the daily work activity of the City's workers' compensation program.
Process and prepare specialized forms and documents including the State of California workers'
compensation claim and report forms. Track and monitor employee leave of absence, lost time,
transitional light duty, and return to work. Work with City employees, department managers, and
workers' compensation claims adjuster on the status of an injured employee. Communicate
updates and changes in status to all interested parties. Gather and organize information and
maintain employees' workers compensation files.
Resolution No. 2005-014 N.C.S. Page 7
Plan and conduct recruitment and examining activities; develop job announcements; write and
place job advertisements; schedule examination process; screen applications; notify applicants as
to their status and the timing of the selection process; contact potential raters for oral boards and
coordinates scheduling of oral boards; work with departments on the recruitment and
examination process; administer written and performance examinations and monitor oral board
examinations; verify examination results; coordinate and monitor certification, selection,
medical examinations, and start-dates. Reviews eligibility lists and extends them as appropriate
Maintain Cal OSHA logs and post annually.
Provide staff support to City's safety committee. Prepare agenda safety meetings, meeting notes,
and coordinate meeting times and events.
Assist and coordinate the City's Injury and Illness Prevention Program along with safety training
programs.
Serve as a liaison between employees and benefit providers.
Process employment separations including Ca1PERS service and disability retirements.
Prepare required employee notices such as COBRA and FMLA.
Provide and coordinate enrollment sessions for health benefits and other benefit programs.
Oversee and coordinate the City's administration of the federal and state mandated leaves.
Provide technical assistance and information to City employees, supervisors, and managers in a
variety of areas related to human resources administration.
Respond to questions and requests for assistance and information from applicants, candidates,
employers, and the general public.
Examine documents, records, and forms for accuracy, completeness, and conformance with
applicable rules and regulations.
Review and interpret policies, procedures, City Rules and Regulations, MOU's, and other
documents.
Coordinate and administer the City's Bilingual Pay Program.
Prepare and process agenda items for the City Council approval.
Prepare and process professional service agreements.
Proofread and check documents for accuracy, completeness, compliance with policies, and
procedures, including correct English usage, grammar, punctuation, and spelling.
Resolution No. 2005-014 N.C.S. Page 8
Enter, retrieve, and prepare data from various computer programs.
Prepare correspondence and reports.
Create, modify, and revise forms.
Gather information on classification studies to determine the appropriate duties, responsibilities,
qualifications and other requirements are specified. Prepare and/or update class specifications.
Conduct. a variety of research, studies, and surveys, in support of human resources programs.
Oversee and coordinate the City's performance evaluation appraisal system; provide training to
supervisors; keep the program updated and current.
Prepare survey data for the negotiation process.
Conduct employee employment orientations and exit interviews.
Assist in the preparation and monitoring of the department's budget.
Assist in determining annual training needs; coordinate workshops, design schedule, and
organize resources.
Skills/Abilities:
Accurately process employee records and employment transactions.
Oversee computer database information including HRIS and employee performance software.
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 and with competing demands.
Continuously improve upon work procedures, practices, and methods.
Identify potential personnel issues, formulate and recommend conclusions and solutions.
Proof documents for accuracy and completeness.
Type accurately at a rate that will result in a timely work product.
Resolution No. 2005-014 N.C.S. Page 9
Learn, use, and apply new software applications to work activities.
Understand and work basic mathematical concepts.
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; use the
computer keyboard and .mouse, use hands to finger, handle, or feel; reach with hands and arms;
talk or hear; and taste or smell; 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. The
employee will work in an office environment where the noise level is usually moderate.
QUALIFICATIONS
Knowledge of:
Principles and practices of public administration.
Human resources policies, rules, and regulations; laws, rules, and regulations affecting human
resource administration and employment procedures.
Procedures and issues involved in administering benefit programs including workers'
compensation, public retirement, health, dental, vision, deferred compensation, flexible spending
accounts and other benefit programs.
Workers' Compensation regulatory guidelines and CaIOSHA regulations; federal and state laws
related to mandated leaves (COBRA, FMLA) and disability leaves and issues.
Education and Experience
Any combination equivalent to education and experience is likely to provide the required
knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities
would be:
Education:
A Bachelor's degree in public and business administration, human resources, or a related field.
Experience:
Three years of progressively responsible, journey-level public sector human resources
experience. Experience in public sector recruitment, selection, benefits administration or
workers' compensation is preferred.
Resolution No. 2005-014 N.C.S. Page ]0
Other Requirements:
Possession of a valid California Class C driver's license.
Must be willing to work outside normal working hours when necessary.
Resolution No. 2005-014 N.C.S. Page 11
City of d'etaluma, California Last Revision Date: N/A
Classification Description Established: 01/24/05
Resolution Number:
Classification Title: Human Resources Manager Approved by: Administrative
Department: Administrative Services/HR Division Services
FLSA Status: Exempt
Authority: City Council
SUMMARY
Plans, manages, and directs the City's human resources services and functions. These functions
include recruitment, examination and selection, classification and compensation, employer
compliance, employment data and records, employee and labor relations, benefits administration,
workers' compensation, and workplace safety.
CLASS CHARACTERISTICS
Direction is provided by the City Manager and Administrative Services Director; responsibilities
include the direct and indirect supervision management, professional, technical and support
services positions.
ESSENTIAL DUTIES, SHILLS, AND DEMANDS ®F THE POSITI®N
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:
Formulate, recommend, interpret, and implement rules, policies, and procedures.
Identify legal requirements and government regulations affecting human resource functions, and
ensures policies, procedures, and reporting are in compliance.
Direct the administration of the recruitment, examination, and selection of personnel.
Maintain and administer the classification and compensation program.
Direct the administration of the City's benefits programs including the California Public
Employees' Retirement System (Ca1PERS) program, workers' compensation, unemployment
insurance, health, dental, vision, and other benefit programs.
Resolution No. 2005-014 N.C.S. Page 12
Conduct labor negotiations and implement Memorandums of Understanding and Compensation
Plans.
Administer and serve as a resource for the City's Safety Program including the Injury and Illness
Prevention Program.
Provide technical expertise and assistance to employees, supervisors, and managers on employee
performance, discipline, supervision, and grievances.
Investigate complaints and recommend appropriate action.
Advise, confer, and counsel employees, supervisors, and managers in the handling of
interpersonal relationships, conflict resolution, and consensus building.
Assist in the mediation and resolution of workplace conflicts.
Provide employee training and development programs.
Supervise the processing of personnel. transactions and the maintenance of appropriate
employment data and records.
Direct the employee performance evaluation system.
Prepare the division's annual budget and annual report.
Represent the City's Human Resources Division with community groups and other governmental
agencies.
Skills/Abilities:
Plan, manage, and direct the City's human resources programs.
Interpret and apply a variety of human resources rules, laws, and policies; develop
recommendations for human resources rules and policies..
Facilitate communication between all parities and keep in balance the best interest of all.
Listen, understand, and assist others to resolve organizational and interpersonal problems.
Exercise sound, thoughtful, and excellent judgment.
Resolve and or mediate conflict.
Manage effectively under pressure and with competing demands.
Define problems, collect data, establish facts, and draw valid conclusions.
Resolution No. 2005-014 N.C.S. Page 13
Continuously improve upon work procedures, practices, and methods.
Organize, prioritize, and direct a number and variety of complex work projects.
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; use the
computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms;
talk or hear; and taste or smell; stand, walk, and stoop, or crouch. Occasionally lift and/or move
up to ten pounds. Specific vision abilities required by this job include close vision, distance
vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The
employee will work in an office environment where the noise level is usually moderate.
QUALIFICATIONS
Knowledge of:
Principles and practices of public administration.
Human resource policies, rules, and regulations; laws, rules, and regulations affecting human
resource administration and employment procedures.
Procedures and issues involved in administering benefit programs including workers'
compensation, the California Public Employee Retirement System, and other benefit programs.
Individual and organizational behavior, motivation, and theories of current management
practices.
Principles and practices of leadership and effective organizations.
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 of gaining such knowledge and
abilities would be:
Education:
A Bachelor's degree in public or business administration, human resources, or a related field. A
Master's degree is preferred.
Experience:
Five years of progressively responsible, professional public sector experience in human
resources administration, and at least three years experience in a supervisory capacity. Direct
experience working with local government labor relations and experience with sworn public
safety is highly desirable.
Resolution No. 2005-014 N.C.S. Page 14
Other Requirements:
Possession of a valid California Class C driver's license.
Resolution No. 2005-014 N.C.S. Page 15