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HomeMy WebLinkAbout24 - Human Services-Risk ManagementMarch 14, 2000 Agenda Item 24 CITY OF NEWPORT BEACH HUMAN RESOURCES DEPARTMENT REPORT TO THE MAYOR AND CITY COUNCIL SUBJECT: Staff Adjustments in Human Services/Risk Management ACTION: Approve the addition of a management analyst position, and the conversion of two part -time office assistant positions to one full -time department assistant position. SUMMARY The approved staffing for the Human Resources /Risk Management function is seven positions: human resources manager, risk manager, management analyst, two management assistants, and two part-time office assistants. The City Manager and I have felt for some time that the Human Resources/Risk Management function is not staffed to handle the work load generated by an organization the size and complexity of Newport Beach. The current staff complement is barely enough to keep up with recruitments, claims, employee problems, and changes in employee agreements as they arise. There is no staff time to address these issues in a comprehensive or preventive fashion, or to do any system improvements or planning for future needs. As one step in improving this function, I am recommending two staff adjustments that will provide additional professional staff and more consistent and stable clerical assistance. These adjustments are the addition of one management analyst, and the conversion of two part-time office assistants to one full -time department assistant. The management analyst and one management assistant were added two years ago. The second management assistant has made it possible for each function, Human Resources and Risk Management, to have one person at this level. The management assistants maintain salary, benefit and other information on each employee; assist employees with access to benefit programs; work on recruitments; maintain information on workers compensation and general liability claims; make payments on claims; etc. The management analyst does special projects requiring professional level analysis, such as salary comparisons, classification studies, and administrative policy development, and also works on recruitments. This position is used entirely on the Human Resources function, and has helped that function significantly. However, it is not able to provide support in the Risk Management area. A second management analyst devoted to this area would enable us to manage claims more actively, reduce the City's claims exposure, and improve management of the diverse benefit programs offered to our employee associations. Clerical assistance needed for the two functions includes vendor payments, filing and full counter and telephone coverage. It has been difficult to maintain consistent clerical staffing with two part-time positions, and we have had temporary employees come and go throughout this year. Each change in personnel requires time for recruitment, selection, and training. Filling the clerical need with one full -time department assistant will provide a consistent person in this role, as well as one at a level with the skills to provide a higher level of support. The proposed adjustments to staffing will not change the number of positions from the current seven, but will provide staff at a higher level and with greater stability. With this level of support staff, the management staff would have more time to devote to longer -range policy issues and problem prevention. Among the areas that need more attention are designing safety programs to prevent injuries and workers compensation claims, training to improve supervisory and technical skills, updating and maintaining our classification and compensation plan to ensure fair and reasonable internal relationships among positions, keeping the Employee Policy Manual up to date, and coordinating our labor relations efforts so that the City Council has better information and more analysis of issues under negotiation and there is greater consistency among employee bargaining units. BUDGETIMPACTS The Human Resources office space currently has enough work stations for the requested positions. Although they are not generous offices, they can function with some enclosures added for the privacy needed to work on confidential matters. The General Services Department estimates that this work can be completed for approximately $5,000, which can be offset by savings in Human Resources operating accounts. The cost of the management analyst for the remainder of this fiscal year is $11,000, which can be offset by salary savings. The cost of one department assistant is less than that for two, part-time office assistants, so there is no budget impact for this change. For next fiscal year, the net increase in cost for the proposed staff changes will be $57,929. Submitted by: 6'�� Assistant City Ma ager Attachments: Management Analyst job description Department Assistant job description CITY OF NEWPORT BEACH MANAGEMENT ANALYST DEFINITION: To perform a variety of responsible professional administrative and technical duties in the budgeting, planning and coordinating of City services and internal support systems. SUPERVISION RECEIVED AND EXERCISED: Receives direction from professional staff or Department Director. Exercises direct supervision over assigned staff. EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: Essential Job Duties • Recommend goals and objectives; assist in the development and implementation of policies and procedures related to the administration of the Department; • Assemble the Department budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials and supplies; • Assist in preparing, monitoring and coordinating major departmental projects; assist in maintaining appropriate documentation and preparing reports for regulatory agencies; • Supervise and participate in Department administrative activities; evaluate the need for and develop procedures, methods and schedules; approve purchase of supplies, equipment, progress payments and other accounts payable requests; • Provide technical and administrative assistance to high level professional staff and /or the department director; develop, prepare and present reports, surveys, statistical analyses, research projects, and other administrative activities; • Provide responsible administrative staff assistance including conducting analyses of municipal policies involving organization, procedures, finance and services; • Direct and oversee the central clerical and administrative function of a department; assign activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures; Management Analyst Page 2 City of Newport Beach • Participate in recommending the appointment of personnel; provide or coordinate staff training; work with employees to correct deficiencies; assist in implementing discipline procedures; • Assist in representing Department for budget hearings and other internal and outside meetings, committees and commissions; assist in preparing presentations for City Council; • Respond to complaints and requests for information from the public and City personnel; • Perform related duties as assigned. QUALIFICATIONS: Knowledge of: Principles, practices and techniques of public program administration; Organizational and management practices as applied to the analyses and evaluation of programs, policies and operational needs; Principles and techniques of budget development and administration; Principles and practices of organization, administration and personnel management; Research methods and sources of information related to public sector administration; Pertinent Federal, State and local laws, codes and regulations; Current computer technology, including principles and practices of electronic filing systems and information systems; Modern office practices, procedures, methods and equipment. Ability to: Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Management Analyst City of Newport Beach Page 3 Interpret and apply City policies, procedures, rules and regulations. Perform a variety of administrative duties with little or minimal supervision. Gain cooperation through discussion and persuasion. Select, supervise, train and evaluate personnel. Prepare and administer a complex budget. Evaluate and develop improvements in operations, procedures, policies or methods. Effectively administer assigned programmatic responsibilities. Learn the operation, policy and procedures of the department. Communicate clearly and concisely, both orally and in writing. Establish and maintain cooperative working relationships with those contacted in the course of work. Experience and Training: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three years of responsible professional program administration experience including one year of supervisory responsibility. Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in business administration, public administration, economics or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. Bargaining Group — Key & Mgmt. CITY OF NEWPORT BEACH DEPARTMENT ASSISTANT DEFINITION: To perform varied secretarial and clerical work in support of assigned managerial, professional, operations, administrative, and office staff, research and provide detailed worksheets, records, and reports; provide assistance to staff and public and private representatives; and perform other related duties. DISTINGUISHING CHARACTERISTICS: This is the fully qualified journey -level classification in the Administrative Support series. Employees at this level possess broad knowledge of division practices and office procedures; utilize a range of software programs; support management, professional, and operations staff; and relieve Administrative Assistants during employee absences. The scope of employee job responsibilities is more diverse than the Office Assistant classification, and the employees may be required to possess dictation skills. SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from an Administrative Assistant or managerial level positions within the department. Employees may train and provide direction to part-time and temporary positions, depending upon the department and division assignment. EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: Essential Job Duties • Maintain calendars, make appointments, and schedule meetings and activities; • Answer telephone and screen and refer messages and questions to appropriate parties; review, disseminate, and distribute electronic communications; • Provide counter assistance and offer information on departmental and City policies and procedures as required; • Compose, type, and proofread a variety of documents including correspondence, agendas, reports, agreements, and memos, including working from dictation recordings or verbal instructions; • Coordinate, train, and supervise the work of part-time and temporary office personnel; • Organize and maintain office records, statistics, and activity reports; create and mate software databases; maintain and update distribution lists; Department Assistant Page 2 City of Newport Beach • Collect and assemble data and background materials for a variety of activity, revenue, and expenditure reports; verify accuracy of information and research discrepancies and recorded information; • Apply departmental policies and procedures in determining completeness of applications, records, and reports; • Receive, sort, and distribute incoming and outgoing mail; copy and distribute reports, correspondence, and memos; • Order and maintain inventory of office supplies as necessary; • May take minutes at commission and committee meetings; • Perform related duties as assigned. QUALIFICATIONS: Knowledoe of: English usage, spelling, grammar and punctuation; Assigned division work practices, administrative policies and procedures; Business writing practices; Record keeping methods and procedures; Modern office practices, procedures, methods, and equipment; Word processing and spreadsheet software applications programs. Ability to: Plan, organize, and prioritize tasks in order to meet deadlines; Prepare, proofread, disseminate and file a variety of office documents; Interpret office practices and procedures pertaining to division, programs and functions to which this position is assigned; Department Assistant City of Newport Beach Page 3 Use word processing and spreadsheet software application programs; Type at a net rate of 50 words per minute or at an established rate which is proficient for the job assignment; Operate standard office equipment such as photocopiers, facsimile machines, and ten -key calculators; Perform basic math computations quickly and accurately; Interact cooperatively with staff, management, other departments, and public and private representatives; Communicate effectively with others, both orally and in writing; Understand and follow oral and written instructions. Depending upon position assignment, may be required to take and transcribe dictation at commission and committee meetings. This position my be required to work overtime hours as needed. Experience and Training: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three or more years of increasingly responsible secretarial and clerical experience. Training: Equivalent to graduation from high school, supplemented by coursework or training in word processing and spreadsheet software programs, and work planning and management. License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. Bargaining Group - CEA