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Home My WebLink About12/06/2005 Blue Sheet Requests for Additional Personnel TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: December 6, 2005 AGENDA ITEM: 1.5 TO: MAYOR AND COUNCIL FROM: Regina Fleming, Human Resources Director SUBJECT: Relatine: to Human Resources: Requests for additional personnel DISCUSSION: The following positions were not included in the FY approved budget but are requested as a mid-year allocation: Legal Department - Assistant Town Prosecutor/Attorney and Part Time Office Assistant Human Resources Department - Human Resources Assistant Town Manager's Office - Grants and Development Administrator Police Department - Police Records Clerk Building Department - Plans Examiner Estimated fiscal impact of the six requests would be as follows: Assistant Town Prosecutor/Attorney: $49,082 Minimum + $14,725 Benefits + $9,000 Workstation = $72,807 Part Time Office Support Assistant: $9,859 Minimum + (No Benefits) = $9,859 Human Resources Assistant: $22,870 Minimum + $6,861 Benefits + $2,000 Workstation = $31,731 Grants and Development Administrator: $47,972 Minimum + $14,392 Benefits + $9000 Workstation = $71364 Police Records Clerk: $25,245 Minimum + $7,574 Benefits + $6,000 Workstation = $38,819 Plans Examiner: $42,400 Minimum + $12,720 Benefits + $6,000 Workstation = $61,120 Total Annual Costs for above positions: $285,699 Fiscal Year Impact for the remainder of the year: $158,849 {OOOOOIOO.DOC /} FJC/cds RECOMMENDATION Staff recommends authorization to hire an Assistant Town Prosecutor/Attorney, Part Time Office Support Assistant, Human Resources Assistant, Grants and Development Administrator, Police Records Clerk and Plans Examiner, with the estimated fiscal impact of$158,849. A TT ACHMENT(S) Position descriptions for each position. SUGGESTED MOTION I move to approve the recommended positions. -2- Mt\RANt\ ~/l' Human Resources Department Justification for Assistant town Prosecutor/Attorney Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? A second staff attorney would bring additional stability and continuity to the Legal Department providing coverage when the Town Attorney and/or Town Prosecutor are focused on meetings and special projects and during vacations and sick days. Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) This position requires a Juris Doctorate degree and admission to the State Bar of Arizona. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) An inquiry of various department heads will reveal that requests made of the Legal Department are not expected to be satisfied in a short time unless a crisis is imminent. {00001538.DOC /} Human Resources Department Budget Implications: Annual Salary: $49,082 - $61,352 Employee related expenses: $14,724 Office/workspace costs: $ 5,000 Other entitlements (car allowance, phone, laptop etc. attach justification) $ 200 + $60/mth service (Blackberry) $25 - $200 (depending on model) + $35/mth service (Nextel Cell phone) Average cost would be approx. $500 IT associated costs: $ 2,950 - Computer setup $ 360 - Desk phone Total costs for position: $72,616 (assuming starting salary) Does the department have sufficient resources in the budget for this position? Yes No X If no, provide justification: As stated above, a second staff attorney would bring additional stability and continuity to the Legal Department providing coverage when the Town Attorney and/or Town Prosecutor are focused on meetings and special projects and during vacations and sick days. {00001538.DOC I} H"'~/V ~. f/()-,;\v: ~j \0t .tJ ;:1,' ~C.(lt;~ . ',^"r\.: ~ / ~-~L $49,082 - $61,352 annually, DOE {'-' . The Town of Marana Attorney's Office is seeking a highly motivated and detail-oriented t'JA'14 individual to assist in the investigation and prosecution of misdemeanor cases in Marana Municipal Court and in the provision of legal advice to the Mayor and Council, the Town Manager's Office, and the operational levels of all Town departments. The start date is subject to negotiation and candidate availability; in any event not later than November 1, 2006. / \p' ~CJ.- G V .,(\ l' (fv J~,\rl ASSISTANT TOWN PROSECUTOR! ATTORNEY Prosecution duties include, but are not limited to, assisting the Town Prosecutor in inves- tigating and prosecuting criminal misdemeanor cases in the Marana Municipal Court; preparing, filing, and prosecuting cases that require litigation to enforce victims' rights and advocacy programs, as well as enforcing planning, zoning, and building code viola- tions; engaging in public outreach and educational opportunities within the community; and assisting victims by phone and in person regarding pleas, case status, and court proc- esses. Civil Division duties include, but are not limited to, conducting legal research and analy- sis, preparing written material for assigned projects; assisting the Town Attorney at State and Federal court trials; drafting legal documents, resolutions, and ordinances associated with a municipal law practice; identifying and analyzing legal issues associated with pro- jects and programs of Town-wide importance by attending court and meetings with Town officials and staff; and maintaining familiarity with civil procedures in Town, State and Federal courts. TRAINING AND EXPERIENCE: Juris Doctorate not later than May 2006. QUALIFICATIONS: Admission to the State Bar of Arizona is required not later than No- vember 1,2006, ifnot already admitted by the time of hire. How TO ApPLY: Interested applicants must submit completed application packets to the Town of Marana, 11555 W. Civic Center Drive Bldg A3, Marana AZ 85653, prior to the close of business on December 2,2005. Application packets must include the following: Town of Marana application, resume, cover letter, and a writing sample. A copy of Juris Doctor diploma and proof of membership in the State Bar of Arizona, if available. If not, please provide expected date of graduation from law school and anticipated date of ad- mission to the Bar.' Candidates will be screened for minimum qualifications, and qualified candidates will be selected for an interview based on their training and experience as detailed in their appli- cation packet. Selected candidate must pass a pre-employment background check and fingerprint investigation. {00001407.DOC /} ;m-J ~_am.~/' f -- " or- L~__-,.~~___r. ...---~ , - ! Human Resources Department PERSONNEL REQUISITION INSTRUCTIONS: This form is required to fill a position. Keep one copy and forward approved copy to the Human Resources Department. A copy will be returned to the initiating Department when position is filled. 1 Job Title: Assistant Town Prosecutor/Attorney I 2 Department/Location: Legal 3 Employment Status: Regular FIT I:8J Regular PIT 0 Temporary FIT 0 Temporary PIT 0 Seasonal 0 Start Date_ If part time, what hours and days? _ Salary Range:$49.082-$6L352 If temporary: Dates of Temporary Assignment Advertising request: Check all that apply I:8JTown of Marana Website DAz League o Local newspapers DInternet ad I:8J Specific Source Arizona Attornev. The Writ 4 This Requisition is For: New Position I:8J A Replacement 0 Other 5 If This Is a Replacement, Fill In Name of Employee: 6 Reason: I Effective Date: 8 Skill Requirements: /9 High School/Equivalent: 110 College: III Certification: IL Other: Legal ~ I:8J Admission to State Bar 13 Degree, Major, Specific Training: Juris Doctorate ~ ..II <'J> Human Resources Department 14 Scope of Work. (List 6-8 bullet points and attach updated/current position description): Appears in Marana Municipal Court to prosecute misdemeanor cases. Meets with attorneys, victims, defendants, civilians, witnesses and police officers Participates in prosecution, investigation, file review, case preparation, trial work and legislative analysis. Maintains familiarity with civil and criminal procedures in Town, State and Federal courts. Conducts legal research. Drafts and reviews legal documents associated with a municipal law practice under the supervision of the Town Attorney. 15 Personnel qualifications (special training/experience required, provide 6-8 requirements): Juris Doctorate not later than May 2006. Admission to the State Bar of Arizona not later than November I, 2006. Legal writing sample. Skill in gathering, analyzing, and organizing facts and evidence. Skill in oral and written communication. Skill in performing legal research electronically. Ability to pass background check and fmgerprint investigation. Additional Approval: Town Manager (if appli 1 Requested by: Hiring Manager Frank Cassidy Approved by: Department Head (if applicable) IVIAR.ANA ~/i Human Resources Department Justification for Part-time Office Support Assistant - Legal Dept. Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? The Town took over prosecution of criminal cases on July 1,2005. It has become apparent since then that having this position in-house will substantially increase the support staff workload necessitated to prepare a substantial number of cases properly. Some of the essential functions needed to assist the new prosecutor are as follows: . Maintain and file department criminal records. . Enter, verify, and update information into computerized systems. . Compile a variety of information including completing information on face sheets for files to prepare for approximately 150 Marana Municipal Court hearings and trials per week. . Monitor all new citations issued by the Marana Police Department which includes making new file folders, labels, color coding and alphabetizing. . Assist with ordering Marana Police Department records and Motor Vehicle Division abstracts, copying disclosure, and issuing victim notifications. The work is currently being done by a part-time Town Manager employee working an extra four hours a day for the Legal Department. A permanent Office Support Assistant in the Legal Department is critical to the successful prosecution of Town of Marana criminal cases. {OOOOI 536.DOC /} Human Resources Department Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) The existing support staff has the knowledge to provide this type of assistance, but not the time to perform needed tasks on a weekly basis. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) The Town of Marana Prosecutor's Office would be unable to make court appearances for approximately 150 cases a week if this work was not done in a timely fashion. While there may be a workload demand to justify this being a full-time position in the near future, presently a permanent part-time position is deemed sufficient. Budget Implications: Annual Salary: $5,752 (December 2005 - June 2006) Employee related expenses: $1,726 (December 2005 - June 2006) Office/workspace costs: nla Other entitlements (car allowance, phone, laptop etc. attach justification) nla IT associated costs: nla Total costs for position: (December 2005 - June 2006) $7,478 Does the department have sufficient resources in the budget for this position? Yes X NoD If no, provide justification: {00001536.DOC I} REASON FOR REQUEST FOR AN OFFICE SUPPORT ASSIST ANT IN THE LEGAL DEPARTMENT The Town took over prosecution of criminal cases on July 1,2005. It has become apparent since then that having this position in-house will substantially increase the support staff workload necessitated to prepare a substantial number of cases properly. Some of the essential functions needed to assist the new prosecutor are as follows: . Maintain and file department criminal records. . Enter, verify, and update information into computerized systems. . Compile a variety of information including completing information on face sheets for files to prepare for approximately 150 Marana Municipal Court hearings and trials per week. . Monitor all new citations issued by the Marana Police Department which includes making new file folders, labels, color coding and alphabetizing. . Assist with ordering Marana Police Department records and Motor Vehicle Division abstracts, copying disclosure, and issuing victim notifications. No additional budget outlay is anticipated for fiscal 2005/2006 to accommodate this new office support assistant position which is critical to the successful prosecution of Town of Marana criminal cases. {OOOOI455.DOC /} Office Support Assistant Legal Department Definition: Under immediate supervision of the Town Prosecutor, performs a variety of clerical and office support activities for the Legal Department. Work is performed based upon standard practices or clearly defined procedures. Essential Function: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONL Y, and is not a comprehensive listing of all functions and tasks performed by positions in this class.) Tasks relative to the Marana Lef!al Department: 1. Maintain and file department criminal records. 2. Enter, verify, and update information into computerized systems. 3. Compile a variety of information including completing information on face sheets for files to prepare for approximately 150 Marana Municipal Court hearings and trials per week. 4. Monitor all new citations issued by the Marana Police Department which includes making new file folders, labels, color coding and alphabetizing. 5. Assist with ordering Marana Police Department records and Motor Vehicle Division abstracts, copying disclosure, and issuing victim notifications. 6. Performs other clerical duties as required or assigned by the department. Supervision Exercised: None Knowledf!e. Skills. Abilities. and other Characteristics: Knowledge of basic clericaVoffice support practices and procedures Knowledge of legal department/program operations and functions Skill in operating a variety of office equipment including personal computers, copy and fax machines, calculators, telephones and typewriters Skill in establishing and maintaining effective working relationships with other Town employees and the general public Ability to maintain confidential department and project information Ability to communicate effectively orally and in writing Ability to maintain filing and record systems Ability to understand and follow oral and written instructions, policies and procedures Ability to work effectively in an environment subject to changing priorities Ability to meet attendance schedule with dependability and consistency Qualifications: Graduation from high school or GED, experience equivalent to one year full-time clerical work, preferably some part of which was in a legal setting. {OOOOI429.DOC I} Svecial Requirements: Possession of, or the ability to obtain, a valid and appropriate driver's license when required for job-related duties. Workin!! Conditions: Work is performed in a normal office setting. Noise level is moderate (primarily from office machines). The physical 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 disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee may be required to walk short distances, sometimes over uneven terrain, and lift approximately 25 Ibs. Hazards: No perceptible hazards. Selection Guidelines: Completion of Town of Marana application; rating of education and experience; oral interview, and reference check; job-related tests may be required. Positive pre-employment background check and fingerprint investigation are required. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the Town or the requirements of the job change. Workers' Compensation Code: 8810 EEOC Code: 6 Salary Range: 24 {OOOOI429.DOC /} Human Resources Department INSTRUCTIONS: This form is required to fill a position. Keep one copy and forward approved copy to the Human Resources Department. A copy will be returned to the initiating Department when position is filled. 1 Job Title: Office Support Assistant 12 Department/Location: Legal Department 3 Employment Status: Seasonal 0 Regular FIT 0 Regular PIT 0 Temporary FIT 0 Temporary PIT 0 Start DateDecember 5. 2005 If part time, what hours and days? M-F 1-5 PM Salary Range:24 If temporary: Dates of Temporary Assignment Advertising request: Check all that apply OTown of Maran a Website OAz League o Local newspapers OInternet ad o Specific Source Internal Postin!! 4 This Requisition is For: New Position 0 A Replacement 0 Other 5 If This Is a Replacement, Fill In Name of Employee: 6 Reason: 7 Effective Date: · Skill Requiremcn"', T' High SchoollEquivalen', 1 'c ColIeg" 1- If Certification: 12 Other: Clerical 0 0 13 Degree, Major, Specific Training: 14 Scope of Work. (List 6-8 bullet points and attach updated/current position description): 1. Maintain and file department criminal records. 2. Enter, verifY and update information into computerized systems. 3. Compile a variety of information including completing information on face sheets for files to prepare for approximately 150 Marana Municipal Court hearings and trials per week. 4. Monitor all new citations issued by the Marana Police Department which includes making new file folders, labels, color coding and alphabetizing. 5. Assist with ordering Marana Police Department records and Motor Vehicle Division abstracts, copying disclosure, and issuing victim notifications. 6. Perform other clerical duties as required or assigned by the department. 15 Personnel qualifications (special training/experience required, provide 6-8 requirements): Ability to pass background check and fmgerprint investigation Ability to maintain confidential department and project information Ability to communicate effectively orally and in writing Ability to maintain filing and record systems Ability to meet attendance schedule with dependability and consistency Knowledge of basic clericaVoffice support practices and procedures Knowledge of legal department/program operations and functions 16 Requested by: Hiring Manager 17 Date: 18 Approved by: Department Head (if applicable) IlJDate: 2o-Additional Approval: Town Manager (if applicable) 21 Date: PERSONNEL REQUISITION Human Resources Department POSITION: Human Resources Assistant DEPARTMENT: HR Justification for new staff Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. Process: Provide information relevant to the new/replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? Currently there is no one in the department who has the time or the specialized skills that are required for this position. As the Director of the department I have spent much more time than is warranted proof-reading and editing large documents. During the next twenty-four (24) months there will be at least six massive projects and documents produced by this department: (1) Revision of the personnel policies and procedures, (2) Complete Employee Evaluation System, (3) the employee handbook which will summarize the new policies and (4) An alternative Dispute and Resolution initiative which will include a manual as well as a training component, (5) all of the Standard Operating Procedures (SOP's) which will allow the department to function efficiently and more productively. Full-time [8] Part-time D Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) The HR Administrative Assistant provides proactive administrative support to the Human Resources Director and department to ensure that the internal and external customers are provided with information in a timely, professional manner. Performs relatively complex administrative duties including creating and preparing routine materials and proofreading, verifying and editing all materials for accuracy and clarity. Utilizes advanced microcomputer software skills to prepare complex correspondence, reports, charts, tables and forms. Uses discretion and judgment when screening visitors and telephone calls, scheduling appointments, and organizing work load to meet established priorities. MARA ~/l' Human Resources Department Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) The workload demands currently do not allow for systematic changes to be implemented. With the addition of this position, there will be some additonal time that the Director can utilize to ensure the department progress toward the stated goals. Office accommodation and furniture required. Work area available. The needs would be for telephone and computer equipment Budget Implications: Employee related expenses: 30,000 ,9000 0000 Annual Salary: Office/workspace costs: Other entitlements (car allowance, phone, laptop etc. attach justification) 0000 IT associated costs: 2,000 Total costs for position: fiscal year 2005/2005 $41,000.00 / 2 = "$20,500 for the remainer of the Does the department have sufficient resources in the budget for this position? YesD Nol'2J If no, provide justification: This budget was already established prior to my appointment Budgetary considerations during this fiscal year are out of my control. Town of Marana Job Description Job Code: 370 Human Resources Assistant (Eligible for Overtime) Definition: Under the general supervision of the Human Resources Director provides proactive administrative support to the Human Resources Director and department to ensure that the internal and external customers are provided with information in a timely, professional manner. Performs relatively complex administrative duties including creating and preparing routine materials and proofreading, verifying and editing all materials for accuracy and clarity. Utilizes advanced microcomputer software skills to prepare complex correspondence, reports, charts, tables and forms. Uses discretion and judgment when screening visitors and telephone calls, scheduling appointments, and organizing work load to meet established priorities. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.) Tasks: Responsible for initiating, preparing, coordinating and following-up on administrative duties associated with the HR Director's area of responsibility. a. Anticipates, revises and sends correspondence, as needed. b. Reviews material for director's approval for typographical accuracy, format, conformance with procedures, internal consistency and ensures proper approvals have been obtained before releasing correspondence. c. Prepares special or one-time reports, summarizes or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other departments. d. Creates, maintains, updates and reconciles spreadsheets to support reporting and analysis for Director's approval. Proactively anticipates the HR office workload and plans work assignments to ensure optimum productivity and accuracy. Exercises sound judgment and discretion in the collection and dissemination of information; insures that highly sensitive, proprietary and confidential information is released only to those authorized. Types complex and routine correspondence, reports, various forms, tables, pamphlets, etc. from rough draft, handwritten notes, or general verbal instructions and makes changes in grammar, punctuation or spelling as needed. Proofreads and edits draft and final materials for appropriate and consistent format, accuracy of financial figures or other data and corrects punctuation, spelling and grammar. As requested, assists other Human Resources Staff with special projects and sensitive communications requests as time permits. Answers and screens telephone calls for the Human Resources Director in a tactful and pleasant manner at all times. a. Ensures calls are accurately prioritized and messages taken. Town of Marana Job Description Job Code: 370 Human Resources Assistant (Eligible for Overtime) b. Personally responds or refers those calls which do not require the attention of the Human Resources Director. Coordinates with other staff within the department to insure office coverage is consistently maintained. Maintains appointment calendar of obligations for the Human Resources Staff and makes telephone calls and reservations as required. Schedules meetings and conferences as directed, notifies participants, arranges for space and publishes minutes (when appropriate). Performs other related, similar or logical duties as assigned or required. Supervision Exercised: None Knowledae. Skills. Abilities and Other Characteristics: Background in administrative and secretarial support at a management level in a municipal environment. Be well organized and flexible. Must be able to work under pressure. Ability to deal with various personalities. Strong secretarial and administrative support skills. Extensive knowledge of word processing and other software applications. Good oral and written communication skills. Should be a resourceful person and perform in a professional manner, realizing that this particular position requires the strictest confidentiality and that the position represents HR management. Knowledge of proper formats for letters, proper grammar, spelling, and language usage; ability to produce neat, accurate correspondence. Ability to work independently under general instructions. Demonstrated ability to use discretion and make sound judgment. Accuracy, productivity, dependability and a good attendance record are important attributes. Previous experience supporting a Human Resources department preferred. Excellent organization, communication, and interpersonal skills. Ability to appropriately handle sensitive and confidential information. Ability to convey a positive and professional image to applicants and employees. Ability to work under pressure while maintaining a positive and helpful attitude. 2 Town of Marana Job Description Job Code: 370 Human Resources Assistant (Eligible for Overtime) Well organized with the ability to handle multiple tasks. Ability to respect the confidentiality of the Human Resources Department at all times. Qualifications: 2-year Associate's degree in business or related field plus 2-3 years administrative experience. Special Reauirements: Possession of a valid and appropriate driver's license when required for job- related duties. Certification by the Institute of Court Management is desirable. Working Conditions: Work is performed in a normal office setting and courtroom conditions.. Noise level is moderate, primarily from office machines. The physical 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 disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is often required to walk short distances, sometimes over uneven terrain. Hazards: May occasionally be exposed to bodily fluids or communicable diseases. May occasionally be exposed to injury from violent or short-tempered people. Selection Guidelines: Formal application; rating of education and experience; oral interview and reference check; job-related tests may be required. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needs of the Town and the requirements of the job change. Workers' Compensation Code: 8810 EEOC Code: 5 Salary Code: 30 Effective dateldate of last revision: November 2005 3 Human Resources Department POSITION: ~rants and Development Administrator DEPARTMENI: Town Manager Justification for new staff Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? GRANTS AND DEVELOPMENT ADMINISTRATOR This new position is being created to develop new grants and expand existing grant sources. The iemployee will also be charged with the development of planned and institutional giving programs that currently do not exist for the Town. The development of new grant and giving programs will create additional resources for the capital needs of the of the Town, potentially positively impacting all Town departments. Full-time [8J Part-time 0 Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) Yes. Currently pursuit of grants is done on a department by department basis, with no consistency of approach, and typically by individuals inexperienced in grant preparation. The employee will search out grant opportunities and ensure consistent, high quality grant submissions. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) No. This position creates opportunities to greatly expand the Town's investment in capital improvements, using previously untapped resources. Office accommodation and furniture required. Yes. An existing vacant office will need to be furnished. Budget Implications: Annual Salary: $47,972 $14,392 $5,000 N/A Employee related expenses: Office/workspace costs: Other entitlements (car allowance, phone, laptop etc. attach justification) IT associated costs: $4,000 $71,364 Total costs for position: Human Resources Department Does the department have sufficient resources in the budget for this position? YesD No[8J If no, provide justification: Town of Marana Job Description Job Code: 0150 Grants and Development Administrator (Not Eligible for Overtime) Definition: Under administrative direction of the Assistant Town Manager, is responsible for writing and submitting grant proposals to private foundations and public sector agencies as well as researching and identifying potential funding sources on an on-going basis. The incumbent is a team player and persuasive communicator and interacts with all levels of the Town's staff in order to articulate the organizations needs. The incumbent will also be responsible for securing and growing all categories of contributed income (corporations, foundations, individuals, and sponsorships), federal, state and foundation funding, directing fundraising activities for achieving the Town's fund raising goals. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.) Tasks: Grants Writer Provides information to the Town Manager's Office regarding grant requests from the Mayor and Council, Department Heads and other interested parties. Provides advice for formulating and implementing specific Town grant development procedures to address the municipality's priorities and needs. Investigates federal, state, private, and corporate sources of grant funds. This includes reviewing materials, meetings, telephone contacts, and correspondence. Collects and disseminates information relative to available grants. Complete and processes grant applications from conceptual to submission stage while working closely with the Town Manager's Office throughout all phases. Coordinates administrative and contractual matters relevant to the acceptance and reporting of funded projects. Serves as the Town's principal contact person for matters related to the grant program development and approvals. Continually promotes grant opportunities, initiates and develops the Town's proposal development process. Provides consultation and technical services to the Town Manager and staff in developing external grant proposals that support the mission and goals of the Town. Presents written and oral reports to appropriate internal and external stakeholders. Prepares project amendments when warranted. Makes requests to funding sources and provides documentation to Finance Office. 1 Town of Marana Job Description Job Code: 0150 Grants and Development Administrator Fundraising Planning Develops a comprehensive, long-term fund raising plan, with budgets and targets for individual and institutional giving for the Town. Produces monthly, quarterly and annual reports on fund raising activities, income and expenditure. Institutional Giving Identifies foundations and trusts that could support the Town's goals and objectives. Prepare progress reports and other forms of documentation to keep the Town Manager's office appraised of key events and outcomes. Individual Giving Prepare letters and other forms of appeals to target individuals from different backgrounds and communities. Identifies and solicits funds from individuals likely to be sympathetic to the Town's goals, activities and/or projects. Organizes community-based events in partnership with key organizations, networks, Town employees' unions, etc. in order to raise public awareness of the Town and solicit funds. Work on grassroots-Ievel giving campaigns that would involve mobilizing modest support from large numbers of individuals at the grassroots level. Creates, maintains and constantly upgrades a database of supporters. Planned Giving Manage a portfolio for identification, cultivation, solicitation and stewardship of gifts. Meet with donors to discuss giving opportunities involving uni-trusts, annuity trusts, bequests and life income funds. Maintain contact with prospects regarding deferred gifts; provide information concerning gift utilization; coordinate activities with prospect's attorney and/or financial advisor to determine the appropriate giving method. Prepare proposals and illustrations of life income and estate gift arrangements; present proposals to prospects; keep abreast of changes in federal and state tax laws that impact planned giving options. Other Work with the Town Manager's Office and other key staff within the Town to ensure accountability and transparency to multiple constituents, including donors and communities. 2 Town of Marana Job Description Job Code: 0150 Grants and Development Administrator Works in collaboration with the Assistant Town Manager with respect to preparation and dissemination of fund-raising material. Performs all other duties that are consistent with the duties and responsibilities of the Grants Writer/Fund raiser. Supervision Exercised: None Knowledae. Skills. Abilities and Other Characteristics: A demonstrable track record of success in generating income from major donors. Excellent interpersonal, networking and communication skills and the ability to mix with a range of people. Strong verbal communications skills and delT1on~llaled ability to write clearly and persuasively. Demonstrated ability to think strategically and thorough understanding of strategic development. Demonstrated ability to prospect, cultivate, and manage new donors. Highly organized with effective time management skills and ability to prioritize workload. Ability to produce written proposals to a high standard. Sufficient understanding of finances in order to present and evaluate financial information. Ability to act on own initiative/self-motivated and to generate and implement new ideas. Computer literate, including MS Office Word, Excel PowerPoint and RaisersEdge Desirable Experience in planning and implementing other successful individual fund raising strategies. Proven track record of achieving revenue targets and/or a quota of over $1 M annually. Proven management and leadership capabilities. Experience working with Senior Level Management in a municipal environment. High energy, positive, "can-do" attitude, flexibility, teamwork, and attention to detail; high degree of initiative. Strong partnership-building and event planning skills. Thorough understanding of all components of a diversified funding base Other: Strong passion for and commitment to Town's mission. Securing and growing all categories of contributed income (corporations, foundations, individuals, sponsorships), federal, state and foundation funding, directing fundraising activities to meet annual fund goals. Town of Marana Job Description Job Code: 0150 Grants and Development Administrator Qualifications: Bachelor's Degree, Master's Degree preferred, in journalism, English, communication marketing, public administration, business, or related area required. 5-7 years experience of major donor fundraising. 3-5 Years of grant writing experience. Special Reauirements: Possession of a valid and appropriate driver's license when required for job- related duties. Workina Conditions: Work is performed in normal office setting. Noise level is minimal, primarily from office machines. The physical 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 disabilities to perform the essential functions While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is often required to walk short distances, sometimes over uneven terrain. Hazards: No perceptible hazards. Selection Guidelines: Formal application; rating of education and experience; oral interview and reference check; job-related tests may be required. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needs of the Town and requirements of the job change. Workers' Compensation Code: 8810 EEOC Code: 2 Salary Range: 60 Effective date/date of last revision: November 2005 4 Human Resources Department POSTTION: Police Records Clerk DEPARTMENT: Police Justification for new staff Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? , With this report j've submitted an assigned task list to justify the impact the police departments records unit has experienced. Please see attached report. Full-time IZI Part-time D Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) No Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) Yes, please see supplement report workload analysis. Office accommodation and furniture required. $0 Human Resources Department Budget Implications: Annual Salary: $25,245 Employee related expenses: $4000(benefits) Office/workspace costs: $0 $0 L.d~D j Other entitlements (car allowance, phone, laptop etc. attach justification) IT associated costs: $1 OOO.OOC computer, monitor,software) Total costs for position: $29,245 Does the department have sufficient resources in the budget for this position? YesD No[8] If no, provide justification: The current budget for 2005/2006 did not allow for a records position. The dramatic increase in workload has been substanial, it is critical that data entries and dissemination be completed on a timely basis. Police officers positions have increased from 46 in1999 to 67 in 2005 with an additional 6 new positions. The Records Unit had 4 clerks in 1999 and remains at 4 in 2005. The workload analysis is described in detail with this report. PERSONNEL REQUEST FY 2005-2006 Position Title Police Records Clerk Department police o A newly created position? Include a job/position description. o A reclassification of an existing position? Include job/position description. n Additional staff for an existing position? o Other (Explain) Do you expect to fill the position with a current employee? DYes XJNo If so, do you expect the resulting vacant position be backfilled? DYes ONo Is the position XXhourly or o salaried? o full-time or o part-time? Suggested Pay: $ 2 5 , 245 Suggested Pay Range: 34 Estimated Additional Costs (Include a separate itemized list for vehicle, computer set-up, uniforms, etc., as appropriate): N/A Reason for Request: Attach a full explanation indicating what change in organization, growth, newly added functions or other reasons justify this request. Include how this position furthers the core purpose of the Town and your department HR Director/Date Department Head/Date APPROVED NOT APPROVED Town Manager/Date HR/JH/Comp/personnel request Revised 02/16/2005 ., MARANA POLICE DEPARTMENT 11555 W. Civic Center Drive, Bldg. B Marana, Arizona 85653 MEMORANDUM TO: FROM: DATE: REF: Richard Vidaurri, Chief of Police Dale Bradshaw, Lieutenant, Technical Services Division October 28, 2005 Records Unit The Records Unit of the Marana Police Department is a multi-tasking operation. In addition to processing all department reports and related paperwork, the Records Clerks provide the County Attorney and Town Attorney with appropriate data for prosecution, prepare copies of reports for citizens, insurance companies and other agencies, keep department forms ordered, handle lobby traffic and public inquiries. One of the main functions of the Records Clerks is data entry. Staffin1! Level There is no consensus on staffing levels for local police departments. The ratio of both officers and total police employees per 1,000 is significantly related to crime rates. Such standards have limited meaning because the actual number required will vary depending on the size of the city and geographic region. Even cities of the same population size and type may differ widely in staffing needs because of differences in demographics, socio- economic characteristics, climate or other unique conditions. Workload Analvsis Included with this report are assigned tasks for the four existing Records Clerks. The Town of Marana has seen a tremendous increase in growth, both in population and land mass. Police Officers have increased from 46 in 1999 to 67 in 2005 with an additional 6 in the academy. The Records Unit had 4 Clerks in 1999 and currently still has only 4 Clerks. Due to the increase in activity generated by population, officers, and services provided to the community, I am requesting two additional Records Clerk positions. ASSIGNED TASKS MARANA POLICE DEPARTMENT RECORDS UNIT: RECEPTION: Calls for service - CUSTOMER Service Windows Interviews for emplovrnent- as demanded (this takes a clerk away from regular duties. Background Checks - we are currently running approximately 20 a week take approximately 20 minutes each. Fingerprints - currently around 25 - 30 a week Prepare Cards Do printing on an as need basis Receive & Receipt Money Money collection: Take in all fees for services. Receipt customers Balance collections Transport funds to Town Finance Department daily Notary Service: MAIL DISTRIBUTION: US mail - receive and distribute to Units and/or individuals Interoffice - receive and distribute to Units and/or individuals (twice a day) REPORT PROCESS: Collect from In Box: Separate Make sure citations are included when necessary Sort by number Log into computer Make folder labels Make folder jackets Insert report into folder jacket Copies to detectives Copies to Auto Theft Task Force QUALITY CONTROL OF REPORTS All reports are read to provide quality control. Check to make sure proper paperwork has been received. Check for Uniform Crime Reports status. Check for readability We currently DO NOT return for proper spelling, word usage or penmanship, (this should be done) Some reports returned to Sgts for officers corrections. Some sent for supplements. DISSEMINATION - THIS IS CURRENTLY TAKING A FULL TIME CLERK TO PROCESS Citations: Approximately 500 a month Copied for Records file Sent to proper court Sort numerically Filed MVA's: State Federal Town of Marana Requests can come from: on a major accident it can be many requests Involved parties Insurance agencies Attorneys DUI's: 2 Copies Town Prosecutors Office Admin Per Se Forms held until lab results are received. Lab Reports - when received Copy to officer and proper court Admin Per Se forwarded to officer to fill in the blood results Completed Admin Per Se forwarded to MVD Chain of Custody to Prosecutor Dispatch: Copies of all reports containing NCIC submittal Town Prosecutor's Office: All misdemeanor charges - 2 copies Reports sent for Attorney Review/Charges as requested by officers Process all subpoenas Receive make 2 copies Submit to Sgts for distribution File I copy Return signed officer copy to Prosecutor's Office Fill requests for: Additional information for cases. Videos tapes, photos, dispatch tapes etc. Historical cases - (may still have a warrant issued) Pima County Attorney's Office All felonies - as requested. Pretrial reports - as requested All supplements, Victim Rights Forms, Chain of Custody, etc. All Auto thefts: Auto Theft Task Force Dispatch Pima County Juvenile Court Center All Juvenile Referrals - fax and US Mail Cases for review Other Agencies: (As requested by officers) Case reports to CPS School Mandatory Reporting has significantly increased the number of reports taken; the reports are forwarded to CPS. Case reports to Adult Protection Case reports Auto Task Force Case reports Regional SWAT Team Case reports Secret Service Reports that are requested by other agencies. Report request form the public: Window service or US Mail Redact Receipted Delivered DATA INPUT: THIS IS THE ONE OF MAIN FUNCTIONS FOR THE RECORDS UNIT All reports are input into the Records management System (Clerk can do approximately 30 a day if short case - this is not adding the narratives which we need to do.) All citations are input into the Records management System (Clerk can do 30 - 40 a day with no interruptions) UCR REPORTS: are run and sent to the state on a monthly basis. DV AND HATE CRIMES: are run and sent to the state on a quarterly basis. STATISTICS: This is very time consuming and complex due to the inefficiency of our system, and no longer having the use of the "FORCE" system it must be researched and completed manually. Provide statistics for: Administration Officers - for grants Community Resource Office Detectives Citizens OFFICER SUPPORT: Provide copies of reports for court. Distribution and logging of blank citations Keep all forms available Train on UCR Codes Train on Priors Make training manuals FORMS: Create & Update Order Keep shelves stocked Copy for use by officers COURT DISPOSITIONS: State mandated report to be completed of each subject booked into correctional facility - we are randomly audited. PROPERTY AND EVIDENCE: Process requests for photos, videos etc. as requested by the courts or individuals. Process Blood results "Chain of Custody" for the prosecutors Work with them on retention files to clean up old property, (pull files and make available for inspection) Process court dispositions for release of property CRIMINAL INVESTIGATION UNIT: Make copy of case reports for detective review and assignment Provide case copies as requested Research back history on person, area, etc. for investigation. (this is a compilation ofreports and incidents used for crime analysis) RETENTION: (This is time-consuming however it needs to be done - right now is not being done.) Mandated by the State - Destruction of Records according to the Town's State approved schedule. OTHER: Committees: Peer Support - Rey Training Committee - Rey Chiefs Recognition and Suggestion Committee - Michele Town's Employee Recognition Committee - Sandy Recruiting Committee - Betty Transcribing - as back-up on as need basis As Assigned RA TIO TO OFFICERS TO CLERKS Last Records Unit position 'Was created in 1999 The number o:f o:fficers increased :from 46 in 1999 to 67 ('With an additional 6 recruits currently in the academy making a total o:f 73) 40 3) :n 10 1999 :noo 2IlO1 ZXJ2 2003 2D4 Year O:fficers Reserve 1999 46 2 2000 51 2 2001 51 2 2002 54 1 2003 57 2 2004 63 2 2005 67 + 6 Recruits 3 MARANA POLICE DEPARTMENT 13291 n. Lon Adams Marana, Arizona 85653 520-682-3321- 520-682-4416 (FAX) Memo Date: October 18, 2005 To: Lt. Bradshaw From: Betty RE: 10 year personnel projection Sir, This projection is for Records Clerks only. These figures are figured on the an average of 1 officer per 400 citizens 1 clerk per 13 officers Records Population Officer Personnel Current 2005 27,000 64 5 Projected 2010 47,000 106 8 Projected 2015 62,000 156 12 In the year 2005-6 there will actually be 64 + 6 cadets totaling to 70 officers. We currently have 4 clerks and 1 supervisor. Records will require additional staff to provide services to for these officers and the additional workload. These figures do not take into consideration the land mass of a community. )>(J) )>o~ )>O~ )> O~ ( "0 0 :::0 ~ II> :::O~II> ;:0 0 II> r: "0 e: mO- mO~ m <AI ..; 0 n )><11> )><lll )> < ~ II> :J II> :J II> :J III -Ql _lll -Ql a.)> 10 10 10 '< '< '< o-~ <I '< N" 00 <I m:J ~ (J)Ql C 0:5' ::;" " c.. 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Nt.. I~ o m I~ Ul AO>t1I t1INN A.......... A - a> t.> 0l0>0> a>Ult.> N U. lD CD f'o - - lD..... - Ulr N A 01..... OINt.> 0-"" Co I~ o.lDOl I~ NNO <OAt1I t.>t.>0 AAO ~"""N ~~ .CD CD _ I~ Ii N. . AON a>AO OlN N O.......N Ol~ N !-NlDA U> lD a>. . I~ o,t.>o. I~ t.>OlN t.>N- <oOt.> lD-a> .....N \ \ \ ~ \g, \ \ , Marana Police Department Officer Activity Comparison 2003, 2004 and projected 2005 * Note 2005 projected figures actual figures CroDl first 10. Last 2 Dlonths are averaged in. Officer Activity 10000 8000 6000 4000 2000 0 2003 2004 2005 . Reports 5546 6137 6786 . Citations 2795 5535 5904 o Offenses 5546 7914 8462 o MVAIS 776 786 838 . DUlls 116 163 210 JOB TITLE: DESCRIPTION: TOWN OF MARANA .. POLICE DEPARTMENT POLICE RECORDS CLERK Process and maintain criminal records information. Receive, process, and distribute information to various agencies, organizations, and the public. Processes civil case subpoenas, civil traffic and accident reports. Maintains and ensures quality control of files daily for the department. Answers and distributes telephone calls, provides lobby assistance, computer data entry, and assists supervisors and other staff as required. JOB REQUIREMENTS: Formal education: requires level of knowledge equivalent to four years of high school or G.E.D. Certificate. Experience in general office clerical work, involving typing, transcription, records maintenance, filing and retrieval, and computer data entry. Experience with the public in the areas of meeting, greeting and serving their needs. FUNCTIONS: This following information is intended to be descriptive of the key responsibilities of the position. These examples do not identify all duties performed by records clerks: 1. Responds to requests from the public and law enforcement/criminal justice community by determining the requestor's right to information, accessing one or more databases and/or manual system, interpreting responses, pulling files, determining the status the case, redacting information, copying files, collecting fees and logging requests: processing information in accordance with current laws, within time constraints, and ensuring correct processing to avoid civil and criminal liability to the department and Town of Mar ana. 2. Processes paperwork completed by police officers and detectives by reviewing fo correct classification as established by federal guidelines, copying and distributing to criminal investigative unit, prosecuting agencies, and other agencies, determining case status according to local, state, and federal guidelines. 3. Indexes information from police reports into manual and automated systems by ensuring completeness and accuracy of the information, compares new entries with existing records, conducts research as necessary, and consolidates files. 4. Performs related duties by processing subpoenas, performing quality control on collision reports to ensure compliance with state and federal guidelines, and assists in training and cross training of personnel. 5. Performs related duties to telephone and lobby assistance for the department, by assisting, other agencies, organizations and the general public in their requests. KNOWLEDGE, SKILLS AND ABILITIES: 1. Knowled1!e of general bookkeeping principles and practices. 2. Knowled1!e of general office procedures of the Police Department. 3. Knowled1!e of card file system and coding system to be used to identify crimes. 4. Knowlede:e of public records statutes and confidentiality requirements of police records ane information. 5. Knowlede:e of police report procedures, practices, and formats. 6. Knowled2:e of authorized persons and extent of information for release. 7. Knowledl!~ of Department computer programs and systems. 8. Sbill in coding and accurately 9. ~in retrieving data and running a variety of reports from the records 10. ~in operating office equipment including computer, copier, and fax machines. 11. Skill in proofreading and editing for grammar and spelling. 12. Skill in typing 50 words per minute. 13. o ~~ MARANA V'~/'.. i '. ,~~/ I" Human Resources Department POSITION: DEPARTMENT: Plans Examiner Building Justification for new staff Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? The Building Services Department currently has two Senior and one Plans Examiner. During the training period of one year for our three new Plans Review Technicians some of the work done by the previous staff has shifted to the Plans Examiner. He has also taken on the responibility of processing plans sent to the Outside Reviewers. As the Outsider Review processing was formerly the Assistant Building Officials the net effect has been to reduce the efficiency of the Plans Examiner. The goal has been to have no plan wait after being assigned to a senior or plans examiner for more than one month to first review comments. Currrently the wait is five to six weeks. Full-time ~ Part-time D Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) The current staff is attempting to maintain the high level of quality in their plans review for which the Town of Marana is known. The effort to maintain review times (unsuccessfully) and quality is having an effect on morale and job satisfaction. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) The reviews from the Outside Reviewers are not and will never be to the standard set for in- house reviews. The citizens of Marana and the home buying public deserve the best construction quality the Building Services Department can obtain. A complete review of building plans for code and coordination is a key part of that service. August to November a total of 24 plans have been sent to Outside Reviewers to relieve the work load on the Senior and Plans Examiner. An estimate of the money lost by the Town of Marana in review fees to the Outside Reviewers is ~ r=-I.~';~ ..,. '. MJ\RANA ~/l, Human Resources Department $24,000. The estimated annual loss would be $72,000, sufficient to pay for another plans examiner. Additionally, with the expected adoption of new codes next spring/summer, and an increase in SFR Model plan review for new subdivisions (which we like to keep in-house), the existing work load is expected to increase. The Ritz Carlton, even if the plan is sent to Outside Review, will require additional staff time. Office accommodation and furniture required. Yes, a complete cubicle with telephone and computer will be required. Budget Implications: Annual Salary: Employee related expenses: $42,400 - $53,000 $12,720 $4,000 NA Office/workspace costs: Other entitlements (car allowance, phone, laptop etc. attach justification) IT associated costs: $2000 $61,120 ~;L -=- 50 ~?o :I- NO~ Total costs for position: Does the department have sufficient resources in the budget for this position? YesD If no, provide justification. As noted above the plans examiner once trained (six months) should be self funding. .+7~ (,..;~~ z:.~ C-Y-2r~,,_ ~. . . 0ff{~<2J J"c.~ t<LLL-Z:;-<. .1D / .' I l.' .,#" ~~ c'" /7 .--7""" ' ". l.{, c,,, C' ,,<..,..o-""C"''''m ,( / /......."1 /..,,-- ,. (/; e "J,~''Vt.4'--Y'_XL-<_'''^-''( [1'~) C,-.,r! V- I ( /{ ''"' ;; '-.-- -;> -~ k~._. :<{:C"' (74t:"i.e::-c...'C'>_,/-) ...;:.2.,(,?~-o '-.''/ ' 1 . /~LL-<--t...~u " ~-_:~~ MARANA ~/l" Human Resources Department PERSONNEL REQUISITION INSTRUCTIONS: This form is required to fill a position. Keep one copy and forward approved copy to the Human Resources Department. A copy will be returned to the initiating Department when position is filled. I Job Title: Plans Examiner Il Department/Location: Building Services Dept., MMC 3 Employment Status: Regular FIT ~ Regular PIT 0 Temporary FIT 0 Temporary PIT 0 Seasonal 0 Start Date - If part time, what hours and days? _ Salary Range:_ If temporary: Dates of Temporary Assignment Advertising request: Check all that apply ~Town of Marana Website DAz League ~ Local newspapers DInternet ad ~ Specific Source Arizona Renublic 4 This Requisition is For: New Position ~ A Replacement 0 Other 5 If This Is a Replacement, Fill In Name of Employee: 6 Reason: 7 Effective Date: ~ Skill Requirements: ~ High SchoollEquivalent: IU College: II Certification: I. Other: Read Plans, Detail ~ 0 Plan Review Residential Plan Review Residential or Oriented, Good or Commercial within Commercial within one Written and Verbal one year of hire. year of hire. Preference Communication Preference given for given for current ICC or current ICC or Legacy Legacy certification(s). certification(s). Ii Degree, Major, Specific Training: Previous experience reviewing plans desired. ~ ~.. MMANA ~~/l, Human Resources Department Scope of Work. (List 6-8 bullet points and attach updated/current position description): . Works cooperatively with other members of the Building Services Department, other Town of Marana departments and divisions, other agencies and reviewers and the public to process permits. . Reviews residential and commercial plans for code compliance and coordination. . Maintains paper records while reviewing the permit submittal. . Maintains electronic records of permit review status, permit activity and calculates permit review and inspection fees. . Assists the Town of Marana staff, other agencies, owner and plan preparers and the public with code and procedural questions. . Provides time, assistance and input to Town of Marana staff to increase the level of knowledge for all employees. . Participates in training, code organizations and other activities during and outside normal business hours. . Works as directed under the supervision of the Assistant Building Official. 15 Personnel qualifications (special training/experience required, provide 6-8 requirements): . Two years of experience as a (building, plumbing, mechanical or electrical) plans examiner or three years of experience as a (building, plumbing, mechanical or electrical) field inspector or five years of experience in a construction trade above a laborer classification or four years of experience as a construction superintendent or a registered architect/engineer or a graduate architect/engineer may substitute two years of trade or superintendent experience or a graduate in Construction Management may substitute two years of trade or superintendent experience. . Have or obtain an ICC or a Legacy certification in a plans examination certification in the first year of employment. . Preference will be given to applicants with ICC or Legacy certifications. . Demonstrate plan review knowledge in all disciplines. . Demonstrate good verbal and written communications. . Demonstrate customer service skills. . Have sufficient computer skill to maintain records in permit tracking software and compose comment letters or other correspondence as required. Approved by: Department Head (if applicable) Requested by: Hiring Manager Additional Approval: Town Manager (if applicable Town of Marana Job Description Job Code: 0460 Plans Examiner (Eligible for Overtime) Definition: Under limited supervision, reviews plans and specifications for residential and commercial building and assists the Building Official in interpreting codes. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.) Tasks: Performs building plan reviews of complex commercial and residential structures; performs plan reviews of existing buildings for change of use or occupancy for compliance with codes and ordinances; documents and records results of plan reviews and related public contact requirements, whether verbal, in person, in writing or over the phone; assists staff with code interpretation and code issue resolution. Confers with architects, engineers, builders, contractors and the general public regarding standards or compliance with codes and ordinances; answers questions and provides information about plan submittal, plan review, corrections, construction site inspections, and code regulations; prepares reports and writes code interpretation memorandums; prepares recommendations for revisions to Town codes, ordinances, and local regulations. Performs other related, similar or logical duties as assigned or required. Supervision Exercised: None Knowledae. Skills. Abilities and Other Characteristics: Knowledge of standard building, plumbing, electrical and structural building codes including ADA accessibility requirements. Knowledge of Town building and zoning codes. Knowledge of the practices and techniques involved in plan review. Knowledge of the principles and practices of building architecture. Knowledge of the Town of Marana general plan. Skill in supervising skilled inspectors and scheduling their work. Skill in scheduling and conducting building inspections on residential and commercial buildings. Skill in interpreting and enforcing zoning ordinances. Skill in establishing effective working relationships with builders, contractors, Town staff and the public. Skill in communicating effectively with builders, contractors, developers, Town staff and the public. Skill in using office equipment including personal computers, permitting software, and faxes. Skill in working in an environment subject to interruptions and changing priorities. Qualifications: Graduation from a high school or GED and six years of building inspection and plans examining with a municipal building department; registration as an Architect or Engineer with the State of Arizona may substitute for four years of the experience. Special Reauirements: Plans Examiner certification. Possession of a valid and appropriate driver's license when required for job-related duties. 1 Town of Marana Job Description Job Code: 0460 Plans Examiner (Eligible for Overtime) Workina Conditions: Work is performed in a normal office setting. Noise level is moderate, primarily from office machines. The physical 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 disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk to hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is often required to walk short distances, sometimes over uneven terrain. Hazards: No perceptible hazards. Selection Guidelines: Formal application; rating of education and experience; oral interview and reference check; job-related tests may be required. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the Town and the requirements of the job change. Workers' Compensation Code: 9410 EEOC Code: 2 Salary Range: 55 Effective dateldate of last revision: April 2001 2