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HomeMy WebLinkAbout02/06/2007 Blue Sheet Water Department Position Reclassifications TOWN COUNCIL MEETING INFORMATION MEETING DATE: TOWN OF MARAN A February 6, 2007 AGENDA ITEM: I. 5 TO: MAYOR AND COUNCIL FROM: Regina Fleming, Human Resources Director SUBJECT: Relatin2 to Personnel: approving and authorizing reclassifications oftwo current positions within the Water Department DISCUSSION: The following is a proposal to reclassify two positions in the Water Department. The current Executive Assistant would be reclassified to Utility Technology Coordinator and the current Of- fice Support Clerk would be reclassified to Customer Service Clerk. Reclassification of the Ex- ecutive Assistant would eliminate that position and create the new position of Utility Technology Coordinator. Reclassifying these two positions allows the department to utilize the skills, talents and knowl- edge of current staff without adding additional personnel. These positions require a high degree of customer service skills and/or specialized knowledge of software unique to the Water De- partment. The Water Department's services are impacted by the continued commercial and residential growth, as well as the loss of a key employee. By reorganizing personnel and not back filling the position of utility field supervisor which currently is vacant, this proposal will result in annual salary savings in excess of$39,000 for the department. Estimated budget impact of the two reclassifications: Office Support Clerk: $28,298, includes salary and benefits; reclassified to Customer Service Clerk: $34,480, includes salary and benefits. Budget impact is $6,182. Executive Assistant: $39,010, includes salary and benefits; reclassified to Utility Technology Coordinator: $45,240, includes salary and benefits; budget impact is $6,230 Total Annual Costs for above positions: $79,720 Fiscal Year Impact for the remainder of the year: $4,138 {OOOOO IOO.DOC I} RF A TT ACHMENT(S) Position descriptions and justifications for each position. RECOMMENDATION Staff recommends authorization to reclassify the Executive Assistant to Utility Technology Co- ordinator and the Office Support Clerk position to Customer Service Clerk. SUGGESTED MOTION I move to approve the recommended reclassifications. -2- Human Resources Department Justification for new staff Position Title: UtilityTechnology Coordinator Department: Water 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. [2] New Position o Additional staff for existing position o Other (explain) Do you expect to fill the position with a current employee? [2]Yes 0 No If so, do you expect the resulting vacant position to be backfilled 0 Yes [2] No Full-time [2] Part-time 0 Exempt[2] Non-Exem ptD 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.? This position will fill the need of a lead person for CarteGraph. The position also will assist with the operation and maintenance of Telemetry software; monitor data and analyze information for troubleshooting; and work with GIS to ensure accuracy of detail on all water system infrastructure. Further, it will coordinate with other Town departments, developers and landowners to track new development as it pertains to the Town's water system to ensure all infrastructure requirements are met. As growth continues at a rapid pace, it demands the expanded development of personnel who have the skills and knowledge to track, analyze and oversee this data. 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 positon does require a high degree of specialization. The department has a staff member who can very adequately provide the specialization to maintain the integrity and continuity of the information for the department. Currently, the department does not have anyone that is responsible for the duties and tasks of this positon, yet as there is new commerical Human Resources Department and residential growth in the Town, it is necessary the Water Department position itself to have and track this information. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) Yes; the increased workload the department is experiencing because of commerical and residental expansion, and recent personnel changes in the department, put us in jeopardy of a loss services which are vital to the department and Town. Reorganizing personnel and utilizing the skills, talents, and knowledge of present staff will actually result in the department realizing salary savings from this reclassification. Office accommodation and furniture required. none Human Resources Department Budget Implications: ITEM Associated Cost Annual Salary: 34,800 Employee related expenses: (30% of salary) 10,440 Office/workspace costs: 0 Other entitlements (car allowance, phone, laptop etc. attach justification) 0 IT associated costs: 0 Total costs for position 45,240 Does the department have sufficient resources in the budget for this position? Yes[8J NoD If no, provide justification: *Note: please provide a separate addendum with quantifiable data to show workload increase if applicable. Human Resources Department Addendum A The overall salary and benefits difference between the current Executive Assistant position to the new recommended classification of Utility Technology Coordinator is the $6,230. However, the department's ability to reorganize current personnel to utilize existing skills and knowledge will result in substantial salary savings to the department of over $39,400. It also allows the department to retain key personnel and to continue to support professional development of current employees. Town of Marana Job Description Job Code: Utility Technology Coordinator (Eligible for Overtime) Definition: Under the general supervision of the Utility Administrator, performs new development review to identify the infrastructure requirements of developers or owners for new development being proposed in the Town water system. Coordinate with Planning and Public Works/Engineering to insure that the Water Department is included in all planning and meetings for new development in the Town water system. Provide telemetry support and maintenance for the Department. In coordination with GIS Department direct, implementation and operation of Cartegraph. Ensure all infrastructure for the water system is in GIS and update as the system grows. 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: Ensure accuracy of Cartegraph data for the Department. Assist with the operation and maintenance of Telemetry software; monitor data and analyze information for troubleshooting. Review GIS mapping and ensure accuracy of detail on all water system infrastructure. Coordinate with other Town departments, developers and landowners to track new development as it pertains to the Town's water system to ensure all infrastructure requirements are met; attend application meetings. Assist to ensure the accuracy of the utility billing. Assist in gathering data to support the department's annual budget preparation. Assist in the preparation and distribution of the annual Water Quality Report. Perform a variety of administrative support tasks for the Utility Administrator; organize and maintain files and records; provide follow up on pending issues/concerns; assist with drafting and preparing general and specialized correspondence. Performs other related, similar or logical duties as assigned. Supervision Exercised: None Knowledae. Skills. Abilities and Other Characteristics: Knowledge of Town code, ordinances and applicable state statues pertinent to water. Knowledge of accounting, bookkeeping and office management principles and practices. Able to clearly and accurately provide about department/project functions and statistical information to other Town staff and government entities and outside agencies, and the general public. Able to plan and coordinate work activities. 1 T own of Marana Job Description Job Code: 02112 Utility Technology Coordinator (Eligible for Overtime) Able to operate computer terminals and utilizing specialized software applications. Ability to effectively communicate orally and in written form. Able to establish and maintain effective working relationships with Town personnel, outside agencies and the general public. Ability to meet attendance schedule with dependability and consistency. Ability to work under pressure while maintaining a positive and helpful attitude. Strong organizational skills with the ability to handle multiple tasks. Ability to maintain confidentiality and security in all department business operations. Qualifications: Bachelor's degree in Business Administration, Public Administration or related field plus (3) three years office management experience or any combination of education and experience that fulfills the desired knowledge, skills and other characteristics stated. Special Reauirements: Possession of a valid Arizona driver's license required for job-related duties. 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 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 the requirements of the job change. Workers' Compensation Code: 8810 EEOC Code: 4 Salary Code: 46 Effective date/date of last revision: December 2006 2 Water Department Salary Savings On Proposed Position Changes Current salary Superintendent Supervisor Executive Assistant Office Support Clerk TOTAL 56,139.20 43,534.40 30,992.00 21,777.60 152,443.20 (will not be back filled) (request reclassification) (request reclassification) )posed salary Superintendent Utility Technology Coordinatol Customer Service Clerk TOTAL 51,661.00 34,800.00 26,523.00 112,984.00 39,459.20 \RY SAVINGS Town of Marana Job Description Job Code: 02115 Customer Service Clerk (Eligible for Overtime) Definition: Under direct supervision, performs a variety of customer service and clerical/office support for one or more programs/functions. 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: Greets and assists customers with payments, questions and complaints; answers phone calls and responds to customer complaints and inquiries; provides information about department/project functions to other Town staff, outside agencies, and the general public. Uses utility billing software to track account information, payments, credits, debits, meter reading and print statement; collects past due bills. Prepares and maintains project files and basic spreadsheets of department/project statistical information; Performs general office duties such as preparing letters, memos and meeting minutes, filing, copying, faxing and similar clerical tasks. Assists in budget preparation; maintains expense tracking, including inventory levels of office supplies and materials; orders inventory stock items and initiates purchase orders of non-stock items; Assists other staff members with general office and secretarial tasks. Assists staff by running errands as needed. Performs other related, similar or logical duties as assigned or required. Supervision Exercised: May oversee volunteers, student workers or interns. Knowledae. Skills. Abilities and Other Characteristics: Extensive knowledge and experience in providing excellent customer service. Working knowledge of accounting and bookkeeping practices and procedures. Working knowledge of standard office management practices and principles. Working knowledge of computers and electronic data processing. Skill in handling stressful situations in a professional manner. Skill in preparing Excel spreadsheets and maintaining a variety of records, reports and basic correspondence. Skill in operating a variety of office equipment and tools. Skill in establishing and maintaining effective working relationships with other Town department personnel, outside agencies and the general public. Skill in working effectively in an environment subject to quickly changing priorities, and frequent interruptions. Ability to work with individuals who can be hostile or uncooperative in their communication. Ability to make sound decisions. Ability to maintain confidential department and project information. Ability to communicate effectively orally and in writing. Ability to meet attendance schedule with dependability and consistency. 1 T own of Marana Job Description Job Code: 02115 Customer Service Clerk Qualifications: Experience equivalent of three years as full-time customer service representative; one year accounting and bookkeeping preferred. Completion of a post high school course/program in Office Management, Bookkeeping, Customer Relations, or closely related area may substitute for one year required 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 moderate (primarily from office equipment). 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 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: 35 Effective date of last revision: January 2007 2 Human Resources Department Justification for reclassification of current position Current Position Title: Office Support Clerk Proposed Reclassification Title (if changing) Customer Service Clerk Current Range (grade) 27 Proposed Range (grade) 35 Department: Water Introduction To reclassify a current staff position, the supervisor of the unit or the department manager must submit a request to reclassify 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 accommodate the reclassification of the current position. Do you expect to fill the position with a current employee? r8JYes 0 No Full-time r8J Part-time 0 Exempt 0 Non-Exem ptr8J Process: Provide information relevant to the request to reclassify the position: What new tasks and/or responsibilities are associated with the position that would warrant the reclassification? This reclassification of the Office Support Clerk will pick up duties left by the reclassification of the Executive Assistant to Utility Technology Coordinator, as well as an increased workload from the growth of the Town's customer base. Does this position require a higher degree of specialization, education or certification that the existing classification does not have? Please list (If so, explain) It is essential the individual in this position have strong mathematical skills and the ability to pay close attention to detail and accuracy. Additionally, this position deals directly with the department's customers and must have the ability to provide excellent customer service while at times dealing with difficult and/or hostile individuals. Are the department services in jeopardy without the reclassification of the current position? (if so, explain) The Water Department is currently working an employee out-of-c1ass to ensure on-going services to its customers. Should the reclassification request not be approved, the department will not have sufficient staff resources, and services and revenues could be jeopardized. - 1 - Human Resources Department Budget Implications: ITEM Net Incremental Costs Annual Salary: 26,523 Employee related expenses: (30% of salary) 7,957 Total costs for position 34,480 Does the department have sufficient resources in the budget for this position? Yes[8] NoD By reclassifying the Office Support Clerk position to Customer Service Clerk, the overall budget impact for the department is insignificant at $6,169, the funding difference between the two classifications with benefits. However, the negative impact if the position is not approved could be much greater in lost revenue and reduced customer satisfaction. If no, provide justification: - 2 -