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HomeMy WebLinkAboutMaintenance Services 2 « r , Pont`° STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT June 17, 1997 TO: Mayor and City Council FROM: James S. Dale, Administrative Services Director BY: Gary W. Rogers, Human Resources Manager SUBJECT: REPORT AND RECOMMENDATION TO ESTABLISH POSITION CLASSIFICATIONS — MAINTENANCE CONTRACTS OFFICER AND WATER SERVICES OFFICER SUMMARY As part of the City's ongoing effort to maintain a current classification and compensation plan a number of positions have been re-evaluated and the results are presented to the City Council for consideration. DISCUSSION Maintenance Contracts Officer The proposed FY 1997-98 budget includes the establishment of a Maintenance Contracts Officer position to administer the City's landscape, parks and tree maintenance, street light and traffic signal maintenance, and custodial services contracts. The Maintenance Contracts Officer will be assuming some of the duties of the Parks Superintendent position which is being eliminated in the budget. The proposed change will reduce City expenditures and a classification will be established that accurately reflects the City's current needs. The position will administer contracts for services provided by contractors, consultants and outside agencies. As the utilization of contractors to perform maintenance activities in the City has increased, so to has the need to have a staff person fully dedicated to monitor and ensure full contract compliance. The classification description delineating the duties and responsibilities of the new position is attached for Council consideration. The position requires three years of related design, installation and maintenance experience involving planning and administering programs for medians and park landscaping, traffic signals, street lights and building maintenance. Municipal experience is highly desirable. ,i/7 re e n,, . / /nLI . June 17, 1997 Page 2 The proposed salary range for the management position of Maintenance Contracts Officer is $3405-4139 per month. Establishment of the position at this range is expected to result in a salary savings of over $15,000 in FY 1997-98. Water Services Officer Currently a Management Analyst is assigned to the Water Division of the Maintenance Services Department . The incumbent is performing duties that have, over time, become specialized in the field of water operations management. To appropriately reflect the duties and responsibilities of the position, it is proposed to re-title a Management Analyst to Water Services Officer. The proposed title change is consistent with the revision to other Management Analyst titles, such as Transportation Services Officer and Community Relations Officer. The incumbent in the position performs complex professional duties including administration of the Water Quality Program, Water Conservation Program, Title 17 Cross-Connection Program, and the City's Water Quality Sampling Program. Other duties include providing water information to the public, coordinating water purchases by the City, submitting water reports to State and local agencies, representing the City at water-related meetings, and monitoring water legislation. The position requires three years of increasingly responsible water-related administrative experience and a Bachelor's Degree in Public Administration, Business Administration, Environmental Science or a related field. The proposed salary for the re-titled position is $3405-4139 per month (the current salary for the incumbent Management Analyst). HUMAN RESOURCES COMMISSION The Human Resources Commission approved the proposed classification changes at their May 8, 1997 meeting, and forwards a recommendation for approval to the City Council. Originally staff had recommended that the new "contracts" position be titled Contracts Administration Officer. The Commission expressed that a different title was needed and gave staff the latitude to develop a more appropriate title and take the item to the City Council for consideration. After reviewing the matter further, staff is recommending a title of Maintenance Contracts Officer. FISCAL IMPACT The elimination of the Parks Superintendent classification and the establishment of the Maintenance Contracts Officer classification are expected to reduce City expenses an estimated $15,000 in FY 1997-98. There is no fiscal impact associated with changing the title of a Management Analyst to Water Services Officer. olr✓ 'ftrO June 17, 1997 Page 3 RECOMMENDATION It is recommended that the City Council establish the position of Maintenance Contracts Officer and re-title a Management Analyst to Water Services Officer. APPROVED: William R. Kelly, City Manager Attachments • CITY OF ARCADIA APPROVED BY HUMAN RESOURCES COMMISSION 5/8/97 APPROVED BY CITY COUNCIL MAINTENANCE CONTRACTS OFFICER - DEFINITION Under general direction, to prepare, review, implement and administer contracts for landscape, parks and tree maintenance, street light and traffic signal maintenance, and custodial services; to advise and make recommendations regarding contract issues; and to perform related duties as assigned. RESPONSIBILITIES Exercise independent judgment in recognizing and resolving problems which deal with policy and procedural matters. Exercise initiative and independent action in the completion of tasks required for the efficient and effective operation of the City's maintenance contracts and programs. Evaluate work methods and operations for maintenance contracts and recommend changes to increase the effectiveness of each contract to meet City standards and objectives. May direct and supervise clerical, skilled, semi-skilled and unskilled staff. EXAMPLES OF DUTIES Administer contracts for services provided by contractors, consultants and outside agencies. Evaluate, develop and initiate procedures for the supervision of various maintenance contracts. Develop policies and establish procedures for contract services. Prepare specifications and bid documents for maintenance contracts including but not limited to landscape, park, and tree maintenance, street light and traffic signal maintenance, and custodial services. Review plans, specifications and maintenance activities for various maintenance programs/projects. Maintenance Contracts Officer Page 2 Perform plan checking of related projects. Inspect parks, right-of-ways, greenbelts and other planted or forested areas, traffic signals, street lights and other City-owned facilities for maintenance work. Inspect City buildings and other public facilities for custodial work. Select trees for planting and diagnose tree problems and diseases. Supervise the planting and removal of trees. Monitor and respond to citizen complaints and requests. Prepare and administer budget funds for contract services. May represent the Maintenance Service Department and the City at various meetings including City Council meetings. May make oral presentations to various organizations, community and public groups. May supervise clerical, skilled, semi-skilled and unskilled staff, direct staff training and development, and review and evaluate employee performance. Perform related duties as required. DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES Knowledge of: Knowledge of and experience working with municipal contract services. Principles of contract administration and project management. Budget preparation and procedures. Research and evaluation methods and report writing skills. Statistical preparation and analysis. • Maintenance Contracts Officer Page 3 Computer applications. Principles of supervision, training, employee development and performance evaluation. Ability to: Analyze and compile technical and statistical data and prepare comprehensive reports. Communicate clearly and concisely, both orally and in writing. Effectively resolve problems with citizens and local groups. Properly interpret and make decisions in accordance with applicable laws, regulations, and policies. Establish and maintain effective working relationships with other employees and the public. ; Direct, supervise and evaluate staff. DESIRABLE EXPERIENCE AND TRAINING Experience: Three years of related design, installation and maintenance experience involving planning and administering programs for medians and parks landscaping, traffic signals, street lights and building maintenance. Municipal experience is highly desirable. Education: Equivalent to a Associate's Degree in Horticulture, Landscape Architecture, or a related field. Possession of a Certified Arborists, Pest Control Advisor and/or Certified Irrigation Auditor License(s) is desirable. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. Maintenance Contracts Officer Page 4 LICENSES/CERTIFICATES REQUIRED - Valid Class "C" California Driver's License . SPECIAL REQUIREMENT Overtime Assignment/Emergency Recall: Employee will be required to respond to emergency calls after hours, accept periodic overtime assignments, and perform related duties deemed necessary by the Department. PHYSICAL ACTIVITY REQUIRED A significant amount of time is spent sitting, standing and walking on a daily basis; occasionally time is spent lifting 0-25 pounds on a weekly basis; occasionally time is spent kneeling, crouching, stooping, squatting, and climbing on an as needed basis. WORKING ENVIRONMENT A moderate amount of time is spent working outdoors on a weekly basis; the incumbent may be exposed to extreme heat on a weekly basis; the incumbent may occasionally be exposed to vibration, confined working spaces, chemicals and mechanical hazards. CITY OF ARCADIA APPROVED BY HUMAN RESOURCES COMMISSION 5/8/97 APPROVED BY CITY COUNCIL WATER SERVICES OFFICER DEFINITION Under general direction, to perform complex professional water administration duties; to design, coordinate, supervise and administer the City's water services programs; to advise and make recommendations regarding water issues; and to perform related duties as assigned. RESPONSIBILITIES Administer the City's Water Quality Program. Administer the City's Water Conservation Program. Administer the City's Title 17 Cross-Connection Control Program. Oversee the City's Water Quality Sampling Program. Exercise judgment in recognizing and resolving problems which deal with policy and procedural matters. Coordinate preparation and monitoring of department budget. May direct and supervise professional, technical and clerical staff. EXAMPLES OF DUTIES Review practices and procedures for compliance with Federal, State and local laws and regulations for the Title 17 Cross-Connection Control Program, and the Water Quality and Water Conservation Programs. Gather data and prepare reports to Federal, State and local agencies in compliance with regulations of water programs. Prepare, recommend and implement revisions and amendments to ordinances and resolutions relating to water quality, water conservation, cross-connection control, water rates, and other water-related issues. Prepare information for dissemination to the general public regarding water conservation and other water programs. Prepare and distribute notices to property owners to ensure timely testing of cross- connection control devices in accordance with Title 17. Water Services Officer Page 2 Address customer inquiries on water quality, water conservation and billing inquiries. Consult with and advise City staff regarding water quality, water conservation, cross-connection control program, water rates and budget and capital improvement program issues. Coordinate emergency preparedness activities for water-related services. Prepare data for the Water Division's Annual Report, water rate studies, and water consumption statistics. Prepare water production and well level reports for submittal to State and local agencies. Coordinate water purchases by the City. Monitor proposed water legislation. Coordinate preparation and monitoring of the department budget. Direct, conduct, and make recommendations on special studies. Prepare and present written and oral reports regarding Division issues. Develop and establish work methods and standards. May represent the Maintenance Services Department and the City at various meetings, including City Council meetings. May make oral presentations to various organizations, community and public groups. May supervise professional, technical and clerical staff, direct staff training and development, and review and evaluate employee performance. Perform related duties as required. fir' Water Services Officer Page 3 DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES Knowledge of: - Principles and practices of water administration, including methods and techniques used in water quality, conservation, rates, production, purchases and cross- connection control. Federal, State and local laws, regulations and ordinances related to all aspects of water related matters. Research and evaluation methods and report writing procedures. Budget preparation and procedures. Computer applications. Principles of supervision, training, employee development and performance evaluation. Ability to: Recognize, design, develop and implement water related programs suited to the needs of the organization. Interpret and explain water related policies and procedures. Analyze and compile technical and statistical data and prepare comprehensive reports. Prepare reports, brochures and information for City use and public distribution. Operate micro-computers. Communicate clearly and concisely orally and in writing. Properly interpret and make decisions in accordance with applicable laws, regulations, and policies. Conduct work in a safe manner in accordance with established policy. Establish and maintain effective working relationships with other employees and the public. Direct, supervise and evaluate staff. Water Services Officer Page 4 DESIRABLE EXPERIENCE AND TRAINING Experience: Three years of increasingly responsible water related administrative experience. Specific water experience in a public sector agency is highly desirable. Education: Equivalent to a Bachelor's Degree in Public Administration, Business Administration, Environmental Science, or a related field. A combination of equivalent experience and training that would provide the required skills, knowledge and abilities would be qualifying. LICENSES/CERTIFICATES REQUIRED A Water Treatment Operator's Certificate issued by the State of California Department of Health Services, Grade II or higher. Valid Class "C" California Driver's License may be required. PHYSICAL ACTIVITY REQUIRED A significant amount of time is spent sitting on a daily basis; a moderate amount of time is spent standing and walking on a daily basis; occasionally time is spent kneeling, crouching, stooping, squatting, and lifting materials 0-25 pounds. WORKING ENVIRONMENT The incumbent may occasionally be exposed to extreme noise and time may be spent working outdoors on an as needed basis.