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HomeMy WebLinkAboutItem 1d - Revisions to Existing Classification Specification DATE: September 1, 2015 TO: Honorable Mayor and City Council FROM: Hue C. Quach, Administrative Services Director By: Jeannette Flores, Human Resources Administrator Stephanie Luu, Human Resources Analyst SUBJECT: REVISIONS TO THE EXISTING CLASSIFICATION SPECIFICATION FOR HUMAN RESOURCES TECHNICIAN AND NEW CLASSIFICATION SPECIFICATION FOR BUYER AND PURCHASING OFFICER Recommendation: Approve SUMMARY To improve operational efficiency and to ensure employees are meeting and performing duties accurately reflected in their job specification, the Administrative Services Department is proposing minor adjustments to the classification specification for Human Resources Technician and proposing to create a flexible staffing position of Buyer and Purchasing Officer. The proposed changes were approved by the Human Resources Commission on August 13, 2015. It is recommended that the City Council approve revisions to the existing class specification for Human Resources Technician and the new classification specification for Buyer and Purchasing Officer as a flexible position in the purchasing series. DISCUSSION Human Resources Technician The Human Resources Technician performs professional and technical work related to a variety of confidential and complex Human Resources functions. The position was recently vacated and this has provided an opportunity to update its job specification to better reflect the position’s current responsibilities before posting an employment flyer to recruit for this position. The position was established in 1999 and, since then, the class specification has not been modified to include additional duties that have emerged in Human Resources. Revisions to the Classification Specifications for Human Resources Technician, and Buyer and Purchasing Officer September 1, 2015 Page 2 of 4 The proposed modifications are mainly in the Definition and Minimum Qualification sections. The current specification definition includes, “professional and technical work related to recruitment, testing, position classification, compensation, employees benefit and employee relations.” However, this position has evolved to include other responsibilities in Human Resources such as Workers Compensation and Risk Management. To more accurately reflect the duties of this position, it is recommended to add additional job descriptions that incorporate those areas by including, “employee training and development, workers compensation, and risk management” To the definition. The other key area for modification is with the Minimum Qualification section. In the past, the workload for this particular position could be performed by a generalist and would not require someone to have Human Resources experience. However, the specialized skills needed from this position has increased due to regulatory requirements that require employers to include specialized training and development pertaining to Non-Harassment and Discrimination, Cal-OSHA Health and Safety efforts, and California Workers Compensation laws. As a result of the increasingly complex responsibilities, it is recommended that the existing minimum qualifications require Human Resources experience. The current minimum qualifications section states, “Two years of increasingly responsible technical or secretarial experience preferably in a personnel department.” It is recommend that it be changed to, “Two years of increasingly responsible technical or secretarial experience in Human Resources.” The recommended changes would be comparable to the minimum qualifications required by surrounding cities. It would also help the Department appoint a candidate, who holds a combination of education and experience, to easily transition to performing the professional and technical work required of the Human Resources Technician. Buyer/Purchasing Officer In an effort to improve operational efficiency, the Administrative Services Department is proposing to create a flexible staffing position of Buyer and Purchasing Officer. The recent retirement of the former Purchasing Officer has provided an opportunity for the Department to re-evaluate the needs of the organization and also put in place a strategy to complement the succession planning of the City. The City’s Purchasing Division is decentralized wherein administrative support is provided as opposed to a full centralized functioning division that handles all aspects of purchasing and inventory controls. With centralized purchasing, there would be a need for higher level of staffing, such as the Purchasing Manager, Purchasing Officer, Buyer, and Purchasing Technicians to provide the full range of complex services to the City. Revisions to the Classification Specifications for Human Resources Technician, and Buyer and Purchasing Officer September 1, 2015 Page 3 of 4 Based on the size of the City’s budget and ongoing purchasing demands, it would not be efficient or economically feasible to operate with centralized purchasing. Each City department has been able to administer and coordinate purchases for their respective department’s needs. The Purchasing Division has provided guidance and support when there are complex tasks which call for administrative support, such as putting together bid specifications or requests for proposals that comply with Federal, State, and local purchasing codes and regulations. The City has operated in this “decentralized” capacity for many years and its streamline structure has been suitable for the organization. Because the Purchasing Division is a one-person operation, there is currently very little opportunity for growth in the position once appointed or to transition from another position in the organization into this function. To remedy this, the job specification of the Buyer position is presented for approval, which will create a flexible staffing series in the Purchasing Division. This is in accordance with the City’s Personnel Rules and Regulations, where the use of flexible staffing classifications is intended to make the process of responding to needs in department operations more efficient and timely. Flexible staffing classifications allow department heads to advance employees from the entry-level classification in a flexible staffing series to a higher-classification without conducting a recruitment process, when the department head determines that there is a need to warrant the filling of the higher-level flexible staffing classification. The approval of the new job specifications for the Buyer will not add an additional body to the Purchasing Division. The new classification will simply provide flexibility and address the succession plan for the Purchasing Division in the event of a future vacancy. The Buyer position will be an entry level position in the purchasing series. This position would usually perform most of the duties required at the Purchasing Officer level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgement. The Purchasing Officer is a journey level position in the series requiring the performance of the full range of duties as assigned, working independently and exercising judgement and initiatives. Some of the responsibilities would include reviewing technical specifications, components, equipment, and in some instance forecasting of upcoming demands. This position receives only occasional instruction or assistance as new or unusual situations arises, and is fully aware of the operating procedures and policies of the purchasing field. Classified under the Mid-management group, this position may also include wider supervisory or managerial responsibilities. Additionally, based on a comparative survey of the surrounding cities for the qualifications similar to the position of Purchasing Officer, the Administrative Services Department is recommending that this position’s educational qualification change from, “equivalent to an Associate’s degree,” to “equivalent to a Bachelor’s degree” with major course work in accounting, business administration, public administration, or a Revisions to the Classification Specifications for Human Resources Technician, and Buyer and Purchasing Officer September 1, 2015 Page 4 of 4 related field. The change to this requirement is applicable to this managerial position, as key requisites to successfully perform call for strong oral and written communication skills, the ability to interpret and analyze data, have good business sense, and able to interpret rules to ensure compliance of Federal, State, and Local agency procurement guidelines. FISCAL IMPACT The proposed changes to the existing classification specifications and the approval of the new classification of Buyer have no fiscal impact. Depending on how the current vacancy is filled, there may be savings. The Purchasing Officer position was budgeted at the salary range of $5,830/month to $7,282/month. The newly approved specification of a Buyer would be compensated at a lower salary range of $4,669/month to $5,830/month. RECOMMENDATION It is recommended that the City Council approve revisions to existing classification specification for Human Resources Technician and the new classification specification for Buyer and Purchasing Officer as a flexible position in the Purchasing Series. Attachments – Human Resources Technician Classification Specification Buyer/ Purchasing Officer Classification Specification CITY OF ARCADIA HUMAN RESOURCES TECHNICIAN DEFINITION Under direction, to perform professional and technical work related to recruitment, testing, position classification, compensation, employee benefits, employee training and development, workers compensation, risk management and employee relations; to participate in the development and implementation of personnel policies and procedures; to provide administrative and technical support; and to conduct special studies in the field of personnel administration. SUPERVISION EXERCISED Exercises no supervision. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Prepare and assist in Ddeveloping and administering standardized employment exams, performance tests, and oral boards; compute scores and assist in establishing passing points and eligibility lists; act as coordinator in the assignment and review of assigned recruitment processes. Assist in Cconducting outreach recruitment efforts for open positions including identification of sources for advertising, posting of vacancies and analysis of labor market and classification statistics. Review class specifications, consult department head or representative, determine recruit- ment/selection plan, and recommend plan to Human Resources and Risk ManagerAdministrator. Analyze statistical reports and other data using knowledge of job requirements, valid selection processes, and legislation concerning fair employment practices. Assist in mMonitoring employee group insurance programs; process new enrollments and enrollment changes on group insurance programs; explain total employee benefit program to new employees. Conduct orientations and exit interviews. Develop, compile, and analyze statistical data and surveys including salary and benefit surveys. Provide information to employees and the public on policies, procedures, benefits and other personnel or risk management related matters. Assist in staffing the Human Resources public counter. 172 City of Arcadia Human Resources Technician (Continued) Independently compile information and prepare reports; monitor computer data output for accuracy; make changes and adjustments as required. Develop forms and procedural manuals. Prepare and file EEO reports on behalf of the City. Participate in a variety of studies; collect, monitor, and analyze data; tabulate information and prepare statistical reports. Prepare, maintain, and process various personnel, risk management documents and reports; input and retrieve a variety of complex data and information regarding personnel administration using a computer terminal. Receive, compile, and organize information for the preparation of correspondence, documents, and reports as assigned; provide administrative and technical support; draft, type and prepare a variety of correspondence, confidential records, memoranda, bulletins, classification specifications, statistical reports, and other documents; maintain confidentiality of information. Coordinate employee training and educational benefits and monitor mandated training requirements. Respond to and conduct employment verifications both verbal and written. Assist in the administration of the City’s workers’ compensation program including receiving and reviewing claims forms, processing claims, and closing claims. Assist in the preparation and distribution of agenda for the Human Resources Commission and Safety Committee. Attend, participate in, and take minutes for safety meetings. Assist with safety inspections. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Basic principles and practices of personnel administration. City of Arcadia 173 Human Resources Technician (Continued) Pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures affecting personnel and salary placement. Principles and procedures of transcript evaluation. Basic principles and practices of statistical analysis and research. Principles and procedures of record keeping. Modern office practices, methods, and computer equipment. Principles of business letter writing and basic report preparation. Principles and practices used in dealing with the public. Alphabetical, numerical, and subject matter filing systems. Basic mathematical principles. City of Arcadia Human Resources Technician (Continued) English usage, spelling, vocabulary, grammar, and punctuation. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment. Type at a speed of 50 words per minute and enter data at a speed necessary for successful job performance. Operate a motor vehicle safely. Ability to: Perform responsible and difficult technical and clerical personnel work involving the use of independent judgment with accuracy and speed. Respond to requests and inquiries for information regarding personnel policies and procedures. Interpret and apply pertinent policies, procedures, laws, and regulations. City of Arcadia 174 Human Resources Technician (Continued) Prepare and maintain accurate and complete records. Respond to requests and inquiries from the general public. Independently compose correspondence and memoranda. Collect, compile, and analyze data and information. Prepare clear and concise reports. Meet and deal tactfully and effectively with the public. Maintain confidentiality of employee information. Maintain and prepare complex, extensive, and confidential records and reports. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. City of Arcadia Human Resources Technician (Continued) Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Experience: Two years of increasingly responsible technical or secretarial experience , preferably in Human Resources a personnel department. Training: Equivalent to an Associate's degree with major course work in personnel management or a related field. License or Certificate: 175 Possession of , or ability to obtain, an appropriate a, valid California Class “C” driver's license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Effective Date: January, 1999 Revised: 176 CITY OF ARCADIA BUYER/ PURCHASING OFFICER DEFINITION Under general direction, to perform entry level (Buyer) or journey level (Purchasing Officer) purchasing, procurement of supplies, services, and equipment for the City. dDevelop, implement, and maintain a centralized purchasing, materials management and inventory control office including policies and procedures in conformance with legal requirements; to prepare, advertise, negotiate and solicit price quotes for products and services; to confer with other departments regarding their needs; to write specifications and make recommendation for award; to coordinate quantity discounts; to accept and dispose of surplus property; and to provide highly technical assistance to the Administrative Services Director. DISTINGUISHING CHARACTERISTICS Buyer – This is an entry-level position in the purchasing series. Positions at this level usually perform most of the duties required at the Purchasing Officer level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgement. Purchasing Officer – This is the journey level in the purchasing class series. Positions at this level are distinguished from the Buyer level by the performance of the full range of duties as assigned, working independently and exercising judgement and initiatives. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at the Purchasing Officer level may be filled by advancement from the Buyer level with two years of increasingly responsible experience in accounting or financial records work related to requisitioning, purchasing or contract evaluation, sufficient funds in the budget, and successful performance reviews. When filled from the outside, the employee is required to have prior related experience, which allows the employee to meet the qualification standards for the Purchasing Officer level. SUPERVISION EXERCISED May exercise direct supervision over technical and clerical staff within the Purchasing Division. Exercises no supervision. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Plan, organize, direct and monitor the daily activities of the purchasing section. Develop, maintain, and implement a centralized purchasing, materials management, and inventory control system including evaluation of current system. City of Arcadia Buyer/ Purchasing Officer (Continued) Page 2 of 6 Confer with other departments regarding purchasing needs; assist with writing of specifications; make recommendations regarding the award of such contracts. Coordinate quantity and quality discounts; evaluate bids to ensure compliance with specifications were met or exceeded. Meet with vendors and suppliers to discuss the City's needs and expectations; approve and add vendors to the City's approved bid list. Conduct studies to analyze price trends. Interpret, explain, and train other City employees on purchasing policies and procedures. Analyzest, review and update purchasing policies and procedures. Maintain complex records and track all purchase orders, change orders and limited purchase orders. Operate miscellaneous office equipment including computer, fax machine, calculator, printer and photocopy machine. Attend Council meetings when agenda contains purchasing related issues. Maintain all DMV records for City owned vehicles. Accept and coordinate disposal of surplus supplies, scrap, and equipment. Open, coordinate, and process all incoming and outgoing mail for the purchasing section Purchase a wide variety of technical and non-technical items; procure professional services, equipment, materials and supplies. Prepare bid specifications, assist in preparation of bid specifications and review specifications set by the departments; assure open competition and equal opportunity to bid. Analyze competitive bids and proposals, conduct bid openings, evaluate bids to ensure compliance with specifications were met, and make recommendations on awards. Negotiate bid prices, contracts, leases, and rental agreements; prepare contract agreements for professional and other services. Maintain an appropriate file of catalogs and price lists for the use of the purchasing section. OTHER JOB RELATED DUTIES City of Arcadia Buyer/ Purchasing Officer (Continued) Page 3 of 6 Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Buyer Knowledge of: General principles and practices of inventory control and materials management. Pertinent Federal, State, and local laws, codes, and regulations. Financial practices in invoicing, overages, shortages, and returns for credit. Modern office practices, methods, and computer equipment. Principles and procedures of record keeping and reporting. General accounting practices in invoicing, overages, shortages, and returns for credit. Safe driving principles and practices. Skill to: Operate modern office equipment, to include computer equipment and software programs such as Microsoft Office. Operate a motor vehicle safely. Ability to: Perform basic mathematical computations with speed and accuracy. Research, analyze, evaluate, and interpret purchasing methods and procedures. Present proposals and recommended courses of action clearly and logically. Interpret and explain City purchasing and inventory control procedures. Evaluate all vendors' bids and bid documents for compliance with specifications. Effectively maintain purchasing records and prepare reports. City of Arcadia Buyer/ Purchasing Officer (Continued) Page 4 of 6 Assist departments in obtaining specifications or in writing specifications and in securing quotations. Work with the departments in the processing and acquisition of emergency purchases. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Experience: Two years of increasingly responsible experience in accounting or financial records work related to requisitioning, purchasing or contract evaluation. Training: Equivalent to an Associate's degree with major course work in accounting, business administration, public administration, or a related field. License or Certificate: Possession of a valid California driver's license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to sit, reach, twist, lean, operate a computer keyboard, and lift files and reports from desk tops or file drawers. Speak clearly, hear normal voice conversation, distinguish colors and see small details, use a 10-key or calculator and work on a personal computer; and ability to travel to different sites and locations. Purchasing Officer Knowledge of: Operations, services, and activities of a municipal purchasing program. Modern and complex principles and practices of inventory control and materials management. City of Arcadia Buyer/ Purchasing Officer (Continued) Page 5 of 6 Pertinent Federal, State, and local laws, codes, and regulations. Modern office practices, methods, and computer equipment. Principles and procedures of record keeping and reporting. Storekeeping and warehousing methods and practices. Methods of disposal for vehicles, equipment, and supplies by auction. Supplies, materials, and equipment commonly used by the City, including terminology and nomenclature. Accounting practices in invoicing, overages, shortages, and returns for credit. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment. Operate a motor vehicle safely. Ability to: Analyze, evaluate and interpret purchasing methods and procedures. Interpret and explain City purchasing and inventory control procedures. Present proposals and recommended courses of action clearly and logically. Develop, revise, and install purchasing systems and procedures. Maintain complex purchasing records and prepare detailed reports. Impartially and accurately evaluate all vendors' bids and bid documents for compliance with specifications. Serve in an advisory capacity to assist other departments in obtaining specifications or in writing specifications and in securing quotations. Analyze a variety of technical problems resulting from the diversified nature of items purchased. City of Arcadia Buyer/ Purchasing Officer (Continued) Page 6 of 6 Exercise judgment and initiative in locating sources of supply and in ensuring on-time and competitive basis deliveries. Consolidate purchases of like or common items. Work with the departments in the processing and acquisition of emergency purchases. Determine if the quality of the materials, the serviceability of the equipment or the services rendered met or exceeded requirements. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Experience: Four years of professional purchasing experience. Training: Equivalent to an Associate 'sBachelor’s degree with major course work in accounting, business administration, public administration, or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate, a valid California driver's license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Ability to sit, reach, twist, lean, operate a computer keyboard, and lift files and reports from desk tops or file drawers. Speak clearly, hear normal voice conversation, distinguish colors and see small details, use a 10-key or calculator and work on a personal computer; and ability to travel to different sites and locations. Effective Date: January, 1999 Revised Date: