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HomeMy WebLinkAboutItem 2g - New Classification Specification for Information Technology Manager DATE: February 6, 2018 TO: Honorable Mayor and City Council FROM: Hue Quach, Administrative Services Director Prepared By: Stephanie Luu, Human Resources Analyst SUBJECT: NEW CLASSIFICATION SPECIFICATION FOR INFORMATION TECHNOLOGY MANAGER Recommendation: Approve SUMMARY In an effort to improve operational efficiency, the Administrative Services Department is proposing to create an Information Technology (“IT”) Manager position. Due to the continual developments in the field of information technology, it has been determined that there is a need for an in-house position. With this addition, the City is changing the model of providing information technology services to a hybrid method of staffing in-house and contracting services in delivering technological solutions. A hybrid system is ideal as it brings IT professionals who can focus on daily customer support, maintain and implement connectivity of our networks, plan and develop strategically, and offers the City the added benefit of utilizing a larger bank of expertise through contracting out. The IT Manager will perform professional level administrative work and other assignments involved with project management to ensure that support are in place and contributes to the effectiveness of citywide operations. This is a Classified Management, Exempt position. The new position will be set at the salary range of 79M in the Management Salary Schedule. The new classification was approved to by the Human Resources Commission on January 11, 2018. BACKGROUND The City’s IT services are offered through a third party contractor while the Administrative Services Director undertakes the management of such services. Although the third party vendor maintains the IT support for the City, there are specialized software systems within each department that require varying Information Technology Manager Job Class Specification February 6, 2018 Page 2 of 3 degrees of individualized support. In order to effectively maintain the services and prioritize the specialized systems support, it has been determined that dedicated in-house personnel is needed. The IT Manager classification is an industry standard classification, which many cities utilize to manage their IT infrastructure. One full time position was approved during the 2017-18 Fiscal Year budget adoption, and the attached class specification was developed for this newly created classification. DISCUSSION The City currently procures IT services wholly through a third party vendor that supports all systems and applications within the City. Some of these services include network administration, systems deployment, setup and maintenance of equipment, short and long range planning, helpdesk assistance, asset management, programs and computer upgrades. The management of these contracted services is currently centered under the Administrative Services Director. In addition to IT, the Administrative Services Director also oversees the functions of Human Resources, Purchasing, and Finance. With the management of these responsibilities under his purview, as well as the changing IT needs of the City, creating this new classification would greatly assist the Administrative Services Director in providing innovative technological solutions and ensuring data integrity. Under general direction of the Administrative Services Director, the IT Manager would oversee the citywide contract for information technology services and telecommunication systems. The position will provide complex professional, confidential, and analytical support; ensure effective project delivery, focus on integrated solutions, and make reasoned recommendations to enable an ever-advancing digital network in the City. The IT Manager classification would assume the duties and responsibilities currently undertaken by the Administrative Services Director. This is a single- class position that performs professional confidential level work and requires independent and responsible judgment in the execution of its duties. Additionally, the position would oversee the service contract and performance of contracted consultants. For ease of reference, the proposed classification specification is attached. The specification requires “five (5) years of responsible information technology experience in both personal and mainframe computer hardware, including network systems, and a variety of software applications; including two (2) years of supervisory responsibility managing complex projects and budgets, involving computer technology systems and applications,” and Information Technology Manager Job Class Specification February 6, 2018 Page 3 of 3 requires a “Bachelor's Degree major course work in Management Information Systems, Computer Science, Public Administration, or a related field.” The salary range for the IT Manager position has been proposed at 79M ($7,998 to $9,989/month). In surveying eight (8) nearby cities, the proposed salary is in alignment with the salaries of comparable positions. At this time, this position is not being filled as the City Manager and Administrative Services Director assess the capabilities and service delivery of the newly-hired IT Services firm. Approval of this classification is being sought now in order to be able to quickly begin the hiring process should it be deemed necessary to move forward to fill this position. FISCAL IMPACT Funding for this position was included in the Fiscal Year 2017-18 Budget. The total annual cost for this position would be $143,200, which would be partially offset by approximately $70,000 through a reduction in the IT Services contract, leaving a net annual cost of $73,200 when the position is filled. The approval of the new classification for Information Technology Manager has no additional fiscal impact. At this time, staff is not seeking to fill this position, so savings will occur during this Fiscal Year. RECOMMENDATION It is recommended that the City Council approve the new classification specification for Information Technology Manager. Attachment: Proposed Classification Specification for Information Technology Manager CITY OF ARCADIA INFORMATION TECHNOLOGY MANAGER DEFINITION Under general direction, plans, manages, and oversees all aspects of the City’s information and telecommunications systems. Administers the Citywide contract for information technology services; ensures conformance with strategic technology plans, system specifications, and quality standards. Perform a variety of duties involved in assisting with project management and user training of new applications purchased and deployed by the City. SUPERVISION EXERCISED Exercises direct supervision over contracted and assigned staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Administers the City’s IT support services contract including network administration, help desk, maintenance, and deployment services; monitors and ensures compliance with contract requirements. Evaluates the efficiency and effectiveness of service delivery methods and procedures; creates performance specifications, timelines, and recommends appropriate service levels. Coordinate the installation of hardware residing on several servers, mainframes, and operating systems; plans for the configuration, acquisition and integration of additional computer and telecommunications equipment. Acts as project manager and technical expert to review information system specifications and assists with complex design, development, implementation, and completion of software projects. Identifies organizational technology needs and priorities; prepares business continuity, monitors execution of data security system back-ups and disaster recovery plans; maintain the integrity of networks and applications. Oversees information technology activities including servers and network infrastructure, desktop systems, printers and other peripherals, GIS systems, and software applications. Designs the City's Local Area Network (LAN) and Wide Area Network (WAN); works with the Network Operation System (NOS) and all monitoring and management City of Arcadia Information Technology Manager (Continued) Page 2 of 4 tools; configures, monitors, and fine tunes system parameters to maximize network performance. Participates in the development and administration of Information Technology budgets and forecast funds for information systems repair, upgrades, and replacements; assures that actual operating and capital project expenditures are aligned with budget projections. Researches costs associated with hardware and software services and use of consultants and other contractors; negotiates contracts with vendors and controls costs, prepares formal bids and requests for proposals. Maintains current knowledge of City’s computerized information systems and telecommunications networks; reviews and recommends new or modified programs, systems, and upgrades based upon user needs and industry standards. Plans and manages information technology training involving staff and external service providers; provides technical support to system users. Researches, prepares, and presents oral and written reports concerning information technology projects and services; represent the City effectively in meetings with commissions, community groups, governmental bodies, the media, and the public. Maintains an inventory of all applications, software, and information technology assets. Establishes positive working relationships with City management, staff, and the public. Performs related duties as required. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Operational principles, services, characteristics, and activities of an information technology program. Operating systems, including Microsoft Windows and Windows Server, Linux, Mac OS, and Chrome OS. City of Arcadia Information Technology Manager (Continued) Page 3 of 4 Network and PC hardware and peripheral equipment; LAN, WAN, internet and website maintenance and programming. Computer hardware, applications, and network connectivity. Organization and management practices as applied to the analysis and evaluation of information technology programs, policies, and operational needs. Advanced principles and practices of information systems development, design and analysis. Design, troubleshooting, testing, implementation, monitoring, and evaluation of automated systems. Current industry standards in network hardware and protocols and commonly used programming languages. Applicable federal, state and local laws, codes and regulations. Problem solving techniques. Training and instructional techniques. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment and peripherals. Operate a motor vehicle safely. Ability to: Plan, manage, and oversee a comprehensive information technology program. Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient technology services. Supervise, direct, and coordinate the work of contract staff. Analyze City needs and requirements and set priorities. Analyze a complex issue, and develop and implement an appropriate response. City of Arcadia Information Technology Manager (Continued) Page 4 of 4 Handle multiple concurrent projects and manage priorities and tasks. Communicate clearly and concisely, both orally and in writing. Keep up with changes and advances in technology. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Experience: Five years of responsible information technology experience in both personal and mainframe computer hardware, including network systems, and a variety of software applications including two years of supervisory responsibility managing complex projects and budgets, involving computer technology systems and applications. Training: Equivalent to a Bachelor’s degree with major course work in Management Information Systems, Computer Science, Public Administration, or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver’s license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment with some ability to sit, stand, walk, crawl, kneel, stoop, twist, and lift 50 lbs. with or without reasonable accommodations; some exposure to electrical hazards; ability to travel to different sites and locations. Effective Date: