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HomeMy WebLinkAboutHR Agenda: 01/13/2022CITY OF ARCADIA Any writings or documents provided to a majority of the Human Resources Commission regarding any item on this agenda will be made available for public inspection at the Administrative Services office located at 240 W. Huntington Drive, Arcadia, California, during normal business hours. Human Resources Commission Regular Meeting Agenda Thursday, January 13, 2022, 5:30 p.m. Location: Teleconference COVID-19 As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, this meeting of the Arcadia Human Resources Commission will be conducted virtually and is closed to the public. Per the Brown Act, the public will still be provided the ability to make public comments. For members of the public who would like to participate virtually, the meeting will be held via teleconference. A conference line has been established to enable the public to observe the meeting via teleconference. However, public comment will only be accepted via email. Conference Line: (669) 900-6833 Meeting ID: 875 2656 0517 Password: 190399 How to Submit Public Comment: Please submit your comments via email to HR@arcadiaca.gov. Comments must be received at least 30 minutes prior to the posted meeting time. Your email must be 300 words or less. Please contact the Human Resources division at 626-574-5405 for more information. 新型冠状病毒（COVID-19） 作为阿卡迪亚市减轻新型冠状病毒传播工作的一项内容，将召开本次阿卡迪亚市人力资源委员会会议，会议 不对公众开放。根据《布朗法案》，仍将向公众提供发表评论意见的机会。对于希望以虚拟形式参加会议的 公众，会议将通过电话会议形式召开。 设立了一条会议专线，允许公众通过电话会议的方式旁听会议。但仅限通过电子邮件接受公众评论意见。 会议专线：(669) 900-6833 会议代码：875 2656 0517 密码：190399 如何提交公众评论意见： 请将您的评论意见通过电子邮件发送至：HR@arcadiaca.gov。必须在公布的会议时间前至少提前 30 分钟提 交评论意见。您的电子邮件不得超过 300 个英文单词。详情请电洽人力资源部，电话号码 626-574-5405. Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation from the Administrative Services Department at (626) 574-5405. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. 根据《美国残障人法案》的规定，需要提供残障相关调整或便利设施才能参加会议的残障人士（包括辅助器材或服务）， 可向行政管理服务部请求获得此类调整或便利设施，电话号码 (626) 574-5405 请在会前 48 小时通知行政管理服务部， 以便作出合理安排，确保顺利参加会议。 Pursuant to the City of Arcadia’s Language Access Services Policy, limited -English proficient speakers who require translation services in order to participate in a meeting may request the use of a volunteer or professional translator by contacting the City Clerk’s Office at (626) 574-5455 at least 72 hours prior to the meeting. 根据阿凯迪亚市的语言便利服务政策，英语能力有限并需要翻译服务才能参加会议的人可与市书记官办公室联系（电话： 626-574-5455），请求提供志愿或专业翻译服务，请至少在会前 72 小时提出请求。 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL: Kaitlyn Jeong, Chairperson/Commission Member Tina Lee Rodriguez, Chairperson Pro Tem/Commission Member Lula Eskander, Commission Member Michael Rock, Commission Member Ching Chia (Thomas) Tseng, Commission Member SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS PUBLIC COMMENTS (300 word limit per person) Any individual wishing to speak before the Human Resources Commission is limited to 300 word limit per person, unless waived by the Human Resources Commission. Under the Brown Act, the Human Resources Commission is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter may automatically be referred to staff for appropriate response or action or may be placed on the agenda of a future meeting. REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS REPORTS FROM CITY COUNCIL LIAISON 1. CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the Commission, staff, or the public request that a specific item be removed from the Consent Calendar for separate discussion and action. a. Approve the Special Meeting Minutes from November 4, 2021. Recommended Action: Approve 2. REGULAR ITEMS a. Recommendation to Approve the Revised Classification Specification for the Position of Deputy Public Works Services Director. Recommended Action: Approve b. Recommendation to Approve New Classification Specification for Utility Billing Specialist. Recommended Action: Approve ADJOURNMENT The Human Resources Commission will adjourn this meeting to February 10, 2022, 5:30 p.m. via Teleconference. 11/04/2021 HUMAN RESOURCES COMMISSION SPECIAL MEETING MINUTES THURSDAY, NOVEMBER 4, 2021 CALL TO ORDER – Chairperson Jeong called the Special Meeting to order at 5:30 p.m. in the Council Chambers. PLEDGE OF ALLEGIANCE – Chairperson Thomas Tseng ROLL CALL OF HUMAN RESOURCES COMMISSION MEMBERS PRESENT: Commissioners Jeong, Rodriguez, Rock, and Eskander ABSENT: Commission Member Tseng SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS – None PUBLIC COMMENTS – None REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS – None REPORTS FROM CITY COUNCIL LIAISON – Council Member Sho Tay absent. 1. CONSENT CALENDAR a. Approve the Regular Meeting Minutes from October 14, 2021. Recommended Action: Approve AYES: Commissioners Jeong, Rodriguez, Rock and Eskander NOES: None ABSENT: Commissioner Tseng 2. REGULAR ITEMS a. Recommendation to Approve the Revised Classification Specification for the Position of Senior Code Services Officer. Recommended Action: Approve Ken Fields, Building Official, presented this item. The specification changes will add “any combination” language for experience/qualifications and allow a one -year grace period to obtain the Code Enforcement Officer certification. The additional language allows for greater flexibility when considering most qualified applicants, and the one-year grace period is consistent with other positions requiring certification. Commission Member Rock asked whether the changes expand the candidate pool enough to fill the vacancy and asked about the 832 PC certification. Building Official Ken Fields stated the changes would expand the pool sufficiently, an d the certification is required for administrative citation and right to privacy regulations. 11/04/2021 Commission Member Eskander asked what would happen if an employee does not receive the required certification within the one -year grace period, whether extensions would be provided, and whether the City would pay for the certification . Human Resources Administrator Shama Curian explained it would be dependent on specific circumstances, such as whether the positions were filled through a promotion or new hire, and extensions could potentially be granted if there were extenuating circumstances. Further, the City has a tuition reimbursement program through which the certification costs can be applied. Commission Member Rodriguez asked about how “any combination” would be applied, such as whether education and experience is one-to-one. Human Resources Administrator Shama Curian stated that the Department makes an assessment on a case -by-case basis to determine whether the combination of experience, training, and education is sufficient to fulfil the duties of the job. Commission Member Rock added that many agencies are adding “any combination” language, and as long as the nexus is established, the City is okay to make the determination. Chairperson Kaitlyn Jeong asked whether the new language impacts other Code Officers. Human Resources Administrator Shama Curian explained that the union was notified, and no one was affected. It was moved by Commissioner Rock, seconded by Eskander and carried on roll call to approve the revised classification specification for the position of Senior Code Services Officer. Roll Call: AYES: Commissioners Jeong, Rock, Rodriguez, and Eskander NOES: None ABSENT: Commissioner Tseng ADJOURNMENT Chairperson Jeong adjourned the meeting at 5:46 p.m. to Thursday, December 9, 2021, at 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. Kaitlyn Jeong Chairperson By: Shama Curian Human Resources Administrator Recommendation to Approve the Revised Classification Specification for the Position of Deputy Public Works Services Director January 13, 2022 Page 1 of 2 DATE: January 13, 2022 TO: Human Resources Commission FROM: Paul Cranmer, Public Works Services Director SUBJECT: RECOMMENDATION TO APPROVE THE REVISED CLASSIFICATION SPECIFICATION FOR THE POSITION OF DEPUTY PUBLIC WORKS SERVICES DIRECTOR Recommendation: Approve SUMMARY Based on a thorough review of the Deputy Public Works Services Director classification specification, it is recommended that the Human Resources Commission approve the modifications to allow for greater flexibility when considering the most qualified candidates for the position. DISCUSSION In October 2021, the Public Works Services Director Tom Tait announced his retirement. Subsequently, the City Manager appointed the Deputy Public Works Services Director Paul Cranmer to the position of Director of Public Works Services. This has prompted a review of the Deputy Public Works Services Director classification specification. As a result, changes are being proposed to allow for great flexibility when considering potential candidates for the position. Under the current requirements, six years of responsible experience in the construction and maintenance of public works including four years of management and supervisory experience is required to be considered for the position. This requirement eliminates those that do not meet the exact requirements, and as such, provides difficulty when recruiting or promoting qualified candidates. This revision would update the experience language and include “or Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties is qualifying.” The education for the position will still maintain the equivalent of a bachelor’s degree from an accredited college or university with major course work in public administration, engineering, or a related field. The language would also include that “experience in utilities management is desirable.” CITY OF ARCADIA DEPUTY PUBLIC WORKS SERVICES DIRECTOR DEFINITION Under administrative direction, to direct, manage, supervise, and coordinate the Field Services and General Services Division's programs and activities including the construction and maintenance of street, right-of-way maintenance, fleet maintenance, building maintenance, sewer, water, and storm drain systems, park and outdoor facility maintenance, contract administration and customer service; to coordinate assigned activities with other City departments, divisions, and outside agencies; and to provide highly responsible and complex administrative support to the Public Works Services Director. SUPERVISION EXERCISED Exercises direct supervision over supervisory, professional, technical, and clerical staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Assume management responsibility for all Field Services and General Services Division’s activities. Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs including the construction and maintenance of streets and right-of- way, sewer, water, and storm drain systems, park and outdoor facility maintenance, fleet and building maintenance, contract administration, and customer service activities; recommend, within Departmental policy, appropriate service and staffing levels; recommend and administer policies and procedures. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement and review with the Public Works Services Director; direct the implementation of improvements. Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Plan, direct, coordinate, and review the work plan for both Field Services and General Services Divisions; meet with staff to identify and resolve problems; assign work activities, projects, and programs; monitor work flow; review and evaluate work products, methods, and procedures. City of Arcadia Deputy Public Works Services Director (Continued) Page 2 of 5 EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Manage and participate in the development and administration of both the Field Services and General Services Division’s annual budget; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; direct and implement adjustments as necessary. Serve as a liaison for the department with other City departments, divisions, and outside agencies; negotiate and resolve significant and controversial issues. Monitor all phases of contract administration and management of the Par 3 golf course contract. Direct customer service activities such as service installations, meter reading, and responses to customer requests for services. Monitor water conservation efforts and compliance with state regulations for water use. Prepare estimates and monitor construction, maintenance and operating costs. Evaluate service and equipment needs; write or review bid specifications; monitor contractor/equipment performance. Review and investigate citizen complaints and requests and determine and ensure appropriate disposition. Monitor work completed in response to concerns from the City Council and the City Manager. Investigate and report on matters related to claims made against the City. Inspect work in progress to ensure compliance with City specifications. Participate on a variety of boards and commissions; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of engineering, construction, and maintenance services. Provide responsible staff assistance to the Public Works Services Director; prepare and present staff reports and other necessary correspondence. Conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to Field Services and General Services programs, policies, and procedures as appropriate. Respond to and resolve difficult and sensitive inquiries and complaints. Serve as the department head in the absence of the Public Works Services Director. City of Arcadia Deputy Public Works Services Director (Continued) Page 3 of 5 Supervise staff in the maintenance and repairs of buildings, street lighting, and fleet vehicles and equipment. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Operational characteristics, services, and activities of engineering, construction, and maintenance programs. Methods, practices, materials, tools and equipment used in the construction and maintenance of street, sewer, water and storm drain systems, and park and outdoor facility maintenance. Information sources and research techniques in the areas of construction, street and building maintenance, park maintenance, and sewer, water and storm drains. Construction safety methods and practices. Organizational and management practices as applied to the analysis and evaluation of Field Services programs, policies, and operational needs. Modern and complex principles and practices of program development and administration. Advanced principles and practices of budget preparation and administration. Principles of supervision, training, and performance evaluation. Pertinent Federal, State, and local laws, codes, and regulations. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment. Operate a motor vehicle safely. Ability to: City of Arcadia Deputy Public Works Services Director (Continued) Page 4 of 5 Provide administrative and professional leadership and direction for the Field Services and General Services Divisions. Ability to: Recommend and implement goals, objectives, and practices for providing effective and efficient programs and services. Manage, direct, and coordinate the work of supervisory, professional, technical, and clerical personnel. Select, supervise, train, and evaluate staff. Instruct skilled and semi-skilled workers in the methods, practices, tools, and equipment used in the construction and maintenance of street, sewer, water and storm drain systems and park and outdoor facility maintenance. Maintain records of time, materials, and equipment. Identify and respond to community issues, concerns, and needs. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare and administer budgets. Prepare clear and concise administrative and financial reports. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. 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: Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. The incumbent will possess the most desirable combination of training, skills, and experience, City of Arcadia Deputy Public Works Services Director (Continued) Page 5 of 5 as demonstrated in his/her past and current employment history. A typical example includes: Experience: Six years of responsible experience in the construction and maintenance of public works including four years of management and supervisory experience. Experience in utilities management is desirable. Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, engineering, 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; ability to travel to different sites and locations. Effective Date: March 2006 Revised: TBD Recommendation to Approve New Classification Specification for the Position of Utility Billing Specialist January 13, 2022 Page 1 of 2 DATE: January 13, 2022 TO: Human Resources Commission FROM: Paul Cranmer, Public Works Services Director SUBJECT: RECOMMENDATION TO APPROVE NEW CLASSIFICATION SPECIFICATION FOR UTILITY BILLING SPECIALIST IN THE PUBLIC WORKS SERVICES DEPARTMENT Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) would like to add a Utility Bill Specialist position in the PWSD. Currently, the Senior Accounting Technician which processes utility bills reports directly to the Finance Manager/Treasurer in the Administrative Services Department. The PWSD is proposing to bring the position to the PWSD for utility billing services under the new classification of Utility Billing Specialist. DISCUSSION The PWSD and Administrative Services Department (“ASD”) have been working on the conversion and implementation of a new utility billing system, meter management, and public online payment and inquiry portal. The Senior Accounting Technician in the Administrative Services Department who has processed utility billing and reporting for the City of Arcadia for over twenty-five years retired in December 2021. With this vacancy, the PWSD and ASD have evaluated current utility industry trends, customer service needs, and staffing models to identify potential operating efficiencies. As a result of this review, the PWSD is proposing to add a new classification specification for a utility billing specialist in the Public Works Services Department. The Senior Accounting Technician processed utility bills and reported directly to the Finance Manager/Treasurer in the Administrative Services Department . The PWSD is proposing to bring the position to the PWSD for utility billing services under the new classification of Utility Billing Specialist. Relocating the position to the Public Works Services Department will streamline the City’s utility billing and customer service functions, improve customer service, and aid in providing uninterrupted utility billing services delivery. CITY OF ARCADIA UTILITY BILLING SPECIALIST DEFINITION Under general supervision, performs a variety of specialized utility billing duties involving the processing of water service billings and complex customer service functions; coordinates closely with management, administration, and field staff in the execution of duties; performs a wide variety of public assistance, work order processing, clerical accounting activities for utility customers; prepares and reviews billing information, receives and documents payments. SUPERVISION EXERCISED Exercises no supervision. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Provide technical information and instruction regarding applicable procedures and methods; interpret and explain rules and regulations; answer questions and resolve problems or complaints. Perform customer service for City utility customers involving billing issues, new accounts, cancellations, and automatic debit program; explain, research and analyze account history to resolve billing questions. Answer customer questions and resolve complaints and problems related to the utility billing process; process appropriate forms/records; post payments to accounts; compute water bills for opening and closing accounts; prepare forms for field and office staff on changes of service. Receive and process all work orders and applications for water, automatic debit program, and on-line electronic payments. Open and close accounts; process and maintain accounting records for water service accounts; sort, audit and match utility bills and payment checks. Assign appropriate account numbers and billing rates for water services; research records to correct errors in billings; make credit adjustments and refunds; maintain related water accounts. Calculate special bills according to utility rules and regulations and established procedures; assemble information regarding delinquent accounts; make special arrangements for payment of utility billings for hardship cases within specific guidelines or refer to collection agency; perform analyses/audits of data to ensure accuracy of billing; maintain collection process for closed accounts with outstanding balances; assign accounts to collection agency. City of Arcadia Utility Billing Specialist (Continued) Page 2 of 4 Prepare monthly and bi-monthly utility bills and other related bills and notices including final bills, past due notices, 48-hour shut-off warning notices, and shut- offs; process new or cancelled accounts, meter changes, or other similar utility billing activities as required; serve as key liaison with outside billing vendors to ensure that billings are accurate and are processed expeditiously. Make journal entries for all small credit balances on closed accounts; order all month-end reports and balance water funds. Prepare monthly reports of key statistical data for Administrative Services and Maintenance Services as required. Record all outside City water usage. Prepare and mail application/renewal forms for the utility tax exemption program to residents; gather information and process applications to determine and identify qualified applicants based on established criteria. Perform a variety of administrative tasks such as composing correspondence to customers utilizing proper English, grammar, spelling and punctuation; prepare bills for mail outs and type a variety of forms and letters accurately. OTHER JOB-RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Considerable knowledge of City policies, Utility rules and regulations and procedures involved in the preparation and processing of fiscal records and billing methods. Methods, practices, and procedures used in financial record keeping and reporting. Operations, services, and activities of an accounting program. Principles of training. Automated financial management systems and computer accounting software programs. Pertinent Federal, State, and local laws, codes, and regulations. Modern office practices, methods, and computer equipment. Methods and techniques of scheduling work assignments. City of Arcadia Utility Billing Specialist (Continued) Page 3 of 4 Principles and practices used in dealing with the public. Mathematical principles. Skill to: Operate modern office equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed. Utilize a variety of word processing, spreadsheet, and software applications, including billing and financial systems. Resolve customer service problems tactfully and effectively. Ability to: Effectively coordinate with the work of other department and City personnel. Provide training to assigned staff. Independently perform difficult technical accounting and financial operations work including projects and activities. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Research, collect, compile, and analyze information and data. Handle multiple concurrent projects and manage priorities and tasks. Apply accounting principles to the maintenance of general governmental financial and accounting transactions and audit of financial records. Perform comparisons of data quickly and accurately. Accurately tabulate, record, balance, and audit assigned transactions. Respond to questions from the public and City personnel regarding policies and procedures for assigned area. Perform mathematical computations quickly and accurately. City of Arcadia Utility Billing Specialist (Continued) Page 4 of 4 Plan and organize work to meet schedules and deadlines. Prepare and maintain accurate and complete financial records. Communicate clearly and concisely, both orally and in writing. Understand and follow verbal and written directions Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for successful job performance is qualifying. An example would be: Experience: Two years of clerical accounting or bookkeeping experience which included routine account record keeping, public contact, and the application of policies and procedures in the performance of assigned tasks. Training: Equivalent to the completion of the twelfth grade supplemented by specialized training or college level course work in accounting or a related field. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment. Effective Date: TBD PUBLIC WORKS SERVICES DIRECTOR PUBLIC WORKS SERVICES DEPARTMENT DEPUTY PUBLIC WORKS SERVICES DIRECTOR MANAGEMENT ANALYST OFFICE COORDINATOR ADMINISTRATIVE ASSISTANT (2) ENVIRONMENTAL SERVICES MANAGER STOREKEEPER/BUYER GENERAL SERVICES SUPERINTENDENT BUILDING MAINTENANCE CREW SUPERVISOR FLEET TECH/WELDER FLEET TECHNICIAN I (3) TRAFFIC SIGNAL/STREET LIGHT TECHNICIAN (2) LABORER (P) BUILDING MAINTENANCE TECHNICIAN FLEET MAINTENANCE CREW SUPERVISOR UTILITIES SUPERINTENDENT UTILITIES CREW SUPERVISOR (2) (DISTRIBUTION) UTILITIES CREW SUPERVISOR (METER UNIT) WATER PRODUCTION CREW SUPERVISOR UTILITIES CREW SUPERVISOR (SANITATION) EQUIPMENT OPERATOR (2) MAINTENANCE WORKER LABORER (P) WATER QUALITY/ BACKFLOW INSPECTOR MAINTENANCE WORKER (2) EQUIPMENT OPERATOR (4) MAINTENANCE WORKER (3) STREETS SUPERINTENDENT EQUIPMENT OPERATOR (3) MAINTENANCE WORKER (4) LABORER (P) STREETS MAINTENANCE CREW SUPERVISOR (GREENSCAPE) EQUIPMENT OPERATOR (3) MAINTENANCE WORKER (3) STREETS MAINTENANCE CREW SUPERVISOR (ASPHALT/CONCRETE) PRINCIPAL CIVIL ENGINEER ASSOCIATE CIVIL ENGINEER ASSISTANT ENGINEER SENIOR ENGINEERING ASSISTANT SENIOR PUBLIC WORKS INSPECTOR LABORER (P) LABORER (P) UTILITY BILLING SPECIALIST PRODUCTION TECHNICIAN I (2) LABORER (P) PUBLIC WORKS INSPECTOR SENIOR CIVIL ENGINEER INTERN (P) INTERN (P) SENIOR MANAGEMENT ANALYST (2)