Loading...
HomeMy WebLinkAboutHR Agenda: 05/12/2022CITY 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, May 12, 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: 831 5595 8274 Password: 799541 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：831 5595 8274 密码：799541 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 Regular Meeting Minutes from April 14, 2022. Recommended Action: Approve 2. REGULAR ITEMS a. Recommendation to Approve New Classification Specification for Public Works Customer Service/Administrative Supervisor. Recommended Action: Approve b. Recommendation to Abolish Eligibility List 21-31 for the Position of Human Resources Analyst/Senior Human Resources Analyst Recommended Action: Approve ADJOURNMENT The Human Resources Commission will adjourn this meeting to June 9, 2022, 5:30 p.m. via Teleconference. 04/14/2022 HUMAN RESOURCES COMMISSION REGULAR MEETING MINUTES THURSDAY, APRIL 14, 2022 CALL TO ORDER – Chairperson Jeong called the Regular Meeting to order at 5:33 p.m. in the City Council Chambers. PLEDGE OF ALLEGIANCE – Chairperson Kaitlyn Jeong ROLL CALL OF HUMAN RESOURCES COMMISSION MEMBERS PRESENT: Commissioners Jeong, Rodriguez, Eskander, Rock, and Tseng ABSENT: None 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 stated there will be a special Council meeting to finalize district Map 115 which changes the boundaries . 1. CONSENT CALENDAR a. Approve the Regular Meeting Minutes from March 10, 2022. Recommended Action: Approve AYES: Commissioners Jeong, Rodriguez, Eskander, Rock, and Tseng NOES: None ABSENT: None 2. REGULAR ITEMS a. Recommendation to Approve Revised Classification Specification for Museum Education Coordinator. Recommended Action: Approve Library and Museum Services Director Darlene Bradley presented the item. This position has been in place for 17 years, but never had incumbents for more than one year. We have now had someone in the position for three years and want to update the job description to accurately show what they actually do. For example, the position does not simply assist, but they are coordinating, supervising, and fully responsible for programming in the museum. Minimum qualifications are staying the same, but we are cleaning up some of the language. Commission Member Michael Rock asked whether the position will be going from 30 hours per week to 40 hours per week and whether the total additional cost of 04/14/2022 that change would be $19,000. Library and Museum Services Director clarified that the change in hours will be a budget item, and if approved, the total cost would be about $19,000. Commission Member Tina Lee Rodriguez asked if the position is subject to Civil Service. Library and Museum Services Director Darlene Bradley stated the position is under Civil Service and Union. Commission Member Lula Eskander asked why the staff report states there is no budget impact, if there will be some impact with the hours change from 30 per week to 40 per week. Human Resources Administrato r Anely Williams clarified that the item before the Commission is the revision the class specification, which does not have a budget impact. The budgetary impact would come into play if the additional hours are subsequently approved through the budget process. It was moved by Commissioner Thomas Tseng, seconded by Commissioner Michael Rock, and carried on roll call to approve the Revised Classification Specification for Museum Education Coordinator. Roll Call: AYES: Commissioners Jeong, Rodriguez, Eskander, Rock, and Tseng NOES: None ABSENT: None ADJOURNMENT Chairperson Jeong adjourned the meeting at 5:40 p.m. to Thursday, May 12, 2022, at 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. Kaitlyn Jeong Chairperson By: Anely Williams Human Resources Administrator Recommendation to Approve New Classification Specification for the Position of Customer Service/Administrative Supervisor May 12, 2022 Page 1 of 2 DATE: May 12, 2022 TO: Human Resources Commission FROM: Paul Cranmer, Public Works Services Director SUBJECT: RECOMMENDATION TO APPROVE NEW CLASSIFICATION SPECIFICATION FOR PUBLIC WORKS CUSTOMER SERVICE/ADMINISTRATIVE SUPERVISOR Recommendation: Approve SUMMARY In December 2021, the Senior Accounting Technician who had processed utility billing for the City of Arcadia retired. The Senior Accounting Technician use to report to the Administrative Services Department (“ASD”). The position was brought back to the Public Works Services Department (“PWSD”) for utility billing services under the new classification of Utility Billing Specialist. Due to the change in staffing, current industry trends, and customer service needs, the PWSD staffing model was evaluated. As a result of this review, the PWSD is proposing to reorganize the customer service office staffing model and improve customer service by creating a Public Works Customer Service/Administrative Supervisor classification. DISCUSSION In 2021, the PWSD and ASD began converting and implementing a new utility billing system, meter management, and public online payment and inquiry portal . During this time, after twenty-five years of service, The Senior Accounting Technician in ASD who had processed utility billing for the City of Arcadia retired. The PWSD decided to bring the position to the PWSD for utility billing services under the new classification of Utility Billing Specialist. The Human Resources Commission approved the new classification on January 13, 2022. With the change in staffing, current industry trends, and customer service needs, the PWSD staffing model was further evaluated to identify potential operating efficiencies. As a result of this review, the PWSD is proposing to reorganize the customer service office staffing model and create a Public Works Customer Service/Administrative Supervisor classification. Under the new staffing model, the two Administrative Assistants and the Utility Billing Specialist which was recently relocated to the PWSD will report directly to a newly created Public Works Customer Service/Administrative Supervisor position which will be an upgrade to the current Office Coordinator position. CITY OF ARCADIA PUBLIC WORKS CUSTOMER SERVICE/ADMINISTRATIVE SUPERVISOR DEFINITION Under general supervision of the Public Works Services Director, to plan, organize, and manage the work of personnel assigned to Public Works Customer Service and Utility Billing; to supervise the processing of customer service orders and payments, to respond to and resolves complex customer service problems; to supervise the maintenance of Public Works records; to assists with budget preparation; to recommend programming modifications to meet departmental requirements; to perform a variety of highly responsible, complex, and specialized administrative functions in support of the Department Director and management staff; to provide administrative assistance in assembling, compiling, and summarizing information for department reports and projects; and to process professional services agreements, contracts, and capital improvement projects for the department. SUPERVISION EXERCISED Will exercise technical and functional supervision over customer service and utility billing personnel. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Assume full management responsibility for all personnel assigned to Public Works Customer Services and Utility Billing. Manage, assist, and assign tasks and responsibilities to Customer Service and Utility Billing personnel on a regular basis. Train and evaluate customer service personnel; evaluate practices and processes to make recommendations to improve efficiencies of customer service interface; facilitate the resolution of problems encountered by residents, customers, and business owners. Monitor progress or status of assigned projects and tasks to ensure productivity and quality of performance. Review current procedures to ensure procedures and policies are within legal guidelines. Manage and assist in the development of the water utility billing system. Assist the Public Works Services Director with long-range planning and Customer Service and Utility Billing functions and recommends billing system modifications when necessary. Act as liaison between Department Director, administrative staff, city officials, department, and city administrative personnel, visitors, and the public. Oversee Department payroll, outgoing correspondence, and bid documents. City of Arcadia Public Works Customer Service/Administrative Supervisor (Continued) Page 2 of 5 Act as liaison between contractors, insurance companies, and the City for the execution of contracts and agreements for the department. Participates in the departmental formation of policies and procedures regarding Customer Service functions. Prepare, coordinate, and process agenda reports, ordinances, resolutions, and professional service agreement contracts for the department. Prepare and coordinate request for proposals, request for qualifications, contracts, and capital improvement project contracts for the department. Relieve Department Director of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies, prepare employee injury reports and personnel action forms. Research, compile, and analyze data for assigned special projects and reports. Responsible for oversight of water service establishments, interruption, and termination. Receives and responds to inquiries, complaints, and service requests and/or directs them to the proper personnel or departments for resolution. Participates with preparation and development of the Public Works Budget. Keeps records and prepares reports regarding Customer Service and Utility Billing departments, achieving goals and objectives. Resolves more difficult consumer relations situations, involving upset and dissatisfied customers, requiring a high degree of sensitivity and use of sound independent judgement. Makes recommendations for approval or disapproval of vacations and leave requests for personnel and maintains control of all leave request to provide constant customer service coverage. Prepares employee performance and development of plans. 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. Serve as primary contact point for Public Records Requests by coordinating, collecting, and compiling required documents to be submitted to City Attorney and/or City Clerk’s Office; organize the flow of communication through the assigned office with City staff, news media, the general public, businesses, and other agencies. Assist and coordinate a variety of department and program operations; maintain control files on matters in progress and expedite their completion; serve on committees as assigned. City of Arcadia Public Works Customer Service/Administrative Supervisor (Continued) Page 3 of 5 Initiate and maintain a variety of files and records for information related to the department and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials. Operate modern office machines and equipment including word processors, typewriters, printers, copiers, calculators, fax machines, routinely use a full range of word processing and spreadsheet computer software applications. Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders, contact vendors and suppliers as needed; maintain related records. Attend and participate in staff meeting and related activities, attend workshops, conferences, and classes to increase professional knowledge. OTHER JOB-RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Office management principals. Principles and practices related to Customer Service area of responsibility regarding the establishment and maintenance of services, budget development, and administration. Uses, requirements, and limitations of computerized utility billing, service information systems, and other technology supporting meter reading, customer accounting, collections, and credit card processes. Consumer service procedures and the handling of complaints. Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs. Modern office procedures, methods, and equipment including computer equipment and applicable software programs. Word processing methods, techniques, and programs, including spreadsheet and data base applications. Personnel rules and regulations. City of Arcadia Public Works Customer Service/Administrative Supervisor (Continued) Page 4 of 5 Municipal purchasing regulations, professional services retention guidelines, and standard specifications for construction contracts. Principles of supervision, training, and performance evaluation. Principles and practices of modern administrative support. Operations and functions of municipal government. 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: Operate office equipment including computer, software, and multi-functional copiers. Perform a variety of difficult and sensitive Customer Service functions regarding utility billing. Provide supervision, training, work development, and performance and development plans for Customer Service and Utility Billing personnel. Plan, organize, coordinate, and direct a variety of difficult and sensitive Consumer Service functions of the Public Works Services Department. Research and interpret laws and regulations to assure compliance with water service requirements. Gather and analyze data for special reports and studies. Skillfully use computerized billing and customer information systems and software. Analyze and evaluate customer complaints. Coordinate Customer Service functions and Utility Billing functions with other City functions and services. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to City of Arcadia Public Works Customer Service/Administrative Supervisor (Continued) Page 5 of 5 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. Respond to questions from the public and City personnel regarding policies and procedures for assigned area. Plan and organize work to meet schedules and deadlines. Communicate clearly and concisely, both orally and in writing. Understand and follow verbal and written directions Establish, maintain, and foster positive and cooperative working relationships. 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: 5 years of increasingly responsible related office and supervisory experience. Training: Equivalent to the completion of the twelfth grade supplemented by course work in management, public administration, business administration, office practices, or a related field. 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: TBD PUBLIC WORKS SERVICES DIRECTOR PUBLIC WORKS SERVICES DEPARTMENT DEPUTY PUBLIC WORKS SERVICES DIRECTOR MANAGEMENT ANALYST (2) PUBLIC WORKERS CUSTOMER SERVICES/ADMINISTRATIVE SUPERVISOR UTILITY BILLING SPECIALIST ENVIRONMENTAL SERVICES MANAGER ADMINISTRATIVE ASSISTANT (2) 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) STOREKEEPER/BUYER PRODUCTION TECHNICIAN I (2) LABORER (P) PUBLIC WORKS INSPECTOR SENIOR CIVIL ENGINEER INTERN (P) INTERN (P) SENIOR MANAGEMENT ANALYST Proposed DATE: May 12, 2022 TO: Members of the Human Resources Commission FROM: Anely Williams, Human Resources Administrator SUBJECT: RECOMMENDATION TO ABOLISH ELIGIBILITY LIST 21-31 FOR THE POSITION OF HUMAN RESOURCES ANALYST/SENIOR HUMAN RESOURCES ANALYST Recommendation: Approve SUMMARY It is recommended that the Human Resources Commission approve the recommendation to abolish the current eligibility list for the position of Human Resources Analyst/Senior Human Resources Analyst. DISCUSSION The eligibility list for the position of Human Resources Analyst/Senior Human Resources Analyst was certified by the Human Resources Division on December 9, 2021 with three eligible candidates. Two appointments have been made from the certified list to fill two vacancies. There is one candidate remaining on the current eligibility list. The Human Resources Division now needs to fill a recent vacancy for the Senior Human Resources Analyst position. In order to establish a broad pool of well qualified applicants for this higher-level position, staff would like to move forward and reopen a new recruitment for this position. According to Rule IV, Section B, of the Personnel Rules and Regulations, the Human Resources Commission may abolish an eligible list when there are less than three available names remaining. Because there is only one name remaining , it is in the best interest of the Administrative Services Department to abolish this current list and invite new applications to fill the current Senior Human Resources Analyst vacancy.