HomeMy WebLinkAboutItem 8.7 Creation of Admin Services Department CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 14, 1992
SUBJECT: Creation of Administrative Services Department
(Prepared by: Richard A. Ambrose, City Manager)
EXHIBITS ATTACHED: 1a. Proposed City Manager's Office Staffing
1b. Proposed Administrative Services Department
Staffing
2a. Existing City Manager's Office Staffing
2b. Existing Finance Department Staffing
3. Resolution Amending the Classification Plan
4. Resolution Amending Resolution No. 142-90
5. Resolution Amending the Salary Plan
6. Resolution Amending Position Allocation Plan
RECOMMENDATION: Adopt Resolutions.
FINANCIAL STATEMENT: This reorganization as proposed will result in
salary and fringe benefit savings totalling
$11 ,000/year.
DESCRIPTION: Since the resignation of the City's previous
Finance Director, the City Manager, with the assistance of the Interim
Finance Director, has evaluated the adequacy of the financial and data
processing support services provided to the City. As a result of that
evaluation, the City Manager has concluded that provision of financial
support services to other City Departments and oversight and provision of
data process support services could be improved by reorganization of the
City Manager's Office and the Finance Department.
It is proposed that an Administrative Services Department be formed that
would include some of the functions currently performed by the City
Manager's Office and all of the functions currently performed by the
Finance Department.
The Administrative Services Department would consist of a Financial
Services Division and a Central Services Division. The Financial Services
Division would perform those financial functions currently performed by the
Finance Department and Risk Management/Insurance functions. The Central
Services Division would be responsible for Personnel, Data Processing,
Waste Management, Public Information, Disaster Preparedness, Legislative
Analysis and Special Projects.
The Administrative Services Department would be supervised by an Assistant
City Manager/Administrative Services Director. The Financial Services
Division would be supervised by a Finance Manager, and the Central Services
— Division would be supervised by the Assistant to the City Manager-. Those
personnel assigned to the Administrative Service Department and the City
Manager's Office are identified in the attached organizational charts (see
Exhibits 1a. and 1b. ) . In comparing the staffing shown in these charts to
the current staffing shown in the City Manager's Office and Finance
Department (see Exhibits 2a and 2b) , there are no additional ', positions
proposed as part of this reorganization.
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ITEM NO. 0 FILE 0 �"
PROPOSED ACTIONS
To accomplish this reorganization, the following actions are recommended:
1 . Job Classification Plan Modifications Delete Add
Assistant City Manager/Administrative Services Director X
Finance Manager X
2. Budgeted Positions
Administrative Services/Finance Director X
Assistant City Manager X
.5 Finance Technician II X
Assistant City Manager/Administrative Services Director X
Finance Manager X
.5 Office Assistant II X
3. Approve Recommended Salary Ranges for the positions of Finance Manager
and Assistant City Manager/Administrative Services Director based upon
recent market surveys as follows:
Finance Manager $4, 198 - $5, 236/mo.
Assistant City Manager/Admin. Services Director $5,452 - $6,845/mo.
SAVINGS
These actions will result in salary and benefit savings to the City in
excess of $11 ,000/year, because the pay range for the part-time Office
Assistant II is less than the part-time Finance Technician II, and the
combination of the pay range for the proposed Finance Manager and the
incremental increase in the Assistant City Manager/Administrative Services
Director pay range is less that the pay range for the existing Finance
Director position
TIMING
It is proposed that this reorganization not take effect until the Finance
Manager position is filled. Staff estimates that this recruitment can be
completed by March 1 , 1993.
RCA/lss a:1214Admi.doc.agenda#10
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q
City of Dublin
City Manager's Office
Proposed Organization
City Manager
City Clerk
Secretary
December 9, 1992
i
I
EXHIBIT a
1
City of Dublin
Proposed Administrative
Services Department
Assistant City Manager/
Admin. Services Director
.5 Office Assistant II
Financial Services Div. Central Services Division
Finance Manager Assistant to the City Mgr
(2) Finance Technician II Management Assistant
.5 Office Assistant II 5 Community Serv. Asst.
December 9, 1992
H'BIT 1 b
City of Dublin
City Manager's Office
Current Organization
City Manager
Assistant City Manager City Clerk Assistant to the CM
Management Assistant L.5 ommunity Serv. Asst. Secretary 5 Office Assistant II
December 9, 1992
City of Dublin
Finance Department
Current Organization
Finance Director
Finance Technician II Finance Technician II [.5 Finance Technician II
December 9, 1992
ry
EXHIBIT a2 6
RESOLUTION NO. - 92
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
***************************
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the Personnel System Rules, the City
Council adopted Resolution No. 30-84 and subsequent amendments which
comprise the Classification Plan; and
WHEREAS, resulting from the creation of two new positions: Finance
Manager and Assistant City Manager/Administrative Services Director,
additional job classifications are needed; and
WHEREAS, the adoption of a job classification is required for all
authorized positions.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and
subsequent amendments shall be further amended to include new
classifications and job descriptions for the positions of Finance
Manager and Assistant City Manager/Administrative Services Director as
set forth in Attachment A and Attachment B respectively.
BE IT FURTHER RESOLVED that this document shall become a part of
the official Classification Plan for the City of Dublin.
PASSED, APPROVED AND ADOPTED this 14th day of December, 1992 .
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
City Clerk
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EXHIBIT 3
ASSISTANT CI'ia MANAGER/ADMINISTRATIVE SE—ICES DIRECTOR
DDEFINITION
The Assistant City Manager/Administrative Services Director is a manage-
ment position exempt from the competitive service. The Assistant City
Manager/Administrative Services Director serves as the principal
assistant to the City Manager performing responsible administrative duties
and acting as City Manager in the absence of the City Manager. This
position plans, directs and reviews administrative services including
Finance, Central Services (Personnel, Data Processing, Public
Information, Waste Management, Disaster Preparedness, Legislative Analysis
and Special Projects) , Risk Management and Insurance functions and shall
be designated as City Treasurer.
SUPERVISION. RECEIVED AND EXERCISED
Reports to and receives administrative direction from the City Manager.
Exercises direct and indirect supervision over management, professional,
technical and clerical staff.
Acts as City Manager in the absence of the City Manager.
EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:
Plan, direct and coordinate operations of the Administrative Services
Department which consist of the following functions: Finance, Central
Services (Personnel, Data Processing, Public Information, Waste
Management, Disaster Preparedness, Legislative Analysis and Special
Projects) , Risk Management and Insurance.
Direct, oversee and participate in the Administrative Services department
work plan; assign work activities, projects and programs; monitor work
flow; review and evaluate staff, work products, methods and ,procedures.
Serve as City Treasurer pursuant to local ordinances, budget officer and
financial advisor overseeing financial forecasting, investment management,
and related financial activities; and advising the City Manager and
Department Directors on matters involving the City's financial
condition.
Under direction of the City Manager, prepare and coordinate the citywide
operating and capital improvement budgets.
Oversee the City's personnel system which includes wage and benefit
administration, employee recruitment, employee development, workers
compensation and related activities.
Direct all risk management and insurance activities.
Coordinate the activities of the City's information management/data
processing system.
Oversee the City's disaster preparedness activities.
Direct the City's public information program.
A7TACHmur-HT A
EXAMPLES OF DUTIES (Con, d)
Oversee the City's waste management activities including review of waste
franchise fees, rates and programs.
Oversee and participate in public service contract review and
administration.
Serve as principal assistant to the City Manager providing advice and
assistance on matters associated with day-to-day operations of municipal
operations.
Make presentations to City Council, Commissions and community groups as
required.
Develop and review staff reports related to the Administrative Services
department activities.
Conduct or supervise studies, surveys and collect information on complex
operational and administrative issues; analyze findings and prepare
practical solutions for review by the City Manager.
Develop, plan and implement department goals and objectives; recommend and
administer policies and procedures.
Research and prepare administrative reports and studies; prepare written
correspondence as necessary.
Respond to citizen inquiries and complaints.
Represent the City in both intergovernmental and intraagency matters as
needed.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Concepts, principles, and practices associated with municipal
administration, including fiscal, personnel/risk management, information
and office management.
Principles and practices of municipal budget preparation and
administration.
Organizational and management practices as applied to the analysis and
evaluation of programs, policies and operational needs.
Principles of supervision, training and performance.
Pertinent local , State and Federal laws particularly in the areas of
finance and personnel.
Research techniques -. sources and availability of information, and methods
of report preparation and presentation.
Principles of effective public relations and communications with community
groups and agencies, private businesses and other levels of government..
Ability to:
Administer the functions of Finance, Central Services (Personnel, Data
Processing, Public Information, Waste Management, Disaster Preparedness,
Legislative Analysis and Special Projects) , Risk Management and Insurance.
Plan, organize, direct and evaluate the work of employees.
Analyze a variety of administrative problems, identify alternative
solutions, projects consequences of proposed actions and implement
recommendations in support of goals.
Prepare and administer a City budget.
Assess current systems and services; plan, develop and implement services
and programs suited to the needs of staff and the community.
Communicate clearly and concisely, both orally and in writing.
Deal effectively with City staff and representatives of various public and
private agencies.
Interpret and apply appropriate rules, regulations, contracts, laws and
ordinances.
Establish and maintain effective working relationships with those
contacted in the course of work; and elicit the cooperation of others.
Experience and Training:
Experience:
A minimum of six years of progressively responsible professional
governmental management experience including considerable administrative
and supervisory experience.
Training
Requires a Bachelor's degree from an accredited college or university
majoring in Public or Business Administration or a related field. A
Master's degree in Public or Business Administration is desirable.
Licenses:
Requires a valid California Class C driver's license to be secured prior
to employment and maintained current as a condition of employment.
FINANCE MANAGER
DEFINITION
The Finance Manager is a management position responsible for directing,
supervising, and participating in the activities of the Finance Division
of the Administrative Services Department. This position is responsible
for supervising general accounting functions including payroll, financial
reporting, audit procedures, cash flow management, purchasing, fixed asset
inventory, business license and Deputy City Treasurer functions.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Assistant City Manager/Administrative Services
Director.
Exercises direct supervision over accounting and clerical staff.
EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:
Plan and participate in a variety of municipal accounting operations
including accounts payable, accounts receivable, payroll, purchasing,
treasury disbursements and business license.
Plan, assign, supervise and review the work of assigned accounting staff
performing activities related to accounts payable, accounts receivable,
payroll, purchasing and business license.
As Deputy City Treasurer shall identify and coordinate investment
opportunities in conjunction with local and State laws and policies.
Prepare and reconcile daily control balances for City funds; maintain
daily cash flow record.
Participate in the management of the City's investment program including
financial planning and management strategies to monitor short and long-
term financial stability.
Assist in internal control and auditing functions; prepare records for
audit and assist independent auditors.
Prepare and direct the preparation of various financial and statistical
reports including investment reports for City Council, state and federal
reports, expenditure and tax reports.
Set up and maintain journals, ledgers and supporting financial documents.
Assist in developing and implementing departmental goals, policies and
priorities.
Assist in preparing and administering the City's budget; maintain
budgetary control records; recommend and project annual expenditures.
Provide financial support and assistance to City departments..
Review and recommend amendments and revision to codes and ordinances
dealing with accounting or financial activities.
ATTAMUT. B
EXAMPLES OF DUTIES (Con- d)
Assist in reviewing municipal service fees/rates including: garbage rates,
insurance costs, etc.
Assist in reviewing municipal service fees/rates including: garbage rates,
insurance costs, etc.
Assist in the day-to-day administration of risk management activities as
assigned.
Coordinate the operation of financial computer software systems including
payroll , general ledger, accounts payable/accounts receivable, and
business license.
Provide input regarding design and improvements to management information
systems relating to financial applications.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Principles, .methods and practices of general and municipal accounting,
budgeting and auditing; taxation and revenue control; treasury management;
revenue and business license administration; purchasing processes; and
centralized, computer-based municipal finance operations.
Principles and practices of organization, administration, and personnel
management.
Laws regulating municipal finance administration.
Techniques utilized to administer public financing including certificates
of participation, bonds, assessment districts, etc.
Modern office practices, procedures, methods and equipment.
Ability to:
Plan, organize and direct work.
Prepare narrative reports, and complex financial statements, reports and
analyses.
Understand and apply generally accepted accounting principles as they
relate to the public sector.
Analyze and interpret financial and accounting records.
Design, install and maintain accounting and recordkeeping systems and
procedures.
Communicate clearly and concisely, both orally and in writing.
Deal effectively with City staff and -representatives of various public and
private agencies.
Interpret appropriate rules, regulations, contracts, laws and ordinances.
Operate a variety of office machines including ten-key calculator and
computer terminal.
r r,.
Experience and Training:
Experience:
Four years of progressively responsible journey level accounting
experience, preferably with a governmental agency; some lead or
supervisory experience preferred.
Training:
A Bachelor's degree from an accredited college or university majoring in
Accounting, Finance, Business Administration or related field is required.
Licenses:
Requires a valid California Class C driver's license to be secured prior
to employment and maintained current as a condition of employment.
RESOLUTION NO. - 92
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
---------------------
AMENDING THE RESOLUTION ESTABLISHING MANAGEMENT
POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND
PRESCRIBING LEAVE BENEFITS FOR THE POSITIONS
WHEREAS, in accordance with the Personnel Ordinance, the City
Council adopted Resolution No. 142-90 establishing management positions
exempt from competitive service and prescribing leave benefits for the
positions; and
WHEREAS, during the mid-year 1992-93 budget review process the
City Council recognized the need to restructure the City Manager's
Office and the Finance Department; and
WHEREAS, the reorganization of these departments requires the
creation of two new classifications: Assistant City Manager/
Administrative Services Director and Finance Manager.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 142-90 ,
establishing management positions exempt from competitive services
and prescribing leave benefits for the positions, be amended to include
the Assistant City Manager/Administrative Services Director and Finance
Manager positions.
PASSED, APPROVED AND ADOPTED this 14th day of December, 1992 by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
EMBIT Y
RESOLUTION NO. - 92
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
---------------------
AMENDING THE SALARY PLAN
WHEREAS, in accordance with the Personnel System Rules, the City
Council adopted Resolution No. 1-92 establishing a salary plan for full
time personnel; and
WHEREAS, during the mid-year 1992-93 budget review process the
City Council recognized the need to restructure the City Manager's
Office and the Finance Department; and
WHEREAS, the reorganization of these departments requires the
,creation of two new classifications: Finance Manager and Assistant City
Manager/Administrative Services Director; and
WHEREAS, the Personnel System Rules require the City Council to
establish a salary range for each classification.
NOW, THEREFORE, BE IT RESOLVED that Article I: Section A of
Resolution No. 1-92 , relating to the salary provisions of full-time
employees, shall be amended to include the following monthly pay ranges
for the specified classifications:
Minimum Maximum
Finance Manager $4,188 $5,236
Assistant City Manager/Administrative $5,476 $6,845
Services Director
PASSED, APPROVED AND ADOPTED this 14th day of December, 1992 by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
EXHIBIT
5
t RESOLUTION NO. - 92
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
---------------------
AMENDING THE 1992-93 POSITION ALLOCATION PLAN
WHEREAS, on June 9 , 1992 the City Council adopted the annual Budget
and Financial Plan for Fiscal Year, 1992-93 ; and
WHEREAS, included in the budget is the 1992-93 Position Allocation
Plan; and
WHEREAS, resulting from the reorganization of the Finance Department
and City Manager's Office, the 1992-93 Position Allocation Plan requires
an amendment.
NOW, THEREFORE, BE IT RESOLVED that the 1992-93 Position
Allocation Plan be amended as follows immediately:
1992-93 1992-93
ADOPTED PROPOSED FINAL
DEPT CLASSIFICATION BUDGET MODIFICATION ALLOCATION
Admin Finance Tech II .5 ( .5) 0
Services (part-time)
Office Asst II 0 —5 .5
(part-time)
Sub-total .5 0 .5
BE IT FURTHER RESOLVED that the 1992-93 Position Allocation be
amended as follows upon filling the new Finance Manager position:
City Assistant City 1 (1) 0
Manager Manager
Assistant to the 1 (1) 0
City Manager
Mgmt Asst 1 (1) 0
Office Asst II .5 j •5) 0
(part-time)
Sub-total 3 . 5 (3 .5) 0
Admin Asst City Mgr/ 0 1 1
Services Admin Svs Dir
Admin Services/ 1 (1) 0
Finance Director
Assistant to the 0 1 1
City Manager
Finance Manager 0 1 1
Mgmt Asst 0 1 1
Finance Tech II 2 0 2
Office Asst II 0 _5 .5
(part-time) �
Sub-total 3 .0 3 .5 6.5
TOTAL 7.0 0 7.0
PASSED, APPROVED AND ADOPTED this 14th day of December, 1992 by the
following vote:
UNIT 6
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk