HomeMy WebLinkAboutItem 4.13 Auth Mgt Assist Position (2)
CITY CLERK
File # D[1]0JlQ]-~
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: (April 20, 1999)
SUBJECT:
Authorization to fill full-time Management Assistant position.
(Report Prepared by: Julie Carter, Assistant to the City Manager)
ATTACHMENTS:
None
RECOMMENDATION: /J A.r)/~~'horize staff to fill full-time Management Assistant position in the
/ \l/ v City Manager's Office.
FINANCIAL STATEMENT:
There is no Fiscal Year 1998/99 Budget impact. Increased
personnel costs of approximately $25,006 will be incorporated in the
Fiscal Year 1999/2000 budget.
DESCRIPTION: Staff has received information that the existing part-time Management
Assistant in the City Manager's Office will be separating from employment in late May 1999. The City
Manager has accepted the resignation from employment and requested analysis be done to determine the
. need for a full-time Management Assistant.
Currently, the part-time Management Assistant reports to the Assistant to the City Manager and is
responsible for the following duties:
. Disaster Preparedness
. Waste Management/Recycling
. Cable Television
. CTV Liaison
. Public Information/Public Relations
. Legislation
. Smoking Ordinance Compliance
. Misc. Personnel Projects
. Follow-up on Citizen and Council Inquires
Over the past few months, there has been an increase in "special assignments" assigned to the City
Manager's Office. This increase in assignments has been delegated to both the Assistant to the City
Manager and the Management Assistant and includes Y2K compliance, special Council event
coordination, increased employment recruitment activity, and other miscellaneous assignments.
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COPIES TO:
ITEM NO.--4.1;
Hlcc- forms/agdastmt.d oc
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Management Assistant
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,t;\d.ditionally, several on-going assignments are demanding a greater amount of the Management .
Assistant's available part-time schedule. These assignments include Cable Television Franchise Renewal
C~ordination, Y2K Compliance Program Coordination, and Annual City Video Newsletter.
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,In prder to maintain continuity of projects that are in progress and any new FY 1999/2000 objectives, staff
would like to open a recruitment for a full-time Management Assistant as soon as possible. Staff is of the
opinion that the current 20-hour per week schedule is not meeting the needs of the City -and that a full-
ti11,1e replacement position is required to keep pace with the growing demands. Staff will be requesting an
upgrade position allocation from a part-time to full-time employee for FY 1999/2000 and due to the
planned departure of the incumbent in late May 1999, it is in the best interest of the City to begin the
recruitment process immediately.
Recruitment of the new Management Assistant will take approximately four months. Waiting until July 1,
1999, to recruit and fill the vacancy would cause a three month delay in staffing this position and would
have a significant impact on existing project management and workflow of other staff members. The
immediate recruitment schedule will shorten the position vacancy from a 4.5 months vacancy to
,approximately 1.5 months (Mid-July 1999). The replacement of this position is critical to the overall
':function of the City Manager's Office.
Staff is requesting the part-time position be replaced with a full-time position. Due to the overlap in
,recruiting a replacement, the start of upcoming fiscal year and also knowing that Staff will be requesting
an increase in position allocation in FY 1999/2000 there is more validity to recruiting for a full-time .
replacement rather than recruiting for a part-time position at this time. Another significant benefit to
,conducting a full-time recruitment rather than a part-time recruitment includes a larger yield of candidates
,injhe applicant pool. Historically, there is a greater desire for full-time employment than that of part-time
employment at this level.
din order to conduct a full-time recruitment, staff is requesting conceptual approval of the higher service
,leyel prior to presentation of the FY 1999/2000 Budget. Although Staffs recommendation will cause no
radditional fiscal impact to the FY 1998/1999 Budget there will be fiscal impact to the FY 1999/2000
:~udget. It is estimated that increasing the Management Assistant from pitt-time to full-time status will
:cost approximately $25,000 including salary and benefits. This information will be included as part of the
City's regular FY 1999/2000 Budget process.
Council authorization of this request will enable staff to immediately open a recruitment to fill the
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Management Assistant as a full-time position.
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