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Home My WebLink About8.7 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. --------------------------------------------------------------------------- 17 COPIES TO: CITY C LE R K 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 I 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 a:resoclas.agenda#10 rw 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