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HomeMy WebLinkAboutItem 4.07 RevisePersonnelSystem CITY CLERK File #J '~' Ji~) ~-J'J~J~ J AGEN DA STATEMENT CITY COUNCIL MEETING DATE: May 18, 2004 SUBJECT: Revisions to the Personnel System Report Prepared by: Julie Carter, Assistant to the City Manager ATTACHMENTS: ~. ,~esolution Amending the Classification Plan RECOMMENDATION:~t/~'~ '~ Adopt Resolution FINANCIAL STATEMENT: None DESCRIPTION: Pursuant to the City's Personnel System Rules, a job description must be adopted for each classification in the organization. The job description typically includes key elements, knowledge, skills, abilities and requirements of the position. The job descriptions make up the City's Classification Plan. Periodically it is necessary to revise job descriptions in the Classification Plan · to reflect current responsibilities and laws. Staff is proposing the classifications of Pre-School Instructor and Senior Administrative Analyst be revised. The new job descriptions are attached to the Resolution as Exhibit A and B. There is no salary plan adjustment necessary; the modifications are refinements to existing job descriptions. Staff recommends that the City Council review the job descriptions and adopt the attached Resolution amending the Classification Plan. COPIES TO: ~1 ITEM NO. ~ Attachment 1 RESOLUTION NO. - 04 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE CLASSIFICATION PLAN WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan; and WHEREAS, it is necessary to periodically revise job descriptions in the Classification Plan to reflect current responsibilities and laws. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions shall be further amended to include the revised job descriptions for the following positions: Preschool Instructor (Exhibit A) Senior Administrative Analyst (Exhibit B) BE IT FURTHER RESOLVED that this document shall become a part of the official Classification Plan for the City of Dublin; and that the changes contained herein shall be effective May 18, 2004. PASSED, APPROVED AND ADOPTED this 18th day of May, 2004. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Date Adopted: 9/28/87 Date Revised: May 18, 2004 Title: PRESCHOOL INSTRUCTOR (Permanent/Part-Time) FLSA: Non-Exempt General Purpose: Under general supervision, the Preschool Instructor plans, organizes and teaches preschool classes to children 2-1/2 through 5 years of age. Program includes lessons, arts & crafts, games, music, drama, special events and field trips Supervision Received/Exercised Receives immediate supervision from a Recreation Supervisor. Exercises supervisory responsibility over part-time and temporary employees, as well as volunteers. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Develops weekly lesson plans. Plans and directs lessons, games, crafts and songs. Organizes field trips and special events. Trains, supervises and evaluates Preschool Aide(s) and other part-time or temporary staff. Maintains a variety of program records including attendance, accounting, accident/incident reports and citizen concerns and prepares reports relevant to program area. Requests, issues and is responsible for proper care of equipment. Evaluates program and makes recommendations to Supervisor. Ensures that activities mn smoothly and according to program objectives and guidelines and general department philosophy. Enforces City and department rules and regulations. Performs routine facility/equipment maintenance tasks. Renders basic First Aid/CPR as necessary. Acts as primary liaison between parents and the preschool staff, responsible for communication regarding issues such as parent orientation, parent volunteers, special needs children, kindergarten readiness and parent counseling. Minimum Qualifications: Knowledge of: Current early childhood education practices. Age group characteristics of preschoolers. Customer service techniques. Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility. Ability To: Work effectively with preschool age children and parents. Lead recreational activities such as games, arts & crafts, music and drama. Communicate effectively, both verbally and in writing and keep organized records. Establish and maintain effective relationships with the public and other employees. Organize people, supplies, equipment and facilities. Plan and schedule activities. Explain and enforce roles, regulations, procedures and program objectives. Adm/nister basic First Aid/CPR. Perform routine maintenance tasks. Develop and implement effective program curriculum/content. Supervise, train and evaluate subordinates. Understand, evaluate and resolve problems and conflicts. Exercise good judgment, tact and courtesy. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to sit for long periods of time; talk or hear, in person, in classroom and by telephone; use hands and fingers to handle, feel or operate standard office equipment and instructional supplies; and reach with hands and arms. The employee is frequently required to bend and twist to interact with children, reach files, walk and stand. While performing duties, the employee is regularly required to use written and oral communication skills; read and interpret information and documems; deal effectively with children; analyze and solve problems; interact with City management, employees and the public. Training and Experience: Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: .Education: Completion of 2 years of college with specialization in Early Childhood Education, Education or Recreation. Experience: Two years of experience working in a preschool or elementary school setting. Licenses; Certificates; Special Requirements: Possession of or ability to obtain valid Red Cross CPR and First Aid Certification. Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability. Date Adopted: November 8, 2000 Date Revised: May 18, 2004 Title: Senior Administrative Analyst FLSA: Exempt General Purpose: Under administrative direction performs highly responsible, specialized management in a variety of program areas. To manage, coordinate and oversee assigned programs including the development and implementation of program policies and procedures, the development and administration of program budgets, the negotiation and administration of contracts, the preparation of grant proposals, and the preparation of analytical studies of administrative and operational issues; demonstrates a full understanding of all applicable policies, procedures, laws and work methods associated with assigned duties; trains and supervises administrative and support positions as applicable. Act as the City's representative to internal and external community advisory bodies involved with assigned program areas. Distinguishing Characteristics: This is the advanced journey level class of the Administrative Analyst series and is distinguished from the Administrative Analyst II by the performance of more varied and complex assignments including management Of significant programs or department services as assigned. Incumbents are expected to independently perform the full scope of assigned analytical duties. Positions assigned to this classification may assume lead responsibilities within a work unit including assigning and monitoring the work of assigned staff. As a generalist position, incumbents may be assigned to a variety of departmental settings to conduct special projects and to expand their base of experience. Special assignments and projects requiring independence in judgment and advanced technical, research capabilities and complex financial functions are likewise assigned to positions at this level. Supervision Received/Exercised Receives direction from the City Manager, Department Head or their designee. May exercise technical and/or functional supervision over support staff. Essential Duties and Responsibilities: Plans and directs major departmental functions, programs or activities involving comprehensive specialized administrative operations; may administer specific program areas. Provides staff support to departmental management; facilitates and coordinates interdepartmental projects; provides analytical support for financial, operational and organizational issues; coordinates or manages assigned special projects. Assumes operational authority of areas of assigned responsibility including administrative operations; trains and supervises assigned support staff; maintains financial and administrative processes and records; develops policy and procedural recommendations; develops, implements and monitors assigned budgets; monitors contracts; and performs customer service functions. Conducts studies or organizational, administrative and operational issues; reviews and analyze processes, procedures and work methods; analyzes legislation; develops funding proposals; policy alternatives and strategies; prepares and presents reports and recommendations; demonstrates an understanding of applicable policies, procedures and work methods of areas of assigned responsibility. Evaluates Departmental activities and work programs, workload indications, budget trends and related elements and recommends appropriate actions with respect to the budget of areas of assigned responsibility. Monitors expenditure requests during the fiscal year for compliance with the adopted budget. Assists Department Heads in determining priorities, methods, standards and work sequences necessary to achieve objectives. Establishes positive working relationships with representatives of community organizations, State/local agencies and associations, City management, City staff and the public. Performs other related duties as required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Minimum Qualifications: Knowledge of: Principles, practices and methods of administrative and organizational analysis; public administration policies and procedures. Principles and practices of supervision, training, management consultations and program analysis. Principles and practices of budget development, implementation and analysis. Applicable Federal, State and local laws, roles and regulations to assigned programs. Financial forecasting, report preparation, research methods, statistical concepts and methods. Modem office practices, procedures, methods and equipment. Customer service skills. Ability To: Analyze administrative, operational and organizational problems, evaluate alternative and reach sound conclusions. Consult effectively with management and staff. Administer major program budget including the preparation of complex financial reports and analyses. 2 Administer judicial proceedings as required by assignment. Learn, interpret, and analyze Federal State, and local laws, roles and regulations pertaining to local governmental operations and program areas of responsibility. Analyze and monitor the fiscal impacts and fiscal conditions of Development Agreements as applicable to assigned areas of responsibility. Utilize computerized spreadsheets and a variety of office software applications. Analyze and interpret complex financial problems and develop appropriate alternative solutions. Negotiate and administer contracts. Conceive and effectively propose or suggest solutions to budgetary needs and problems, Communicate clearly and effectively, both orally and in writing. Interpret appropriate rules, regulations, contracts, laws and ordinances. Deal effectively with City staff and representatives of various public and private agencies. Maintain confidential information. Establish and maintain accurate records. Operate modem office equipment including a computer and applicable software programs. Work a flexible schedule including evening and weekend hours. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to sit for long periods of time; intermittently stand, walk, bend, and twist to reach equipment around desk; perform simple grasping and fine manipulation; use telephone, hand writing and use of keyboard to communicate; operate a calculator; see small text and numbers; intermittently move equipment weighing 10 pounds or less. Read and interpret complex data, information and documents; analyze and solve problems; interact with City management, other governmental officials, contractors, vendors, employees and the public. Education, Experience, and T~;aining: Any combination of education and experience equivalent to the following is likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: Education: Graduation from an accredited four-year college or university with a degree in public or business adminis~ation, political science, finance, or a closely related field. Possession of an advanced business or public administration degree is desirable. 3 Experience: Four years of progressive experience in municipal government; preferably administrative experience involving the analysis of comprehensive administrative concerns, development of policies and procedures and supervising an administrative activity including budget preparation responsibilities. Training: Any recent training, such as academic courses and certification programs, which are relevant to this job classification. Licenses, Certificates, Special Requirements: Possession of a valid California Class C Drivers' License and Certificate of Automobile Insurance for Personal Liability.