HomeMy WebLinkAboutItem 8.5 Personnel System Revisions
CITY CLERK
File # DEZl[][Q]-[3][O]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 21, 2006
SUBJECT
Revisions to the Personnel System
Report Prepared by Julie Carter, Assistant to the City Manager
ATTACHMENTS.
1 Resolution Amending the Classification Plan
2. Budget Change Form
~oPt Resolution and approve the Budget Change Form.
RECOMMENDATION
FINANCIAL STATEMENT
Funding is available in the Fiscal Year 2005-2006 budget to cover
the costs associated with the proposed summer internship program.
A Budget Change form is required to transfer salary savings from
the Disaster Preparedness program budget into the Central Services
budget.
DESCRIPTION
In the next few years, public agencies are projected to see a sharp decrease in the number of qualified
workers. To address this shortfall, it is imperative that local government take steps to encourage and
prepare those persons contemplating service in local government. One means to accomplish this is by
offering internship programs.
In collaboration with the City Manager, the Personnel Officer has developed an Internship Program for the
City The purpose of this program is to not only to cultivate additional interest in public service, but also
to develop interns' skills to prepare the intern for their first full-time position in the public sector. Staff is
proposing employing 2 Interns this summer; for a 3-4 month internship. Interns will be assigned to
perform a variety of routine to difficult management support and program tasks in the City Department to
which they are assigned. The City will be focusing on intern candidates who already have good written
and oral communication skills, as well as, analytical skills.
The intern experience will provide meaningful work experience in local government. Interns will get an
insider's view into management level work within local government. Interns will provide the City with
added value in terms of project completion at the level of an analyst. Interns will be given assignments
that accomplish the objectives of the City for which there are currently inadequate staff resources to
accomplish. Interns will be assigned a mentor and given a written evaluation at the end of the internship.
The Personnel Officer will coordinate the Internship program.
Although interns could serve in various Departments the funding for the program is proposed to come
from the Central Services Budget. The funding for the program will come from salary savings resulting
COPIES TO:
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ITEM NO. _B.'5
from under filling the vacant Senior Analyst position at the Administrative Analyst level. The General
Fnnd in the Central Services Budget and the Disaster Preparedness Budget and the Measure D funds in the
Waste Management Budget currently fund this position.
In order to implement an Internship Program, the City's Personnel Officer revised the Intern classification
pursuant to the scope of duties of a summer internship program. Interns will be required to have achieved
at least Senior standing in a four-year degree program or enrolled in a graduate degree program. Interns
will be performing tasks that are appropriate for an entry-level professional position; such as an analyst,
which requires a Bachelor's degree with a Master's degree desirable.
Pursuant to the City's Personnel System Rules, ajob 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. Job descriptions make up the City's Classification Plan. Attached to the
Resolution (Attachment I) is Exhibit A, which is the job description for Intern.
A Budget Change Form is attached for Council consideration to transfer salary savings from the Disaster
Preparedness program budget to the Central Services budget Part-Time Salaries.
Upon adoption by the City Council, Staff will implement the City's Summer Intemship Program.
Staff recommends that the City Council review the proposed modifications to the City's Classification,
adopt the Resolution and approve the Budget Change Form.
~%9-.
lofE;
RESOLUTION NO. - 06
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 add the following position.
Intern (Exhibit A)
BE IT FURTHER RESOLVED that this document shall become a part ofthe official
Classification Plan for the City of Dublin; and that the changes contained herein shall be effective March
21,2006.
PASSED, APPROVED AND ADOPTED this 21't day of March, 2006.
AYES
NOES.
ABSENT:
ABSTAIN
Mayor
ATTEST.
City Clerk
'1l.'j 3/;;).I/Oro
ATTACHMENT 1
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Date Adopted: 7-23 -1990
Date Revised: 3-21-2006
Title:
Intern, Part-Time
FLSA:
Non-Exempt
General Purpose:
Under general supervision provides a variety of routine to difficult management support and
program orientated tasks to various City Departments. Performs a variety of project assigrunents
and general office work typical of an intern/trainee position; may be assigned to anyone of the
City's operating departments including: City Manager's Office, Administrative Services,
Community Development, Public Works, Police Services, or Parks and Community Services
Department.
Distinguishing Characteristics:
The Intern is a single class position, fully competent to perform a variety of support and project
oriented tasks and duties. Incumbents are required to have achieved at least Senior standing in a
four-year degree program or enrolled in a graduate degree program. This class is characterized
by the availability of supervision and non-routine circumstances. Specific duties will vary with
the organizational unit to which assigned.
Snpervision Received and Exercised:
This position receives direction from management personnel, and may receive technical and
functional supervision from other administrative, professional or technical personnel.
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.
Examine; provide technical information, report on, and document data in accordance with
assigned department.
Organize, produce, and maintain records and process forms including reports specific to the
organizational unit.
Independently prepare and update a variety ofreport and special projects relating to the activities
of the assigned Department.
Exhibit A
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Provide professional-level support to Department as required.
Conduct field surveys and inventory studies for various City programs.
Prepare written reports and related correspondence on assigned projects.
Read plans, maps, ordinances, laws and related documents.
Assume multiple projects of varying degrees of complexity
Build and maintain positive working relationships with co-workers, other City employees and the
public using principles of good customer service.
May receive and screen visitors and telephone calls providing factual information regarding City
activities and functions.
Perform miscellaneous office and administrative duties as required.
Perform other duties as assigned.
Minimum Qualifications:
Knowledl!e of:
Basic principles and fundamentals related to local government operating functions such as City
Manager's Office, Administrative Services, Community Development, Public Works, Police
Services, or Parks and Community Services Department.
Modern office practices, methods, procedures and computer equipment.
Basic research and analysis methods.
Basic business data processing principles and the use of personal computers and word processing
software.
Ability to:
Communicate tactfully and effectively with the public.
Complete assignments in a timely manner.
Communicate clearly and concisely, both orally and in writing.
Prioritize work and coordinate several activities.
Establish and maintain cooperative-working relationships with those contacted in the course of
work.
Compose routine correspondence.
Exhibit A
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Operate a vehicle in the course of work.
Research and compile technical and financial information.
Type accurately at a speed necessary for successful job performance.
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 at desk and in meetings for long periods of time; talk or
hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate
standard office equipment; and reach with hands and arms. Intermittently, twist to reach
equipment surrounding desk; walk to observe department activities; bend and squat to perform
file searches; perform simple grasping and fine manipulation; use telephone and write or use a
keyboard to communicate through written means; operate an automobile to attend various
meetings and workshops. While performing duties, the employee is regularly required to use
written and oral communication skills; know laws, regulations and codes; remember personnel
rules, legal and code requirements; and explain and interpret codes, policies and procedures; interact
with City Management, other governmental officials, contractors, vendors, 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:
Have achieved at least Senior status in a four-year degree program or enrolled in
a graduate program. Academic course work should be related to city government
such as: public administration, planning, civil engineering, business, criminal
justice, recreation or a related field.
Experience:
Experience or course work in city government, public administration and/or
general office practices is desirable but not required.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C Drivers' license and Certificate of Automobile Insurance
for Personal Liability
Exhibit A
CITY OF DUBLIN
BUDGET CHANGE FORM
5 orb
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
DECREASE :BUDGET ACCOUNT
AMOUNT
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
_ X_ Between Departments (City Council Approval Required)
Other
INCREASE BUDGET ACCOUNT AMOUNT
From Unappropriated Reserves (Fund 380)
From New Revenues
Name: Disaster Preparedness $7,164 Name: Central Servkcs $7,]64
Account #. 001-20500-701-001, 004,005,006, Account #. 001-10210-701-002
008,010
Name: Name:
Account #- Account #-
Name: Name:
Account #- Account #:
Name: Name:
Account #- Account #:
Name; Name:
Account #- Account #-
Fin Mgr/ASD:
Date:
Signature
REASON FOR BUDGET CHANGE ENTRY, Transferring salary savings between Departments.
City Manager
Date:
Mayor
Signature
As Approved at the City Council Meeting on. Date:
Date:
Signature
Posted BY'
Date:
Signature
Attachment 2