HomeMy WebLinkAboutItem 4.6 Revise Personnel System
STAFF REPORT
CITY COUNCIL
CITY CLERK
File #700-20
DATE: April 17, 2012
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager c..fL ~
SUBJECT: Revisions to the Personnel System
Prepared by Angelica Smith, Administrative Analyst
EXECUTIVE SUMMARY:
The City's Personnel System is governed by several documents. Each document addresses a
specific set of issues. The Staff Report identifies proposed changes to the City's current
Personnel System. As discussed below, these proposed adjustments are based on the need to
add, amend and delete certain job classifications.
FINANCIAL IMPACT:
The proposed changes to the Personnel System, if approved by the City Council, will become
effective as of May 1, 2012 and several modifications will occur at the beginning of Fiscal Year
2012-2013 and those amendments coincide with the City's budget approval process. No
additional funding is required for proposed changes occurring in the current Fiscal Year.
RECOMMENDATION:
Staff recommends that the City Council review the proposed modifications to the City's
Classification, Salary/Benefit Plans, and adopt the following resolutions: (1) Two Resolutions
Amending the Classification Plan; (2) Two Resolutions Amending the Salary Plan; (3)
Resolution Amending the Management Positions Exempt from Competitive Service and
Prescribing Leave Benefits for the Designated Positions; and (4) Authorize amendment to the
Position Allocation Plan for Fiscal Year 2011-2012.
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U Submitted By
Human Resources Director
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Reviewed By
Assistant City Manager
Page 1 of 4
ITEM NO. 4.6
DESCRIPTION:
To address City Council workload priorities, organization improvements and demands on City
services, the City Manager has proposed to add and reallocate City resources. In anticipation of
these organizational improvements, the City Manager has asked the Personnel Officer to plan
for such revisions to the City's Personnel System to enable the City to be positioned for these
improvements at the beginning of new 2012/13 Fiscal Year (July 1, 2012).
CLASSIFICATION PLAN AMENDMENT:
Pursuant to the City's Personnel System Rules, a job description must be adopted for each
classification in the organization. Job descriptions typically include key elements, knowledge,
skills, abilities and requirements of the position. Each of the City's adopted job descriptions
make up the City's Classification Plan.
A recent appraisal of City services recommended the establishment of a neighborhood
resources unit that will necessitate a transfer of the current crime prevention unit from Police
Services to the Community Development Department. The creation of the new unit will enable
City staff to better address community needs through a broader scope of services including
planning, zoning/code enforcement, and neighborhood resources. The transfer of this unit to
the Community Development Department will result in the creation of a broader classification
entitled Neighborhood Resources Technician 1/11 and thus will result in the elimination of the
Community Safety Assistant classification. In preparation for this transition, the City Manager
has requested the new classification be adopted in May 2012 to afford enough time to
adequately plan for the service transition to begin in July 2012.
Administrative and executive support functions within the City Manager's Office were recently
studied. Responsibilities and duties were expanded to include high-level confidential
administrative professional support to the City Manager, Assistant City Manager and City
Council. Staff is recommending the creation of an exempt classification entitled Executive Aide
to accommodate the increased duties and supervision over assigned administrative staff within
the City Manager's Office.
The Resolution amending the City's Classification Plan (Attachment 1) proposes that the
classifications of Neighborhood Resources Technician 1/11 and Executive Aide become effective
on May 1, 2012 which will enable Human Resources to initiate the necessary adjustments prior
to July 1, 2012.
The Community Development Department currently consists of the Planning, Housing and
Building Divisions. The relocation of the crime prevention unit to the Community Development
Department has prompted reorganization within Department to address management of
additional staffing, the broader scope of services including planning, zoning/code enforcement,
and the addition of the Neighborhood Resources function. It is recommended the City establish
the classification of Assistant Director of Community Development to oversee the creation of a
Neighborhood Services Division within the Department.
The proposed Chief Building Official classification updates the previous description to current
methods and practices, expands existing duties, designates the administration and enforcement
of local, state, and federal codes, ordinances and regulations for all buildings and structures and
establishes the positions authority as described in the Dublin Municipal Code.
Page 2 of 4
The proposed Graphic Design and Communications Coordinator classification replaces a part-
time temporary classification within the Parks and Community Services Department to address
the increased demand for marketing,' graphic design and promotion of various civic events to
meet City Council work plan goals. Although the position will primarily be in support of the
Parks and Community Services Department programs, the position may, on an as needed
basis, provide graphic design and marketing communication support to other City Departments.
Finally, a list of obsolete job classifications has been proposed for elimination from the City's
Classification Plan. As proposed, these classifications are either outdated, have been replaced
or evolved into other classifications or are no longer required by the City. The list of
recommended classification deletions will have no impact on current or future staffing plans. The
Resolution amending the Classification Plan (Attachment 2) proposes three new classification
descriptions: Assistant Director of Community Development, Chief Building Official and Graphic
Design and Communications Coordinator. Once approved by City Council, the new
classifications positions and proposed classification deletions within the City's Classification
Plan will become effective July 1, 2012.
SALARY PLAN AMENDMENT:
Included in the City's Personnel System are Resolutions that address salary ranges for part-time
and full-time personnel. The attached Resolution (Attachment 3) is a proposed amendment to
the City's Salary Plan for the positions of Neighborhood Resources Technician 1/11 and
Executive Aide effective May 1, 2012. A second Resolution (Attachment 4) also identifies
positions that are non-exempt and exempt from the Federal Labor Standards Act (FLSA)
overtime provision. The Salary Plan Resolution establishes salary ranges for Graphic Design
and Communications Coordinator, Assistant Director of Community Development, and Chief
Building Official effective July 1, 2012.
MANANGEMENT POSITIONS EXEMPT FROM THE COMPETITIVE SERVICE AMENDMENT:
The positions of Assistant Director of Community Development and Chief Building Official will be
designated as management (at-will) and therefore will be exempt from the City's competitive
service system. In order to identify these positions as management and exempt, a separate
Resolution must be adopted that establishes the benefits for such management (at-will)
positions. Additionally, the Assistant Director of Community Development and Chief Building
Official will receive a car allowance. The Resolution, as found in Attachment 5, amends the
positions exempt from competitive service and defines specific benefits.
AMENDMENT TO THE FISCAL YEAR 2011-2012 ADOPTED POSITION ALLOCATION
PLAN:
Each Fiscal Year, as part of the City's adopted budget, the City Council adopts a Position
Allocation Plan. This plan establishes authorized City positions. The advanced adoption of the
new Neighborhood Resources Technician 1/11 and Executive Aide classifications necessitates
that the approved Fiscal Year 2011-2012 Position Allocation Plan be amended. Staff is
requesting the City Council authorize an amendment.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Not Applicable
Page 3 of 4
ATTACHMENTS:
1. Resolution Amending the Classification Plan effective May 1,2012
2. Resolution Amending the Classification Plan effective July 1, 2012
3. Resolution Amending the Salary Plan for Full-Time Personnel and
for Positions Exempt from Fair Labor Standards Act (FLSA)
Overtime Provisions
4. Resolution Amending the Salary Plan for Full-Time Personnel and
for Management Positions Exempt from Competitive Service
5. Resolution Amending the Management Position Exempt from
Competitive Service and Prescribing Leave Benefits for the
Designated Positions.
Page 4 of 4
RESOLUTION NO. - 12
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 add job descriptions to the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent Resolutions
shall be amended to include the following position(s):
Executive Aide (Exhibit A)
Neighborhood Resources Technician 1/11 (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 1, 2012.
PASSED, APPROVED AND ADOPTED this 1ih day of April, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 1
EXHIBIT A
Date Adopted:
Date Revised:
04-17-2012
Title:
Executive Aide
FLSA:
Exempt
General Purpose:
To serve as the City Manager's exclusive Executive Aide, to perform difficult and confidential
administrative duties for the City Manager, Dublin City Council, and other executive level Staff.
The work involves extensive public contact and relieving the City Manager of routine
administrative duties.
Distinguishing Characteristics:
This is a single position classification. It is distinguished from other administrative support
classes in that the position provides highly sensitive support to the City Manager , elected
officials and assigned executive level staff. Responsibilities require the exercise of independent
judgment, technical knowledge of the specific area of assignment and of overall City and
community activities.
Supervision Received and Exercised:
Receives administrative direction from the City Manager and/or assigned executive level Staff.
Exercises general supervision over technical and/or assigned administrative staff.
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.
Perform a wide variety of executive administrative duties as required by the daily operations and
duties of the City Manager's Office.
Represent the City to the public, businesses, Council Members and other agencies at the request
of the City Manager.
Direct office activities and schedules; develop and recommend office procedures and systems;
ensure smooth operation of the City Manager's Office.
1
EXHIBIT A
Review and summarize miscellaneous reports and documents; prepare background briefing
documents as assigned.
Research and analyze routine administrative projects for the City Manager, City Council, and
other assigned Executive Staff; prepare first draft reports on routine administrative matters.
Receive and distribute the City Manager's mail and correspondence; review and evaluate mail to
identify those items requiring priority attention of the City Manager.
Be responsible for following up on assignments given to Management Staff from the City
Manager; provide status reports to the City Manager.
Receive telephone calls including complaints, and provide assistance to callers using good
judgment as to caBs requiring immediate priority attention; prioritize and facilitate
communication from City Executive Staff, and City Attorney through the City Manager's Office.
Independently respond to letters and general correspondence of a routine nature.
Make travel arrangements for the City Manager, City Council and assigned Executive Staff;
maintain appointment schedules and calendars; arrange meetings and conferences.
Provide administrative support to assigned City task forces, commissions, and/or boards and
committees.
May attend and coordinate evening/weekend meetings and events.
Write and review reports relating to a wide variety of municipal matters; prepare
recommendations.
Review and process invoice payments and claim forms; review budgets.
Build and maintain positive working relationships with co-workers, other City employees, and the
public using principles of good customer service.
Performs related work as requested.
Minimum Qualifications:
Knowled2:e of:
Local government organizational structure and functioning;
Codes, principles, regulations and procedures related to the City Manager's Office and other City
Departments affecting the operation of the City;
Basic supervisory principles and practices;
Exemplary customer service skills, including dealing effectively with the public, elected officials
and City staff, both in person and over the telephone;
2
EXHIBIT A
Teamwork and developing consensus;
Creative and innovative techniques for performing assignments;
Proper English usage, spelling, grammar, and punctuation;
Business correspondence formatting;
Basic mathematical computations, accounting and record keeping;
Basic budgeting theories and principles;
Time management;
Computer applications related to the work performed;
Standard office administrative practices and procedures, including the use of standard office
equipment and Microsoft Office Suite software.
Ability to:
Learn, understand and interpret rules, regulations, laws and ordinances affecting the operation of
the City;
Analyze situations carefully and adopt effective courses of action;
Plan, organize and schedule priorities of the City Manager's Office in the office;
Compile and maintain complex and extensive records and prepare reports;
Perform technical, specialized, complex and difficult office administrative work requiring the use
of independent judgment; Interpret and implement policies, procedures related to the City
Manager's Office;
Analyze and resolve office administrative and procedural problems;
Perform basic research and preparing reports and recommendations;
Oversee projects, programs and special events as assigned;
Supervise, monitor and evaluate the work of assigned staff;
Organize and prioritize workload, coordinate projects, set priorities, meet deadlines and follow-up
on assignments with a minimum amount of oversight from the City Manager;
Use initiative and independent judgment within established policy and procedural guidelines;
Provide complex office administrative support in the areas of procurement, budgeting, report
preparation and staff communication;
3
EXHIBIT A
Communicate effectively with co-workers, subordinates, superiors, representatives of public and
private organizations and others
Type at least 60 words per minute.
Training and Experience:
Any combination of experience and training that would likely provide the required knowledge
and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of an AA degree in Business, Public
Administration, Political Science, English or a related field; Possession of a
BA/BS degree is highly desirable.
Exoerience: Six years' experience performing increasingly responsible administrative and
executive secretarial work preferably in support of an executive and/or
administrative officer(s).
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, City policies and codes; observe
performance and evaluate staff; remember personnel rules, and legal requirements; explain and
interpret policies and procedures; interact with City management, other governmental officials,
contractors, vendors, employees and the public.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C driver's license and Certificate of Automobile Insurance
for Personal Liability.
4
EXHIBIT B
Date Adopted: April 17,2012
Date Revised:
Title:
Neighborhood Resources Technician I/II
FLSA:
Non-Exempt
General Purpose:
Provide assistance in the coordination, development, implementation and monitoring of
neighborhood resources and community safety programs. Performs a variety of administrative
and technical/clerical duties related to promoting and supporting activities related to
neighborhood resource services and other community-based programs.
Distinguishing Characteristics:
Neighborhood Resources Technician I - is the entry level in this technical support series.
Initially under close supervision, incumbents with well-developed office support and public
contact skills learn City practices and procedures and how to support the City's Neighborhood
Resources unit with the Community Development Department. This classification is flexibly
staffed within the series of the Neighborhood Resources Technician. Incumbents may advance to
the Technician II level by gaining the required knowledge, skills and experience which meet the
qualifications for the work of the next higher level class.
Neighborhood Resources Technician II - perform a wide variety of responsible and complex,
administrative and/or field duties in support of neighborhood resource programs. This is the
journey level of the Technician series.
Supervision Received and Exercised:
Receives direct supervision from assigned staff within the Community Development Department,
and may receive general direction from higher level staff within the Community Development
Department.
May provide lead direction to program support staff, consultants and volunteers assisting in the
promotion and delivery of assigned program areas.
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.
Assist in developing, maintaining and supporting neighborhood resources programs and
activities.
EXHIBIT B
Serve as the liaison between community neighborhood groups, Dublin Police Services, City Staff
and others to promote problem solving efforts for the community; Represents Department on
various committees and/or project groups as assigned.
Workwithin the Dublin community to increase awareness about crime deterrence by developing,
implementing, and coordinating a variety of community based programs and strategies in the area
of crime prevention.
Assist with coordinating special community events such as National Night Out, community-based
programs (e.g., Citizens Academy, radKids, Youth Academy, etc.), tours, other public
presentations and programs within the Neighborhood Resources Unit.
Assists with preparation of promotional materials including flyers, program brochures,
newsletters and press releases; Coordinate distribution of community and business brochures,
flyers and newsletters and related program correspondence.
Coordinate public presentations (e.g., neighborhood resource m,eetings, community safety
programs, merchant alert programs/meetings, etc.) before various citizen groups, committees,
City Council, City commissions, and staff.
Attend, participate, and make presentations in local and regional meetings regarding
neighborhood resources and community safety enhancement programs (presentations and
meetings maybe scheduled in the day, evening and/or weekends).
Work with individual businesses and merchants to make them aware of how they can promote
crime suppression principles at their business.
Ensure neighborhood services files are maintained and organized.
Maintain adequate supplies and materials.
Respond verbally or in written form to inquiries or requests for neighborhood resources from
community groups and/or citizens; Assists individuals and neighborhood groups with resolution
of issues; serves as point of contact, providing information and recommendations.
Coordinates with other City Departments and community organizations regarding potential
solutions to specific neighborhood concerns, issues, and problems.
Coordinate the preparation of neighborhood resources and service alerts for dissemination to the
impacted areas of the Dublin community.
Build and maintain positive working relationships with co-workers, other City employees, local
businesses, and the general public using principles of good customer service.
Participates in implementation strategies and initiatives within the City Neighborhood Resources
Division work plan.
Notify and follow-up with participants for scheduled events and registration requirements.
Encourages residents to volunteer their time and talents for active participation in City sponsored
neighborhood res?urces programs and events.
2
EXHIBIT B
Plans, promotes, and administers neighborhood outreach programs, services and resources
designed to maintain the quality of life in City neighborhoods.
Assists with neighborhood resource projects and tasks and works as a team member within the
Division.
Perform related duties as assigned.
Minimum Qualifications:
Neighborhood Services Specialist I
Knowled2e of:
Basic report writing; proper English usage, spelling, grammar, and punctuation.
Records maintenance including alphabetic and numeric filing systems and software applications.
Effective interpersonal communication techniques.
Techniques for dealing with the solving of problems presented by a variety of individuals from
various backgrounds.
Ability To:
Apply customer service techniques.
Perform technical, detailed and responsible administrative and technical work.
Prepare accurate, clear and concise reports in areas of assignment.
Interpret, apply and explain policies, codes and regulations.
Maintain accurate records and files.
Effectively manage projects, special events and associated timelines.
Communicate effectively with co-workers, superiors, business owners, the general public, and
private organizations.
Safely operate a motor vehicle.
Accurately follow oral and written instructions.
Operate computer equipment.
Schedule multiple activities and events.
Use good judgment in executing duties.
Pass background check to include Department of Justice fingerprinting and reference checks.
3
EXHIBIT B
Operate a computer and effectively use programs including basic graphic programs, Microsoft
Word and Excel. To become proficient in the City's Permit System, EDEN within six months of
hire.
Traininl?: 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: Graduation from high school or completion of general equivalency diploma
(GED); College-level coursework or technical training in a related field is highly
desirable. An Associated Arts degree is desirable.
Experience: One year of general office administrative or secretarial/technician experience.
Neighborhood Services Specialist II
In addition to the requirements for the Neighborhood Services Specialist I:
Knowledl?:e of:
Community based techniques used III vanous neighborhood watch and community relations
programs.
Procedures residents and business owners can take to avert crimes.
Public relations skills.
Methods and techniques for accurate record keeping and general office/administrative skills.
Community event planning.
Proper English, spelling and grammar.
Methods of providing services and information.
Ability to:
Develop and/or assist in developing and coordinating neighborhood resource programs to fit the
citizens of the Dublin community.
Make effective presentations at public meetings.
Establish and maintain cooperative working relationships with those contacted in the course of
work including working with the operating Departments, community leaders, co-workers,
organizations, businesses and citizens.
Maintain records, prepare and present comprehensive but succinct written and oral reports,
newsletters and public information pieces.
Work flexible hours, including evenings and weekends.
4
EXHIBIT B
Properly organize and prioritize work assignments.
Traininl! and Experience
Any combination of experience and training that would provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Associate of Arts Degree with major course work in Human Services, Criminal
Justice Administration, Political Science, Marketing, Community Development or
closely related field. Bachelor's Degree is highly desirable.
Experience: Three years of experience working within programs involving neighborhood
resources and/or services such as: crime prevention, police services, or related filed.
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
meetings and by telephone; use hands and fingers to handle, feel or operate standard office
equipment; and reach with hands and arms. The employee is frequently required to, bend and
twist to reach files, walk and stand. While performing duties, the employee is regularly required
to use written and oral communication skills; read and interpret complex data, information and
documents; operate a computer, analyze and solve problems. When setting up and participating in
various neighborhood resources programs and special events the employee must be able to lift,
carry, push, pull and otherwise move objects weighing between 10-15 pounds. At times the
employee interacts with City Officials, City Management, other governmental officials,
contractors, vendors, employees and the general public.
The employee's working hours may emphasize either outdoor or indoor work. There may be some
light physical work or activity when preparing for events and/or public meetings such as handling
of event supplies and/or equipment. The employee's work hours may vary in accordance with the
activities of the Division.
Ability to drive or operate designated City vehicle(s) to various Division events as needed.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C Drivers' License and Certificate of Automobile
Insurance for Personal Liability.
Work flexible hours, including evenings and weekends.
Pass and maintain clearance of background check from Department of Justice.
5
RESOLUTION NO. - 12
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 add and 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 amended to include the following positions:
Assistant Director of Community Development (Exhibit C)
Chief Building Official (Exhibit D)
Graphic Design and Communications Coordinator (Exhibit E)
BE IT FURTHER RESOLVED that Resolution No. 30-84 and subsequent Resolutions shall be
further amended to delete the following positions:
Administrative Secretary
Administrative SeNices/Finance Director
Building Official
Clerk Typist/Receptionist
City Clerk
Community Safety Assistant
Deputy City Clerk
Environmental Specialist
Heritage and Cultural Arts SupeNisor
Office Assistant I
Office Assistant II
Parks and Community SeNices Manager
Planning Director
Secretary to the City Manager
Secretary to the City Manager/Deputy City Clerk
Senior Building Inspector
Senior Plan Checker
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 July 1, 2012.
PASSED, APPROVED AND ADOPTED this 17th day of April, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
Attachment 2
EXHIBIT C
Date Adopted: 4-17-2012
Date Revised:
Title:
Assistant Director of Community Development
FLSA:
Exempt/Management/ At-Will
General Purpose:
Under administrative direction of the Community Development Director, assists in directing, planning,
organizing and administering the activities of all program areas within the Department with primary
oversight of the Planning/Neighborhood Resources Division including zoning, code enforcement,
processing of permits, subdivisions, and environmental review, and neighborhood resources; participates
in the transportation and capital improvement planning, and the general plan; coordinates Division
activities; provides highly responsible and complex organizational assistance and support to the Director.
This position functions as a member of the Community Development Department management team in
Departmental policy development, administrative planning and addressing of Departmental problems,
budget development, and personnel recruitment. Serves as Acting Community DevelopmentDirector in
the absence of the Director; and does related work as required.
Distinguishing Characteristics:
The Assistant Director of Community Development is a management position responsible for formulating
policy, developing goals and objectives, supervising staff, and developing and administering
Departmental budgets. Incumbents in this classification have a broad range of independence within policy
and procedural limitations and work under minimal supervision. The incumbent is accountable to the
Department Director for the effective management of personnel and the quality and efficiency of services
directed. While the general parameters of the job are defined, the employee is expected to select and put
into effect work procedures and practices which will lead to the effective and efficient accomplishment of
Department goals. Recommendations on the improvement of Division activities are expected. The
Assistant Director of Community Development provides direct supervision and management to
professional, technical, contract and clerical staff in the Community Development Department.
This classification is distinguished from the Community Development Director who serves as the
Department Head of the entire Department.
Supervision Exercised:
Direct supervision and supervision through secondary supervisors is provided to personnel assigned to the
assigned Division.
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.
EXHIBIT C
Provides leadership and direction on Community Development programs and issues; coordinates the
Divisions' plans with state, Federal and regional agencies; assures effective communication of issues and
strategies; anticipates problems and pursues viable solutions.
Directs daily operations of the Planning/Neighborhood Resources Division, manages and allocates
numerous internal and external resources; evaluates and analyzes issues, and recommends and
implements solutions to accomplish goals and improve operations.
Develops, evaluates and administers Department and Division goals, objectives, policies and procedures;
assures Divisions' plans and activities are in compliance with all applicable laws, policies, regulations,
timelines and goals; reviews project work papers, and approves project plans and procedures.
Assures the integrity of Division work products, processes and procedures; monitors technical documents
for accuracy, completeness, and compliance with Federal, State, and City policies and practices; reviews
and prepares status reports, and recommends appropriate actions.
Assures a productive, efficient and technically competent work environment; assures effective
communications with other City Departments and outside agencies; sets Division priorities and assures
program and project deadlines and performance standards are met.
Reviews and approves technical documents, contracts, agreements, plans and reports of Division
activities; manages the collection, analysis and reporting of operational data; prepares and administers
budgets, and monitors and authorizes expenditures.
Directs the activities of managers/supervisors and staff in the Division; plans, prioritizes and assigns tasks
and projects; monitors work, develops staff skills, evaluates performance; meets regularly with staff to
discuss and resolve workload and technical issues; develops appropriate goals and priorities.
Coordinates meetings with regional agencies, local businesses and community groups.
Maintains the absolute confidentiality of all records and information.
MINIMUM QUALIFICATIONS:
Knowledl!e Of:
City organization, operations, policies and procedures.
Principles, practices and procedures of urban planning, community development, zoning regulation,
building safety, code enforcement, maintenance management, and neighborhood services functions.
Federal, State and local laws, rules and regulations governing planning, zoning, code enforcement"
community development, public services and neighborhood services activities..
Techniques and practices for effective, efficient and cost effective management of allocated resources.
Principles and practices of administrative management, including personnel rules, cost accounting,
budgeting, procurement, contract management, and employee supervision.
Project and contract management, and negotiation principles and techniques.
2
EXHIBIT C
Business and personal computers, and spreadsheet software applications.
Record keeping and file maintenance principles and procedures.
Ability To:
Analyze issues, evaluate alternatives, and makes logical recommendations based on findings.
Assume management level responsibilities and make appropriate decisions, while assuring compliance
with City goals and objectives.
Interpret and apply Department standards and City policies.
Present and defend reports and information in public meetings.
Interpret technical instructions and analyze complex variables.
Meet critical time deadlines.
Use initiative and independent judgment within established procedural guidelines.
Assess and prioritize multiple tasks, projects and demands.
Establish and maintain cooperative working relationships with City employees, officials, the general
public and representatives from other local, State and Federal agencies.
Communicate effectively both orally and in writing.
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 meetings and
by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with
hands and arms. The employee is frequently required to, bend and twist to reach files, walk and stand.
While performing duties, the employee is regularly required to use written and oral communication skills;
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.
Training and Experience:
Education: Bachelor's Degree in Urban Planning, Business or Public Administration, or related field;
A Master's degree in a related field is preferred.
Experience: Five years of increasingly responsible full-time experience in a municipal community
development department including municipal/public planning, zoning/code enforcement
activities and two years of administrative management and/or supervisory experience.
3
EXHIBIT C
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for
Personal Liability.
Must have the willingness and ability to: work the hours necessary to accomplish the assigned duties,
including evening and week-end hours; attend evening meetings; travel out of town and attend
workshops, conferences, seminars during work and non-work hours.
4
EXHIBITD
Date Adopted: 04-17-2012
Date Revised:
Title:
Chief Building Official
FLSA:
Exempt/Management/ At-Will
General Purpose:
Under general direction of the Community Development Director, the Chief Building Official is responsible for the
management and operation of the Building Division in the Community Development Department; is the designated
authority charged with the administration and enforcement of local, state and federal codes, ordinances, and regulations
for all buildings and structures; administers the plan review and inspection process of building construction and
alterations; may serve as acting head of Department; and performs other duties as assigned.
Distinguishing Characteristics:
Incumbents in this classification have a broad range of independence within policy and procedural limitations and work
under minimal supervision. This classification is distinguished from the Community Development Director who serves as
the Department Head of the entire Department with responsibility for the Divisions of Planning/Neighborhood Services,
Housing, and Building and Safety. The Chief Building Official provides direct and indirect supervision and management
to all professional, technical and support staff, and contract personnel within the Building Division.
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.
This position assumes the responsibilities for and has the authority as described in the Dublin Municipal Code for the
office of the Building Official.
Plans, directs and coordinates the activities of the Division relative to the enforcement of laws and codes governing the
construction of new buildings or altering existing structures.
Supervises the review of building plans for conformance with code provisions.
Hires, supervises, trains and evaluates Building Division personnel; interprets City policies and procedures to employees;
is responsible for morale and productivity of assigned staff.
Advises builders and homeowners on minimum standards of construction and materials.
Performs difficult inspections and assists staff in resolving technical questions relating to various code requirements.
Develops operational policies and procedures to ensure effective departmental operation and provides for continuous
improvement of the Building Division.
Establishes systems to ensure consistency within the division.
EXHIBIT D
Confers with architects, contractors and others concerning building code provisions and construction methods.
Resolves disputes between the City and contractors.
Prepares complex reports, letters and newsletters.
Makes presentations to the City Council, City Commissions and other groups; explains Division policies to the public,
developers and builders.
Prepares and administers the Division budget.
Develops and implements Division goals, objectives, policies and priorities.
Plans, programs, directs and participates in all building service activities associated with setting and ensuring compliance
with building standards.
Confers with and provides professional assistance to members of City departments on matters related to functional areas
of responsibility.
Establishes and maintains liaisons with appropriate government bodies, private firms, organizations or individuals to
assist in achieving City objectives and ensuring compliance with appropriate laws and development standards.
Keeps informed of current trends and practices in the building inspection field, participates on numerous committees as
directed by the Department Director.
Performs related duties as required.
Minimum Qualifications:
Knowled2:e of:
All aspects of community development and their relationship to building inspection; the International Building Code and
other applicable state and federal codes.
Modem management principles and practices.
Problem solving and mediation techniques to resolve disputes.
Principles, practices and methods associated with developing building, plan check, construction and building inspection
standards.
Engineering principles, concepts and procedures as applied to building inspection.
Construction methods and materials.
Principles and practices of budget preparation and administration.
Principles and practices of supervision, training and evaluation.
Effective written and oral communication techniques.
Modem office practices, procedures, methods and equipment.
Customer service skills.
2
EXHIBIT D
Ability To:
Read, understand and interpret construction blueprints, plans and specifications.
Inspect and analyze standard building construction and to identify code violations.
Solve complex building inspection and code-related problems.
Work effectively with builders, contractors and the general public.
Supervise, train and evaluate assigned staff.
Explain City practices and objectives to appropriate public and private agencies, organizations and individuals.
Prepare analytical reports of a budgetary, technical and evaluative nature.
Uniformly interpret and enforce codes, standards and regulations.
Conduct comprehensive engineering analyses of building problems; analyze data and make decisions accordingly.
Establish and maintain effective working relationships with those contacted in the performance of required duties.
Utilize a personal computer to perform word processing, spreadsheet, and specialized functions.
Communicate effective both orally and in writing.
Prepare clear and concise reports.
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; drive a motor vehicle; periodically in a field environment move across rough terrain, bridge
scaffolding and negotiate construction sites including, but not limited to: crawling, jumping and climbing stairs and
ladders; read fine print on blueprints and VDT's; converse in person, over the telephone, and two-way radio; write and use
keyboard to communicate; operate a calculator; intermittently lift and carry files, maps and construction materials
weighing up to 40 pounds; stamina to work additional hours to meet deadlines and attend night meetings.
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 Training:
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: The equivalent to an AA or AS degree in construction inspection, building inspection or a related field. A
bachelor's degree in a related field is desirable.
Experience: Six years of increasingly responsible employment in building inspection, standards development, plan
checking or in a related engineering field which required application of building, plumbing, or electrical
3
EXHIBIT D
codes. Three years experience in supervision of professional and technical staff, such as those involved in
building plans review and building inspection.
Trainin2:
Any recent training classes, such as academic courses and certification programs, which are relevant to
this job classification.
License~, Certificates, Special Requirements:
Possession of a valid California Class C Drivers' License and Certificate of Automobile Insurance for Personal Liability.
Possession and maintenance of the Building Official certification (C.B.O) issued by the International Code Council is
required.
Plans Examiner and Combination Inspection certifications issued by the International Conference of Building Officials
(ICBO) are highly desirable.
Possession and maintenance as a Certified Access Specialist issued by the Division of the CA State Architect is required.
4
EXHIBIT E
Date Adopted:
Date Revised:
04-17-2012
Title:
Graphic Design and Communications Coordinator
FLSA:
Non-Exempt
General Purpose:
Under administrative direction, develops and coordinates City or assigned Departmental
,marketing, publication and presentation materials to encourage positive customer contact, and
ensure consistent, credible, and professional communications are continuously developed within
the City. The Graphic Design and Communications Coordinator creates a variety of effective
marketing medium that heighten the visibility of specialized programs and/or increases public
interest and audience. This classification is expected to have broad knowledge of graphic art
concepts, techniques, and processes including layout principles and aesthetic design concepts.
Distinguishing Characteristics:
This class is distinguished by its responsibility for planning, designing, creating and producing a
wide variety of quality illustrative graphic artwork, printed and electronic materials, web pages of
varying degrees of complexity and video communication activities. The employee is expected to
have broad knowledge of graphic art concepts, techniques and processes including knowledge of
layout principles and aesthetic design concepts. The incumbent is expected to participate in the
development of marketing and promotional materials; develop, write and edit promotional
materials including press releases and marketing campaigns. The Graphic Design and
Communications Coordinator serves as website content manager and social media coordinator for
the Department, adhering to established City policies and standards related to the content and
look of web site information.
Supervision Received and Exercised:
Receives administrative direction from the Heritage and Cultural Arts Manager.
May exercise technical and functional supervision over part-time staff as appropriate.
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.
1
EXHIBIT E
Participates in the development of marketing/promotion strategy of assigned programs;
establishes project goals and objectives; Meetswith City staff to identify project needs.
Create designs, concepts, and sample layouts based on knowledge of layout principles and
aesthetic design concepts.
Develop the overall layout and design of flyers, advertisements, website content, reports,
presentations and other publications, which enhance the professional image and branding of
Department programs and services.
Produce promotional displays, packaging, and marketing brochures for products and services.
Design distinctive logos for products and services.
Develop signs and signage systems and other environmental graphics.
Administer web site content and social media on behalf of the Department. Develop material and
content for Internet Web pages, interactive media, and multimedia projects.
Assist Department staff with the development of presentations using PowerPoint and other
presentation software.
Write, edit, prepare and distribute informational materials, press releases, articles and
presentations to inform the community and the organization of City issues, services, programs
and events.
Writes and oversees video productions.
Prepare notes, instructions and electronic files for vendors that will produce final materials.
Surveys, collects and evaluates community participation, attendance and satisfaction and overall
results of specific measures and goals.
Develops partnerships and coordinates information with outside agencies to foster and develop
community services, events and information.
Seeks sponsorships to underwrite projects; identifies sponsors, creates presentation packets and
maintains sponsorship databases.
Develops and administers program budgets and monitors expenditures.
Oversee part-time staff as assigned and independent contractors.
Negotiates and manages agreements for contract services.
Prepare information and reports related to program budgets.
Maintain records and prepare written promotion plans and reports.
2
EXHIBIT E
Maintain a sufficient supply of inventory and materials that will ensure that the Department meets
the needs of its customers, clients, and the public.
Build and maintain positive working relationships with co-workers, other City employees and the
public using principles of good customer service.
Perform other duties as assigned.
Minimum Qualifications:
Knowlcdl!c of:
Modem marketing and public relations techniques and promotional event planning.
Modem principles of organization and administration.
Writing and editing techniques for a variety of audiences.
Developing or maintaining websites.
English language usage, spelling, punctuation and grammar.
Basic supervisory and motivational techniques.
Knowledge of a variety of software applications.
Methods and practices of program development and project management.
Principles and practices of effective business and marketing communications.
Abilitv to:
Interpret project needs and convert user-developed content into attractive print advertising and
electronic media.
Develop design concepts by gathering information and data to clarify design issues.
Design and paste-up camera-ready reports and brochures for in-house or contract printing
projects; oversee document reproduction process for quality and accuracy.
Think creatively, produce new ideas and contribute to the overall project.
Take photographs using digital and other cameras and prepare slides and/or PowerPoint
presentations.
Use innovation to redefine designs as needed to meet the constraints of cost and time.
Multi-task and work on more than one design project at a time; set priorities and meet deadlines;
work in a fast-paced, team oriented environment.
3
EXHIBIT E
Work well under pressure and quickly make responsible decisions; identify and resolve problems
quickly. .
Demonstrate tact and good judgment in dealing with sensitive issues and situations.
Use a wide range of media, computer operating systems and various software programs.
Proficiency with programs in the Adobe Creative Suites is desirable.
Produce accurate and high quality work products.
Keep abreast of developments in information technology and trends particularly design programs
and hardware.
Oversee, train and provide input to evaluation of part-time staff; assess activities of independent
contractors.
Establish and maintain effective working relationships, and work collaboratively with a team of
vendors and City staff.
Attend day, evening and weekend meetings and events.
Communicate in an effective and concise manner, both orally and in writing.
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,
climb, kneel and twist while working on computer equipment, peripherals, and ancillary
equipment; perform simple grasping and fine manipulation; use telephone and write and use
keyboard to communicate; see small text and numbers on computer screen; routinely move
equipment weighing up to 30 pounds.
While performing duties, the employee is regularly required to read and interpret data,
information and documents; analyze and solve problems; 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 are qualifying. A typical way to obtain the knowledge and abilities
would be:
Education:
Equivalent to an Associate of Arts degree from a recognized college or university
with major course working in graphics design, advertising, marketing,
photography, desktop publishing, and/or reprographics. A Bachelor's degree is
highly desirable.
4
EXHIBIT E
Exoerience: Three years of progressively responsible paid experience performing graphic
design work including desktop publishing.
Trainin2:: Any software training related to Adobe Create Suites software programs or other
courses and certification programs, which are relevant to this job classification,
are desirable.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance
for Personal Liability.
5
RESOLUTION NO. -12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
RESOLUTION AMENDING THE SALARY PLAN FOR FULL-TIME PERSONNEL AND FOR
POSITIONS EXEMPT FROM FAIR LABOR STANDARDS ACT (FLSA) OVERTIME PROVISIONS
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 92-11 and subsequent Resolutions which establish a Salary Plan for full-time personnel
and for positions exempt from FLSA overtime provisions in accordance with the City's Personnel System
Rules.
NOW, THEREFORE, BE IT RESOLVED that the Executive Aide position shall be added under
Article I, Section A of the Salary Plan; and
BE IT FURTHER RESOLVED that the following position shall be paid a monthly salary within the
following salary range with the exclusion of any Performance Pay Adjustment granted in accordance with
the adopted Personnel Rules:
Executive Aide
$ 5,711 - $ 7,139
BE ITFURTHER RESOLVED that the positions of Neighborhood Resources Technician I and
Neighborhood Resources Technician II shall be added and covered under Article I, Section B of the
Salary Plan; and
BE IT FURTHER RESOLVED that the following positions shall be paid an hourly rate within the
following salary range with the exclusion of any Performance Pay Adjustment granted in accordance with
the adopted Personnel Rules:
Neighborhood Resources Technician I
Neighborhood Resources Technician II
$ 4,442 - $ 5,552 ($25.6269 - $32.0307)
$ 4,866 - $ 6,107 ($28.0730 - $35.2326)
BE IT FURTHER RESOLVED that this document shall become a part of the official Salary Plan
for the City of Dublin; and that the changes contained herein shall be effective May 1,2012.
PASSED, APPROVED AND ADOPTED this 1th day of April, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 3
RESOLUTION NO. - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
RESOLUTION AMENDING THE SALARY PLAN FOR FULL-TIME PERSONNEL AND FOR
MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 92-11 and subsequent Resolutions which establish a Salary Plan for full-time personnel;
and
WHEREAS, the City Council adopted Resolution No. 93-11 and subsequent Resolutions which
establish a Salary Plan for management positions exempt from competitive service in accordance with
the City's Personnel System Rules.
NOW, THEREFORE, BE IT RESOLVED that the position of Graphic Design and
Communications Coordinator shall be added and covered under Article I, Section B of the Salary Plan for
Full-Time Personnel; and
BE IT FURTHER RESOLVED that the following positions shall be paid an hourly rate within the
following salary range with the exclusion of any Performance Pay Adjustment granted in accordance with
the adopted Personnel Rules:
Graphic Design and Communications Coordinator
$ 5,493 - $ 6,867($31.6904 - $39.6173)
BE IT FURTHER RESOLVED that the positions of Assistant Director of Community Development
and Chief Building Official shall be added and covered under Article I, Section A of the Salary Plan for
Full-Time Management Positions Exempt from Competitive Service; and
BE IT FURTHER RESOLVED that the following positions shall be paid a monthly salary within
the following salary range with the exclusion of any Performance Pay Adjustment granted in accordance
with the adopted Personnel Rules:
Assistant Director of Community Development
Chief Building Official
$ 9,358 - $ 11,697
$9,216-$11,520
BE IT FURTHER RESOLVED that this document shall become a part of the official Salary Plan
for the City of Dublin; and that the changes contained herein shall be effective July 1, 2012.
PASSED, APPROVED AND ADOPTED this 1th day of April, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 4
RESOLUTION NO. -12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND
PRESCRIBING LEAVE BENEFIT FOR THE DESIGNATED POSITIONS
WHEREAS, the City Council has adopted a Personnel Ordinance in which Section 2.20.040 E of
the Ordinance exempts Department Heads and other Management Positions from Competitive Service;
and
WHEREAS, in accordance with the City's Personnel Ordinance, the City Council adopted
Resolution No. 202-08 which establishes Management Positions and defines benefits for those positions;
and
WHEREAS, it is necessary to periodically update the Resolution to reflect new classifications.
NOW, THEREFORE, BE IT RESOLVED that the following positions shall be designated as
Management Position under the City's Personnel Ordinance and shall be granted benefits in accordance
with Resolution 202-08:
Assistant Director of Community Development
Chief Building Official
BE IT FURTHER RESOLVED that the positions of Assistant Director of Community Development
and Chief Building Official shall be added to the list of Management Positions eligible for a monthly car
allowance as provided in Resolution 202-08:
Section 12. . Car Allowance and Mileaqe Reimbursement: The following positions shall be eligible
to receive the designated monthly allowance. The receipt of the car allowance pursuant to this
section shall be full compensation for all operating costs excluding tolls, parking fees and out of
area travel.
a. Manaqement Positions Receivino Monthlv Allowance
Eliqible Positions
Assistant Director of Community Development
Chief Building Official
Monthlv Allowance
$190
$190
BE IT FURTHER RESOLVED that the changes contained herein shall be effective July 1, 2012.
PASSED, APPROVED AND ADOPTED this 1ih day of April, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 5