Loading...
CC SR 20170606 S - CDD Analyst ReclassificationRANCHO PALOS VERDES CITY COUNCIL AGENDA REPORT AGENDA DESCRIPTION: MEETING DATE: 06/06/2017 AGENDA HEADING: Consent Calendar Consideration and possible action to reclassify the Administrative Assistant in the Community Development Department to an Administrative Analyst. RECOMMENDED COUNCIL ACTION: 1) Approve the reclassification of the Administrative Assistant in the Community Development Department to an Administrative Analyst 1/11. FISCAL IMPACT: If approved, the reclassification would result in the position becoming an Analyst 1/I1, which has a slightly higher salary range, but does overlap with that of the Administrative Assistant. This will not impact the FY16-17 budget. Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Ara Mihranian, Director of Community Development REVIEWED BY: Gabriella Yap, Deputy City Manager APPROVED BY: Doug Willmore, City ManagerO ATTACHED SUPPORTING DOCUMENTS: A. Administrative Analyst 1/11 class specification (page A-1) BACKGROUND AND DISCUSSION: The Community Development Department is the only Department in City government without an Analyst, so the Administrative Assistant has taken on many of those higher level duties. A recent audit of this position by Human Resources confirmed that the actual duties conducted exceeded those of an Administrative Assistant and are more in line with the responsibilities of an Administrative Analyst 1/11 including: • Preparing a wide variety of assignments related to the administration of budgets, contracts, research projects, and department programs; • Performing professional -level administrative and programmatic work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and/or program evaluation; • Participating in the development and implementation of new or revised programs, systems, procedures, and methods of operation; • Compiling and analyzing data and makes recommendations regarding staffing, equipment, and facility needs; 1 • Assisting in the development and reporting of alternate funding sources and ensuring compliance with Federal, State, City, and funding agency and City accounting and reporting requirements and applicable laws, regulations, and professional accounting practices Based on the above, Staff recommends reclassifying the Department's Administrative Assistant to an Administrative Analyst I to accurately reflect the responsibilities identified in the class specification (Attachment A). If acceptable, this change will go into effect immediately and the Department's organization chart will be amended accordingly. This position will continue to report to the Director of Community Development. ALTERNATIVES In addition to the Staff recommendation(s), the following alternative action is available for the City Council's consideration: 1. Take no action. 2 ADMINISTRATIVE ANALYST 1/11 DEFINITION Under general supervision or direction, provides administrative, budgetary, grant, program, project, and/or work -flow support to assigned department and/or division; analyzes programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and program evaluations for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general supervision or direction from assigned supervisory or management personnel. Exercises no direct supervision over staff. May provide technical and functional direction to lower - level staff. CLASS CHARACTERISTICS Administrative Analyst I: This is the entry-level class in the Administrative Analyst series. Initially under close supervision, incumbents with basic professional administrative support experience perform analytical and technical work within an assigned division/department. As experience is gained, assignments become more varied and are performed with greater independence. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Since this class is often used as a training class, employees may have only limited or no directly related work experience. Administrative Analyst 11: This is the full journey -level class in the Administrative Analyst series. Incumbents develop and implement policies and procedures for a variety of projects and programs within an assigned division/department, including budget administration, contract administration, management analysis, and program evaluation. Incumbents support the work of departmental management staff by conducting day-to-day administrative support activities and by providing a professional -level resource for organizational, managerial, and operational analyses and studies. The work has technical and programmatic aspects requiring the interpretation and application of policies, procedures, and regulations and may involve frequent contact with the public. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising a higher level of judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from Senior Administrative Analyst in that the latter is responsible for greater technical and functional supervision of lower -level administrative support staff and is capable of performing the most complex duties assigned to the department. Positions in the Administrative Analyst class series are flexibly staffed and positions at the II level are normally filled by advancement from the I level requiring at least two (2) years of experience at the I level and after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class. When filled A-1 Administrative Analyst 1/11 Page 2 of 5 from the outside, the employee is required to have at least three (3) years of prior related experience that allows the employee to meet the qualification standards for the II level. EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. • Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned. • Participates in and oversees the development and administration of departmental budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems. • Coordinates and performs professional -level administrative and programmatic work in such areas as budget development, financial administration and reporting, grants, purchasing, database management, contract administration, management analysis, public information, and/or program evaluation. • Plans, oversees, and administers highly complex department -specific programs and projects; develops and manages program budgets, including revenue projections, multi-year cash flow analysis, cost containment, and grant funds disbursement; directs all aspects of assigned programs, including legal and regulatory compliance to avoid substantial fines; receives, reviews, and organizes program applications; ensures that awards stay within funding limits; participates on various committees and may present committee recommendations to the City Council; sends award letters to program applicants; represents the City to applicants. • Serves as a liaison to employees, outside organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions. • Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs. • Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex financial, budget, personnel, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations. • Oversees departmental website and other community outreach programs including banner program, newsletter, webpage and community brochures and fliers. • Coordinates special departmental projects and programs related to financial services, facilities, parks and/or preserve operations. • May assist in the development and reporting of alternate funding sources and ensures compliance with Federal, State, City, and funding agency and City accounting and reporting requirements and applicable laws, regulations, and professional accounting practices. • Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities. • Confers with other management staff regarding provision of administrative and support services, including contracts, agreements, and grant reporting. • Maintains accurate records and files; develops storage of records and retention schedules. A-2 Administrative Analyst 1/11 Page 3 of 5 • Assists with and coordinates and organizes community events; represents City to residents in explaining City policies; provides outreach and public education programs to the community. • Plans, organizes, and oversees special projects as required. • Participates on a variety of interdisciplinary committees and commissions and represents the City to a variety of community and stakeholder groups. • Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations. • Performs other duties as assigned. QUALIFICATIONS Knowledge of: • Principles and practices of municipal management and government. • Basic principles, practices, and procedures of funding sources and grant funds disbursement. • Project and/or program management, analytical processes, and report preparation techniques; municipal programs such as, but not limited to, finance, budgeting, purchasing, and other governmental programs related to the department/division to which assigned. • Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures. • Principles and practices of public administration as applied to operational unit and program administration. • Research and reporting methods, techniques, and procedures. • Sources of information related to a broad range of municipal programs, services, and administration. • Applicable Federal, State, and local laws, codes, and regulations. • Public relations techniques. • Principles and practices of contract administration and evaluation; public agency budget development and administration, and sound financial management policies and procedures. • Recent and on-going developments, current literature, and sources of information related to the operations of the assigned department/division. • Record keeping principles and procedures. • Modern office practices, methods, and computer equipment and applications related to the work. • English usage, grammar, spelling, vocabulary, and punctuation. • Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Ability to: • Assist in the development of goals, objectives, policies, procedures, and work standards for the department. • Coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities. • Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. • Plan and conduct effective management, administrative, and operational studies. A-3 Administrative Analyst 1/11 Page 4 of 5 • Plan, organize, and carry out assignments from management staff with minimal direction. • Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives. • Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. • Evaluate and develop improvements in operations, procedures, policies, or methods. • Research, analyze, and evaluate new service delivery methods, procedures, and techniques. • Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. • Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations. • Effectively represent the assigned department/division and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. • Establish and maintain a variety of filing, record keeping, and tracking systems. • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Operate and maintain modern office equipment, including computer equipment and specialized software applications programs. • Use English effectively to communicate in person, over the telephone, and in writing. • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to graduation from an accredited four-year college or university with major coursework in business administration, public administration, economics, accounting, finance, or a related field. Administrative Analyst I: One (1) year of responsible administrative experience in municipal government. Administrative Analyst II: Three (3) years of professional administrative experience in municipal government, or two (2) years of experience equivalent to Administrative Analyst I at the City of Rancho Palos Verdes. Licenses and Certifications: • Possession of, or ability to obtain, a valid California Driver's License by time of appointment. PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although Administrative Analyst 1/11 Page 5 of 5 standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. FLSA Status: Non -Exempt Classified: Yes Workers Comp: 8810 M