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Home My WebLink About1986-03-11; City Council; 8546; Personnel dept reorganization adoption- -_ C; 1 OF CARLSBAD - AGEN. A BILL 9B# cew 4 MTG.--.- 3/11/86 DEPT. PER 1 TITLE: ADOPTION OF REORGANIZATION OF THE PERSONNEL DEPARTMENT CITY ATTY CITY MGR.~ RECOMMENDED ACTION: Adopt Resolution No. ry.37, formally adopting the Reorganization of the Personnel Department; amending the classification and salary plan and authorizing the reclassification of certain positions. ITEM EXPLANATION: Rapid growth within the City of Carlsbad has placed an increasing burden on the Personnel Department to fill a growing number of vacant positions. From January 1985 to January 1986, the number of allocated positions has increased by 44.25 or 13.8%. Thirteen of these additional positions were a result of the budget process and 31.25 positions are a result of Council actions approving departmental reorganizations and additional personnel. A greater number of allocated positions has resulted in increased recruitment and selection activities. Related activities such as new employee orientations, benefit administration, and employee relations have accelerated at similar rates. In addition to providing increased service to a growing organization, the Auditors Report on Internal Control of FY 1984-85 contained a recommendation for improving the fiscal soundness of the City's payroll administration and preparation. The payroll functions should be altered so as to segregate duties. concept so important to sound fiscal practices. This would result in the check and balance In order to fulfill the auditors recommendation, the Personnel Department should assume responsibility for personnel transactions. Department would provide data entry and payroll administration. accomplish this separation of duties, we recommend that the classification of Compensation Technician be adopted at Salary Range 34. This classification clearly identifies the duties associated with the preparation of personnel actions that effect payroll (including salary, retirement, benefits, etc.) and related reports as well as tasks associated with employee enrollment in benefit programs. The employee currently performing these tasks should be reclassified to Compensation Technician and transferred to the Personnel Department, replacing a vacant Secretary I1 posit ion. The Finance To The transfer of the Personnel Department's Secretary I1 has resulted in increased responsibilities for the incumbent Steno Clerk 11. individual is now performing tasks and assuming responsibilities identified in the Secretary I classification. It is recommended that the incumbent be reclassified to the Secretary I classification. This FISCAL IMPACT: Increased salary costs of $6,908 per year. of $1,513 per year. Increased benefits cost I 2 EXHIBITS : 1. Proposed and existing organization charts. 2. Job descriptions for Compensation Technician and Secretary I. 3. Proposed miscellaneous salary schedule. 4. Resolution No. r937 formally approving the establishment of the Personnel Department reorganization; amending the salary and classification plans; the position of Compensation Technician and the reclassificationof certain positions. PERSONNEL DEPARTMENT Present Organization I Administrative Assistant I1 Personnel Director II Administrative Assistant I1 --_ 1 I Administrative Assistant I1 I' Compensation Technician I Administrative Assistant I1 I I Secretary I1 I I I Steno Clerk I1 Proposed Organization I I Secretary I 3 1 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 8437 . - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE CLASSIFICATION PLAN OF THE CITY TO ADOPT THE CLASSIFICIATION OF COMPENSATION TECHNICIAN AND RECLASSIFY CERTAIN POSITIONS. WHEREAS, the City Manager recommends and the City Council concurs, that the classification of Compensation Technician should be adopted and include in the city's Classification Plan. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council authorizes and directs the City Manager to add the classification of Compensation Technician as described in Attachment A, attached hereto and made a part thereof. 3. That the City Council authorizes and directs the City Manager to add the title of Compensation Technician to the Miscellaneous Salary Plan as shown on Attachment B, attached hereto and a part thereof. PASSED, APPROVEDy AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 18th day of March , 1986, by the following vote, to wit: AYES : Council Members Casler, Lewis, Kulchin, Chick and Pettine NOES : None ABSENT: None &.+ d &&- MARY H. C , ER, Mayor ATTEST: o&A Ra ALETHA L. RAUTENKRANZ, City 4 .it tachment A Resolution No. f937 - COMPENSATION TECHNICIAN Definition Under general supervision, to prepare payroll, personnel, and status transactions: to maintain complete and up-to-date per- sonnel files; to process insurance benefit claims: to perform related clerical and office duties; and to perform related work as assigned. EXAMPLES OF DUTIES prepares payroll adjustment transmittals for new hires, termin- ations, and other employee status changes. Processes new and terminating employees. Works with the Finance Department on all payroll matters. Maintains personnel files on all active and terminated employees. Explains medical insurance benefits and claim procedures to em- ployees. Completes claim applications for long-term disability insurance. Acts as liaison between employees, insurance carriers and PERS. Maintains record of number of years of City service in preparation for distribution of service awards. Compiles data and prepares management information reports. Calculates amounts of retroactive salary due to appropriate em- ployees. Maintains accurate records of employee insurance coverages. Audits insurance bill from insurance carrier. Receives and answers telephone inquiries regarding insurance coverage and personnel practices. Design, review and check records, forms and other documents for accuracy, completeness and conformance to rules and regulations. Prepare correspondence. Assist in the development and implementation of systems and pro- cedures. 5’ e 1 ...... , .- I Compensation Technician (Con'td.) Use computer terminal to enter and check data. QUALIFICATIONS Knowledge of: Modern office methods, practices and procedures. Data processing operations related to the maintenance of personnel/payroll records. Basic cost control and auditing procedures/practices. Ability to: Perform difficult accounting and clerical work involving the use of independent judgment and initiative and re- quiring speed and accuracy. Read, understand, interpret and explain laws, rules and regulations. Prepare accurate financial and statistical reports and statements. Make arithmetical calculations with speed and accuracy. Type at a speed of not less than 40 words a minute from clear copy. Analyze financial records. Find and correct errors. Establish and maintain cooperative relationships with those contacted in the course of work. Supervise, train and evaluate subordinates. Experience and Education: Any combination equivalent to the experience and education that would likely provide the required knowledge and abili- ties would be qualifying. ledge and abilities would be: A typical way to obtain the know- -2- 6 Compensation Technician (Cont'd.) - Experience Three years of increasingly responsible work performing clerical/accounting/insurance related duties. Education Equivalent to the completion of the twelfth grade, in- cluding or supplemented by courses in bookkeeping and accounting. - 3- 7 L. .. * - Attachment B Resolution No. fv 37 TITLE LIST - EMPLXIYEES REP- BY CCEA ACCOWI' CLERK I AOCOUNT CZERK I1 ACC!OU@Vrn ACCEUIWIlS"ICIAN AssISTrn CIVIL mINEER AssISTrn PXANNm AssoamE CIVIL mINEER Af=xmrEPzANNER BUILDING INWECIOR I BUILDIJSJG INWECIOR I1 BUILDING I"ECIOR I11 BUILDIJSJG M?Um -ENTER BUILDING TECHNICIAN I1 BUYER CLERK TYPIST I CLmK TYPIST I1 CODE ElWDRCENENT OFFICER aoMPENsATIONTMHNICIAN (33NS33IJCFION I"mR CuSroDIAN CuSroDIAN I1 DEPVIY CITY UERK DmPo P-e 000RDmR EJSINEERIm lTc"IcIAN I ENGINEERIJSJG TECHNICIAN I1 EQUIPMENT mmc I EUUIPMENT ImXANIc I1 EQUIPMENT MEm-wNIc LEAmDRKER EQUIPMENT SEKVIa PORKER FIRE PREVENTION OFFICER I FIRE PREVENTION QFFZCER I1 FIRE PREVE" CFE'ICER I11 GRAPHIC AKl'IST GRAPHICS mCIAN "G SPECIALIST I LIBRARIAN I LIBRARIAN I1 LIBRARIAN I11 LIBRAW PsSISTrn I LIBRARY PsSISTrn I1 LIBRARY ASs1m I11 *LIBRAW CXAEm I ' *LIBRAKy CLERK I1 MAI- ELEicTRIcIAN I MAI- ELEXXRICIAN I1 17 21 36 24 P43 P39 P50 P46 28 39 45 30 34 33 15 17 34 34 39 16 19 25 29 27 34 28 31 36 21 28 39 45 28 28 32 P30 P36 P38 24 29 35 21 23 28 30 -WRKERI 21 ME!rER READER/REPAIRER I 21 MmER READER/REPMRER I1 25 MIWIES CLERK 25 PARK - WRKER I1 25 PARK - WXmR I11 30 PARK PLANNER P42 PEmIT CLEm 19 PLANNINGTEmNICIANI 28 pLl" TMHNICIAN I1 35 POLICE WooRDS aERK I 19 PCKICE RExxlRDs CLEWC I1 21 XILICE SERVICES AIDE 15 RMIEPTIONIST CASHIER 15 -ION SJPEXVISOR I 29 RECREATION SUPERVISOR I1 37 SEmJmmY I 23 SECRETARY I1 25 SECRETAE7Y/rn~ER 24 SECRETAEEY m CITY WToEWEy 29 SECRETARY m CITY FmNAGER 29 SENIOR -ION INSPEtXIR 42 SENIOR PLANNER P47 SENIOR REX!EPTIoNIST CASHIER 17 snm0-1 17 srmo amK I1 19 SrOREKEEPER 20 !nREFT IWI- wm I1 25 STHEET t4U-a WRKER I11 30 SWEEPER OPERATOR 29 sYsrEm ANALYST P50 TMHNICIAN I 27 l?RANsmrnATION I.rJGINEER 51 TFZEE-1 23 TREE TRIMBR I1 27 TFZEETRImL&maRKER 31 UPILITYMU"XWRKERI1 25 UTILITY WRKER I11 30 VTILITY OPERATOR I1 27 UI'ILITY SYSIYDS OPERATOR I11 29 WRD pw)(IEssING WERW'OR I 19 WRD mlX OPEWTOR I1 21 PRXRWMER/OPERKIOR P43 *Library Clerk I and I1 to be deleted wha vacated by inamken&.