HomeMy WebLinkAbout1994-09-20; City Council; 12871; REORGANIZATION OF HUMAN RESOURCES DEPARTMENT?
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AB # /<. f71 TITLE: DEI
DEPT. HR CIT
RECOMMENDED ACTION:
Adopt Resolution No. - establishing a new classification of Human Resources Man and deleting the classifications of Employment Services Manager and Compensation & Ben1 Manager; reclassifying Employment Services Manager and Human Resources Analyst to Hu Resources Managers; amending the Management Compensation Plan to include the Hu: Resources Manager and reallocating the salary for the classification of Human Resources Assis converting the funding from Human Resources Analyst to Management Analyst; and deletin1 Human Resources Analyst classification.
ITEM EXPLANATION:
In May of 1990, the Personnel Department was restructured and established as the Hu, Resources Department. Prior to this organizational shift, the Personnel Department had rc heavily on consultants to provide professional expertise across a broad spectrum of a including classification, compensation, health benefits, and recruitmenthelection. One of the ii goals of the Human Resources Department was to develop specific internal professional technical expertise, thereby reducing the City’s dependency on outside consultant services.
Specialized classifications, such as, Compensation & Benefits Manager, Employment Sen Manager, and Human Resources Analyst were established to address the organization’s imma need to recruit and select human resource specialists who had experience and knowledge in t functional areas.
Over the course of the last two years, the Human Resources Department has experienced sei significant changes in staff, including the vacancy of the Compensation & Benefits Man position and the elimination of the Compensation Technician position from the budget. As a d consequence, the department has, out of necessity, had to significantly broaden the roles o remaining specialists in order to continue to meet the organization’s demands for service.
A recent classification study has confirmed that over the course of the past several years posii in the Human Resources Department have clearly evolved from specialist classifications to hu resource generalists. Current Human Resources employees are performing significantly difft types of duties and in one case, higher level responsibilities than were described in their oril classifications. It has also been determined that there is a distinct advantage to the organizatic continuing to utilize and develop staff across a broad spectrum of human resource functions ii relatively small department.
Therefore, it is recommended that the basic organization of Director, Manager, Analyst, Assistant replace the current job-specific classification titles based on the following find Further, the new organizational reporting relationships will enhance the department’s effici and ability to serve the needs of the City. Attached as Exhibit 1 are the current and prop organizational charts for the Human Resources Department.
Human Resources Assistant:
Originally, this classification was developed to support both the recruitment and benefits E However, it was intended to be staffed by two individuals, one assigned to each functional a~ responsibility. During the peak hiring period in 1990, a Human Resources Assistant was hir exclusively serve the recruitment/selection function. Due to the elimination of the Compensatic
MTG. 9-20-94 REORGANIZATION OF HUMAN RESOURCES DEPARTMENT CIT
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Technician and the absence of a Compensation and Benefits Manager, in addition to existin responsibilities, this position has absorbed the day-to-day technical and customer servic responsibilities of the employee benefits program. The incumbent has developed and demonstratt knowledge and skill in a distinctly different functional area of responsibility, thus broadening tl scope of the job and utilization of this classification in a generalist capacity. This position al often supports the Director, Manager or Analyst in many project areas as the needs arise. revised job description is submitted as Attachment A to reflect the current expanded utilization this classification.
Staff has reviewed the Human Resources Assistant classification and salary comparing the fL scope and level of responsibilities performed with other comparable management classificatioi within the organization. Based on this review, staff recommends that the Human Resourc Assistant salary range be reallocated to $1,376 - $1,756 biweekly which is comparable to t classification of Management Assistant.
Human Resources Man=:
Similarly, the position of Human Resources Analyst has gradually absorbed the managerj responsibilities of employee compensation and benefits in the absence of the Compensation Benefits Manager. Additionally, over the past several years this position has also assumed le, responsibilities for a variety of administrative programs and projects. Included among the additional responsibilities are routinely functioning as the City’s representative when interfaci with federal and state regulatory agencies relative to compliance and legal liability; participating an active member of the negotiating team during collective bargaining sessions; and serving as i in-house specialist in certain subject areas providing professional support to department heal employees and other human resources staff regarding interpretations of laws, contracts, rulc regulations and policies.
The Employment Services Manager is also being utilized as a human resource generalist acros variety of functional areas of expertise beyond the current job description. Although this posie is appropriately classified as a manager, the position has, out of necessity, outgrown the narr program responsibilities outlined as demands on the Human Resources Department hi broadened and the evolution of programs have changed the responsibilities in the employment a3
Staff is recommending the reclassification of the Employment Services Manager and Compensat
& Benefits Manager positions to the broader classification of Human Resources Mana, (Attachment B). Further, staff recommends that the current incumbent Human Resources Anal be reclassified as Human Resources Manager consistent with the level of responsibility that 1 been absorbed over the last two years. The department also recommends that the funding for vacant Human Resources Analyst position be converted to a generalist position of Managem Analyst.
This reorganization results in a more efficient utilization of staff. The adoption of broad genera classifications allows the department to maximize its resources by continuing to cross-train cross-utilize professional and technical staff in all areas of human resource services.
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FISCAL IMPACT:
The estimated annual cost of these recommendations is $5,900. The estimated cost of the salq range adjustments and related benefits for the balance of FY 1994-95 is approximately $4,500 anc will be funded through a transfer from the contingency account.
EXHIBITS:
1. Exhibit 1: Human Resources organizational charts
2. Resolution No. fV-267
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RESOLUTION NO. 94-267
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ADOPTING THE MANAGEMENT ClASStFICATlONS IN THE
HUMAN RESOURCES DEPARTMN; RECLASSIFYING THE EMPLOYMENT
SERVICES MANAGER AND HUMAN RESOUFCES ANALYST TO HUMAN
RESOURCES WGER; REALLOCATING THE HUMAN RESOURCES ASSISTANT
AMENnlNG THF MMMFNT S&ARY PIAN.
WHEREAS, the City Manager recommends and the City Council concurs, that it iz
desirable and necessary to adopt the job classification of Human Resources Manager and
delete the dassifications of Employment Services Manager and Compensation and
Benefits Manager; and,
WHEREAS, the City Manager recommends and the City Council concurs, that it i
desirable and necessary to reclassify the Employment Services Manager and Human
Resources Analyst to Human Resources Manager; and,
WHEREAS, the City Manager recornmends and the City Council concurs, that it
desirable and necessary to adopt the revised job description and reallocate the salary
range of the Human Resources Assistant to $1,376 - $1,756 biweekly commensurate
with the full salary range and level of responsibilities now performed;
WHEREAS, the City Manager recommends and the City Council concurs, that it
desirable and necessary to convert the funding for the Human Resources Analyst positio
to Management Analyst in the Human Resources Department budget and delete the Humar
Resources Analyst classification.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad,
California, as follows:
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That the above recitations are true and correct.
That the City Council authorizes and directs the City Manager to adopt th
classifications and job descriptions of Human Resources Assistant and Human Resourcc
Manager as described in Attachments A and B, attached hereto and made a part thereof.
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3. That the City Council authorizes and directs the City Manager to delete 1
classifications of Employment Services Manager and Compensation and Benefits Mana!
and to reclassify the Employment Services Manager and Human Resources Analyst to
Human Resources Managers.
4. That the City Council authorizes and directs the City Manager to realloc
the salary of the Human Resources Assistant to $1,376 - $1,756 biweekly.
5. That the City Council authorizes and directs the City Manager to amend
Management Compensation Plan to include the Human Resources Manager at the curre
Employment Services Manager salary range: and place the Human Resources Assistant
$1,376 - $1,756 biweekly, as described in Attachment C, attached hereto and made a
part thereof.
6. That the City Council authorizes and directs the City Manager to conver
the funding for the Human Resources Analyst position to Management Analyst in the
Human Resources Department budget and delete the Human Resources Analyst
classification.
7. That the City Council authorizes and directs the City Manager to transfe
$4,500 from the contingency account to the Human Resources Department budget to
cover the above increases.
PASSED, APPROVED. AND ADOPTED at a regular meeting of the Carlsbad Cll
Council held on the 20th day of SEPTEMBER, 1994. by the following vote, to Wit
AYES: Council Members Lewis, Stanton, Kulchin, Nygaard, Finni
NOES: None
ABSENT': None
ATTEST:
28 (SEAL)
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9/2/94 Attachment A Resolution No. 9~67
- CITYOF- JOB DESCRIPTION
JOB TITLE: HUMAN RESOURCES ASSISTANT
DEPARTMENT: Human Resources
BASIC FUNCTIO N;
Under general supervision, to perform a variety of complex and responsible technical, analytical and administrative duties in support of human resource services and programs; and to perform other related responsibilities as assigned.
DISTINGUIS HING CHARACTERISTICS;
This is an entry-level human resources management classification. This position is expected to exercise initiative and independent judgement in carrying out a variety of assignments within established guidelines, includin providing technical support to all areas with the human resources department. This level is distinguished from the next higher level of Analy: by the complexity of analytical and technical responsibilities assigned.
-RES PONSIBILITIES;
Provide technical assistance in the following program areas, including but not limited to: Employee Recruitment/Selection, New Employee Orientation, Employment Services, Classifications, Human Resource Information Systems (HRIS), Equal Opportunity/Afknative Action, Performance Appraisal, Compensation and Benefits, Employer/Employee Relations.
Conduct recruitment and coordinate selection activities with departments including but not limited to: development of job announcements, preparation of test materials, proctoring of examinations, determining tesi criteria and screening methods, monitoring affirmative action results, establishing eligibility lists and coordinating final selection of candidates.
Provide customer service to employees regarding benefit information, process enrollments, changes, deletions, interpret and explain benefit pla detail, and serve as liaison to insurance vendors related to employee problems, assistance in resolving complaints or other routine administrati matters.
Monitor and maintain all health and insurance benefit records and proces, billings for proper cost distributions.
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Human Resources Assistant, p. 2
Determine coordination of City benefits with other state-mandated benefits
and leave entiaements, meet with employees to explain the information ar monitor and maintain records related to the coordination of these benefits
Conduct employee orientation and exit interviews.
Assist in interpretation and application of personnel rules, policies and procedures.
Assist in the development of various information tracking systems, payroll procedures and other recordkeeping systems and maintenance of these systems.
Respond to letters and general correspondence of a routine nature and composes letters, bulletins and other documents as assigned.
Conduct research, analyze data and prepare written reports and recommendations on various personnel administrative issues and problems
Conduct surveys and perform research and statistical analysis and understands the impact of administrative, fiscal, operational and legal decisions on specific areas of responsibilities.
Recommend organizational or procedural changes affecting administrative duties.
May supervise other staff in the course of performing responsibilities.
Perform other related duties as assigned.
REPORTING RELATIONSHIPS:
This position reports to the Human Resources Manager or Director.
QUALmcATIONS;
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e Public sector human resource policies, practices, procedures ir recruitment, selection, employment services, classifications, compensation, benefits, labor and employee relations and other applicable human resource areas as assigned. Federal, state, local laws, regulations affecting human resource administration and management. City of Carlsbad municipal codes, policies, procedures, practices, and memoranda of understanding with bargaining units. Human Resources administration and procedures related to
payroll, insurance and records management.
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Human Resources Assistant, p. 3
e Modem - office methods, including computer use.
Ability to:
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Perform complex technical and administrative human resource responsibilities. Interpret and make recommendations and decisions in accordance with laws, regulations, policies and procedures impacting human resource administration. Exercise independent judgement and decision-making.
Research, analyze and prepare reports and make recommendations. Supervise the work of assigned staff. Organize work and meet deadlines. Develop and maintain effective working relationships. Communicate effectively in written and oral form. Utilize computer systems and applications as necessary.
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EDUCATION AND EXPERIENCE;
Any combination of equivalent education and experience that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required would be:
College level coursework in public and/or business administration, human resource management or a closely relatt field, and,
Four years of progressively responsible administrative experience involving technical human resource functions or responsible administrative experience.
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P€rYsrcAL AND ENVIRONMENTAL REQUIREMENTS;
There are no unusual physical requirements. Incumbents work in a typical
office setting and are required to be able to travel to other City locations an other places for meetings as necessary to carry out the duties and responsibilities of the position.
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9/2/94 Attachment B Resolution No. 94-267
- CXTYOFCARLSBAD
JOB DESCRIPTION
JOB TITLE: HUMAN RESOURCES MANAGER
DEPARTMENT: Human Resources
BASIC FUNCTIO N;
Under general direction, to administer and coordinate programs, activities and hctions relating to human resource management areas of employmen services, recruitment/selection, classification, compensation, employer/ employee relations, and benefits: to perform other related responsibilities i assigned.
DISTINGUIS HING CHARACTERISTICS;
This is an advanced journey-level human resources classification. This position is expected to exercise initiative and independent judgement in carrying out a variety of administrative assignments and is responsible for a aspects of assigned program management, including supervision of employees providing technical support to these areas. This level is distinguished from the Analyst level as the advanced specialist or resource expert in an assigned area that provides administrative support to the Human Resources Director.
KEY RESPONSIBILITIES;
Administer the following program areas, including but not limited to: Employee Recruitment/Selection, New Employee Orientation, Employmen Services, Classifications, Human Resource Information Systems (HRIS), Qual Opportunity/Afhative Action, Performance Appraisal, Compensatio and Benefits, Employer/Employee Relations.
Supervise the day-to-day operation of the human resources functions, including directing technical staff supporting the assigned areas.
Responsible for the development, implementation and mahtenance of assigned program area procedures and evaluates the program effectiveness including researching, analyzing and recommending policy or program changes.
Review, analyze, and develop recommendations regarding the impact of state, federal and local legislation on assigned areas.
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Human Resources Manager, p. 2
Act as the City's representative in liaison to federal/state regulatory agencie as it relates to-compliance and legal issues.
Prepare written reports under the direction of Human Resources Director.
Act in a staff capacity to implement the authority of the City Manager, City Council and Department Head.
Develop programs, materials and presentations aimed at communicating Human Resources programs, including presentations to employee groups, executive management, Council and the public.
Administer various contracts and agreements to ensure compliance and implementation of terms.
Provide professional staff support to departments, including interpretation of laws, contracts, rules, regulations and policies related to human resourcc programs.
Perform other related duties as assigned.
REPORTING RE LATIONSHIPS;
This position reports to the Human Resources Director and supervises assigned personnel.
f2UALIFICA'MONS:
KnowleQge o f;
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Principles and practices of organization and public administration. Public sector human resource policies, practices, procedures in recruitment, selection, employment services, classifications, compensation, benefits, labor and employee relations and other applicable human resource areas as assigned. Federal, state, local laws, regulations affecting human resource administration and managment. Principles of supervision, performance appraisal and program management. City of Carlsbad municipal codes, policies, procedures, practices, and memoranda of understanding with bargaining units.
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e Develop and manage human resource programs, activities and
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Human Resources Manager, p. 3
hctions. Interpret and make recommendations and decisions in accordance with laws, regulations, policies and procedures impacting human resource administration. Research, analyze and prepare comprehensive reports and mal: recommendations. Direct, evaluate and supervise the work of assigned staff. Develop and maintain effective working relationships. Communicate effectively in written and oral form. Utilize micro-computer systems and applications as necessary.
EDUCATION AND EXPERIENCE:
Any combination of equivalent education and experience that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required would be:
Equivalent to a Bachelor's degree from an accredited college of university with major work in public and/or business admhistration, human resource managment or a closely related field, and,
Three years of progressively responsible experience in public sector employment, principally in municipal government, or private sector human resource management with a specialty in one or more of the following areas: recruitment, selection, employment services, compensation, classification, benefits, labor and employee relations.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
There are no unusual physical requirements. Incumbents work in a typical office setting and are required to be able to travel to other City locations anc other places for meetings as necessary to carry out the duties and responsibilities of the position.
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' MANAGEMENT SALARY SCHEDULE ATTACHMENT C
BIWEEKLY PAY Resolution No. 95-267
09/20/94
STEP STEP STEP STEP SlEp S
ADMIN. COORDINATOR-SPECIAL DISTRICTS $1,696 $1,780 $1,869 $1,963 $2,061 $: POSITION 1 2 3 4 5
ADMINISTRATIVE MANAGER $1,895 $1,990 $2,090 $2,194 $2,304 $2
ADMINISTRATIVE SVCSPROJECTS MGR. $2,416 $2,536 $2,663 $2,796 $2,936 $3
AQUATIC SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
ARTS MANAGER $1,996 $2,096 $2,201 $2,311 $2,427 $2
ASSISTANT ClTYAlTORNEY $3,055 $3,208 $3,368 $3,537 $3,713 $3
ASSISTANT CITY CLERK $1,761 $1,849 $1,941 $2,038 $2,140 $2
ASSISTANT CITY ENGINEER $2,379 $2,498 $2,623 $2,754 $2,891 !E
ASSISTAM CITY MANAGER $3,055 $3,208 $3,368 $3,537 $3,713 P
ASSISTANT FINANCE DIRECTOR $2,007 $2,108 $2,213 $2,324 $2,440 $2
ASSISTANT UBRARY DIRECTOR $2,008 $2,109 $2,214 $2,325 $2,441 $2
ASSISTANT PLANNING DIRECTOR $2,542 $2,669 $2,802 $2,942 $3,090 S
ASSISTANT TO CITY MANAGER $2,444 $2,566 $2,694 $2,829 $2,970 %
BUILDING MINT SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2
BUILDING MAlNT SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
CITYATTORNEY $3,148 $3,306 $3,471 $3,644 $3,827 $4
CITY ENGINEER $2,589 $2,718 $2,854 $2,997 $3,147 $3
CITY MANAGER $3,314 $3,479 $3,653 $3,836 $4,028 $4
COMMUNITYARTS COORDINATOR $1,554 $1,631 $1,713 $1,799 $1,889 $1
COMMUNITY DEVELOPMENT DIRECTOR $3,055 $3,208 $3,368 $3,537 $3,713 $3
COMMUNITY SERVICES DIRECTOR $2,589 $2,718 $2,854 $2,997 $3,147 $3
CONSTWMAINT. SUPERVISOR $1,439 $1,511 $1,587 $1,666 $1,750 $1
CONSTRUCTION SUPERVISOR $1,662 $1,745 $1,832 $1,924 $2,020 $2
DEPUTY CITY ATTORNEY $2,072 $2,176 $2,285 $2,399 $2,519 $2
DISTRICT ENGINEER $2,181 $2,290 $2,404 $2,524 $2,650 $2
EQUIPMENT MAIM SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2
EQUIPMENT MAIM SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
EXECUTIVE ASSISTANT $1,761 $1,849 $1,941 $2,038 $2,140 $2
FINANCE DIRECTOR $2,575 $2,703 $2,839 $2,980 $3,130 $3
FINANCIAL MANAGEMENT DIRECTOR $3,055 $3,208 $3,368 $3,537 $3,713 $3
FIRE BATTALION CHIEF $2,049 $2,151 $2,259 $2,372 $2,490 $2
FIRE CHIEF $2,847 $2,989 $3,138 $3J295 $3,460 $3
FIRE DIVISION CHIEF $2,248 $2,360 $2,478 $2,602 $2,732 $2
GENERALMANAGER $2,747 $2,884 $3,029 $3,180 $3,339 $3
GEOGRAPHK: INFO. COORDINATOR $1,800 $1,890 $1,984 $2,083 $2,188 $2
HOUSING & REDEVELOPMENT DIRECTOR $2,467 $2,591 $2,720 $2,856 $2,999 $31
HOUSlNGPRoGRAMMANAGER $1,761 $1,849 $1,941 $21038 $2,140 $21
HUMAN RESOURCE ASSISTANT $1,376 $1,445 $1,517 $1,593 $1,672 $1
HUMAN RESOURCES DIRECTOR $2,575 $2,703 $2,839 $2,980 $3,130 $3
CITYOFCARSBAD
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ArrACHMENTC
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t MANAGEMENTSALARY SCHEDULE
' BIWEEKLY PAY Resolution No. 94-267
09/20/94
STEP rn STEP STEP SlEp S
HUMANRESOURCESMANAGER $1,841 $1,933 $2,029 $2,131 $2,237 $;
INFORMATION SYSTEMS DIRECTOR $2,575 $2,703 $2,839 $2,980 $3,130 $3
INFORMATION SYSTEMS MANAGER $1,977 $2,076 $2,179 $2,288 $2,403 $2
UBRARY DIRECTOR $2,575 $2,703 $2,839 $2,980 $3,130 $3
UBRARY SERVICES SPECIALIST $1,376 $1,445 $1,517 $1,593 $1,672 $1
MAINTENANCE SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2
MANAGEMENTANALYST $1,525 $1,601 $1,681 $1,765 $1,853 $1
MANAGEMENT ASSISTANT $1,376 $1,445 $1,517 $1,593 $1,672 $1
MEDIA PROGRAMMING SPECIALIST $1,376 $1,445 $1,517 $1,593 $1,672 $1
METER SHOP SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
MUNICIPAL PROJECTS MANAGER $2,379 $2,498 $2,623 $2,754 $2,891 $3
OPERATIONS SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2
PARKS SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2
PARKS SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
PLANNING DIRECTOR $2,834 $2,976 $3,125 $3,281 $3,445 $3
POUCE CAPTAIN $2,581 $2,710 $2,845 $2,988 $3,137 $3
POUCE CHIEF $3,055 $3,208 $3,368 $3,537 $3,713 $3
POUCE LIEUTENANT $2,239 $2,350 $2,468 $2,591 $2,721 $2
PRINCIPAL BUILDING INSPECTOR $2,152 $2,260 $2,373 $2,492 $2,616 $2
PRINCIPAL CIVIL ENGINEER $2,181 $2,290 $2,404 $2,524 $2,650 $2
PRINCIPAL CONSTRUCTION INSPECTOR $1,977 $2,076 $2,179 $2,288 $2,403 $2
PRINCIPAL U BRARIAN $1,525 $1,601 $1,681 $1,765 $1,853 $1
PRINCIPAL PIANNER $2,145 $2,252 $2,364 $2,483 $2,607 $2
PRINCIPAL RECREATION SUPERVISOR $1,824 $1,915 $2,011 $2,112 $2,217 $2
PURCHASING OFFlCER $2,007 $2,108 $2,213 $2,324 $2,440 $2
RECREATION SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2
RISK MANAGER $1,895 $1,990 $2,090 $2,194 $2,304 $2
SANITATION MINT SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
SECRETARY TO CITY MGWCITY ArrY $1,166 $1,224 $1,285 $1,350 $1,417 $1
SENIOR CITIZENS COORDINATOR $1,824 $1,915 $2,011 $2,112 $2,217 $2,
SENIORMANAGEMENT ANALYST $1,761 $1,849 $1,941 $2,038 $2,140 $2,
STREET MAIM SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2,
STREET MAlM SUPER\/ISoR $1,696 $1,780 $1,869 $1,963 $2,061 $2,
sYsTEMso~~suPERvlsoR $1,696 $1,780 $1,869 $1,963 $2,061 $2,
TRAFFIC ENGINEER $2,283 $2,397 $2,517 $2,643 $2,775 $2,
UTILITIES MAlNT SUPERINTENDENT $1,895 $1,990 $2,090 $2,194 $2,304 $2,
WATER MINT SUPERVISOR $1,696 $1,780 $1,869 $1,963 $2,061 $2
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