HomeMy WebLinkAbout1999-06-15; City Council; 15257; Records Management Supervisor ClassificationCl=Y OF CARLSBAD - AGEMA BILL
hB # ‘% 257 TITLE: ESTABLISH NEW CLASSIFICATION AND SALARY OF DEPT. HD.
MT& 6-15-99 RECORDS MANAGEMENT SUPERVISOR; AND AMEND GENERAI,
EMPLOYEES’ SALARY SCHEDULE AND CONFLICT OF INTERES’FITY AT
DEPT. HR CODE
RECOMMENDED ACTION:
Adopt Resolution No. 9 9 -dr f to establish the new classification of Records
Management Supervisor and include in the General Employees’ Salary Schedule and
Conflict of Interest Code.
ITEM EXPLANATION:
In May 1999, the City Council approved the establishment of a new Document
Management System to organize all documents citywide. Four positions were approved
to support this new system, including one new classification of Records Management
Supervisor. The attached new classification description and salary of the Records
Management Supervisor are submitted for Council’s consideration and approval.
BACKGROUND
The Records Management Supervisor will be responsible for the day-to-day operations of
the Records Management Program and coordination of the DMS to ensure compliance
with legal requirements, oversee the retrieval and destruction of City records, and
coordinate records management activities with other City departments. This position will
supervise two clerical positions dedicated to implement and maintain the DMS and will
work closely with the System Administrator to implement and support the new automated
records system.
Staff surveyed comparable positions in the county to determine a competitive salary
range placement. The Records Management Supervisor is recommended to be placed in
the General Employees’ classification and salary plan at range 56, $36,041 - $43,495
annually. The classification description of Records Management Supervisor and the
amended General Employees’ Salary Schedule are enclosed as Attachment A and B for
Council consideration. In addition, the Conflict of Interest Code will be amended to
reflect the new classification requiring filing disclosure statements in Categories 2 and 3.
FISCAL IMPACT:
The position allocation and fund appropriation for the Records Management Supervisor
were previously approved by Council in the May agenda bill.
EXHIBITS:
Resolution No. 4 ‘i -2r y
RESOLUTION NO. 99-214
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, TO ADOPT THE
CLASSIFICATION AND SALARY OF RECORDS MANAGEMENT
SUPERVISOR, AND AMEND THE GENERAL EMPLOYEES’ SALARY
SCHEDULE AND CONFLICT OF INTEREST CODE.
WHEREAS, it is necessary to establish the classification and salary of Records
6 Management Supervisor in the General Employees’ Classification and Salary Plan, to provide
6 support to the City’s Records and Document Management Programs; and
7 WHEREAS, the City and the Carlsbad City Employees’ Association have met and
8 conferred on the impact of this recommendation on their respective represented employees.
9 II NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
10
II California, as follows:
11
12
13
1. That the above recitations are true and correct.
2. That the classification of Records Management Supervisor, as shown in Attachment
A, at salary range 56 of the General Employees Salary, as shown in Attachment B, both attached 14
15 hereto and made a part thereof, are hereby approved.
16 3. That the Conflict of Interest Code is amended to include the classification of Records
17 Management Supervisor requiring incumbents of this position to file in disclosure Categories 2
la II
and 3.
19 II
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City
20 II
Council held on the 15 day of June , 1999, by the following vote to wit:
21
22
23
24
25
26
27
28
AYES: Council Members Lewis, Nyg
NOES: None
ABSENT: Council Member Kulchi
. ATTEST: _
AMHA L&&&E-Z, City Clerk
KAREN R. KUNDTZ, As%stant City Clerk
(SEAL)
Attachment A
Resolution No. 345wi
CITY OF CARLSBAD
CLASSIFICATION SPECIFICATION
JOB TITLE: RECORDS MANAGEMENT SUPERVISOR
DEPARTMENT: INFORMATION SYSTEMS
BASIC FUNCTION:
Under general supervision, to organize, implement, coordinate and maintain the City’s Records
and Document Management Programs; supervise staff performing records and document
management functions; and perform related duties as assigned.
KEY RESPONSIBILITIES:
Supervise and participate in the day-to-day operations of the citywide Records Management
Program to ensure compliance with legal requirements and with records management policies
and procedures.
Supervise the retrieval and destruction of city records, and the maintenance, preservation, and
security of vital and archival records.
Update and interpret the records management program and records retention schedule, and
maintains procedures manuals.
Coordinate implementation of the citywide Records Management Program, including
establishing new file categories and determining appropriate legal retention periods.
Coordinate Records Management Program with city Document Management System, and assist
in preparing users for the Document Management System.
Supervise, train, and evaluate assigned staff.
Advise, and provide assistance to the Assistant City Clerk in the development of departmental
policies regarding records management.
Respond to public inquiries, verbally and in writing, and provide assistance in the use of public
records, and work with staff to ensure high performance and customer service.
Assist in the development of the departmental budget.
Perform other related duties as assigned.
OUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential duties
as generally described in the specification. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential duties in a specific job. The requirements
listed below are representative of the knowledge, skill and/or ability required.
Knowledge of:
l Principles of organization, administration, and the general functions of municipal
government.
a Principles, practices, and methods of records management, including information storage
and retrieval systems, micrographic and imaging processes.
l Applicable federal, state, and local laws relating to retention requirements for a wide
variety of documents.
a Procedures, techniques and methods of document preservation.
l Computer applications and capabilities for use in records and document management
programs.
l Standard office practices, use of equipment and quality standards;
a Principles and practices of supervision.
Abilitv to:
l
a
l
l
a
a
a
a
a
a
l
Organize, implement, and maintain detailed automated and manual record systems.
Analyze records and document management problems and recommend solutions.
Appraise with accuracy the value of and legal requirements of city documents for retention
purposes.
Present ideas and recommendations effectively in oral and written form, and prepare clear,
concise and accurate reports.
Organize work, set priorities and provide support to meet records and document
management needs.
Exercise sound, independent judgment within established guidelines.
Maintain information and generate reports utilizing computer equipment.
Code, tile and retrieve a wide variety of materials under a complex, comprehensive records
management system.
Establish and maintain effective working relationships with supervisors, fellow employees,
and the public.
Operate personal computer, standard office equipment, and other equipment related to
records and document management.
Supervise, train and evaluate records management employees.
EXPERIENCE AND EDUCATION
Any combination of experience and education that would likely provide the required knowledge
and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
College course work in business or public administration and/or specialized vocational
training in Records Management and three years of increasingly responsible records
management experience, including experience at a supervisory or lead worker level and
preferably in a government agency, in operations similar to those provided by the City
Clerk’s Department.
A Records Manager certification issued by the Institute of Certified Records Managers
(ICRM) is desirable.
PHYSICAL/MENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to sit; talk or hear, in
person and by telephone; use hands to finger, handle, feel or operate standard office equipment;
and reach with hands and arms. An employee is frequently required to walk and stand. Specific
vision abilities required by this job include close vision and the ability to adjust focus to read and
operate office equipment as necessary during the course of the work assignments.
While performing the duties, employees of this class are regularly required to use written and
oral communication skills; read and interpret statistical data, information and documents; analyze
and solve problems; observe and interpret people and situations; learn and apply new information
or skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines; and
interact with staff, public officials and the public encountered in the course of work.
The employee works under typical office conditions and the noise level is usually quiet.
Employees may be required to travel to work sites or other sites for meetings.
5125199
Attachment B Resolution No.
SALARY SCHEDULE - GENERAL EMPLOYEES
Effective June 8, 1999
CLASSIFICATION
ACCOUNT CLERK I 9
ACCOUNT CLERK II 17
ACCOUNTANT 60
ACCOUNTING SUPERVISOR 46
ACCOUNTING TECHNICIAN 32
ADMINISTRATIVE SECRETARY 31
APPLICATIONS SPECIALIST I 75
APPLICATIONS SPECIALIST II 94
APPLICATIONS SPECIALIST III 109
AQUATICS SPECIALIST 30
ASSISTANT ENGINEER 74
ASSISTANT PLANNER 64
ASSISTANT TO THE TREASURER 65
ASSOCIATE ENGINEER 91
ASSOCIATE PLANNER 78
BUILDING INSPECTOR I 55
BUILDING INSPECTOR II 70
BUILDING MAINTENANCE WORKER I 29
BUILDING MAINTENANCE WORKER II 41
BUILDING TECHNICIAN II 50
BUYER 42
CIRCULATION SUPERVISOR 35
CODE ENFORCEMENT OFFICER I 43
CODE ENFORCEMENT OFFICER II 55
COMMUNITY LIBRARY SERVICES SUPERVISOR 50
CONSTRUCTION INSPECTOR I 55
CONSTRUCTION INSPECTOR II 70
CRIME PREVENTION TECHNICIAN 31
CROSS CONNECTION CONTROL TECHNICIAN 40
CUSTODIAN 3
CUSTODIAN II 14
DEPUTY CITY CLERK/TECHNICIAN 37
ELECTRICIAN 40
ENGINEERING TECHNICIAN I 37
ENGINEERING TECHNICIAN II 52
EQUIPMENT TECHNICIAN I 34
EQUIPMENT TECHNICIAN II 49
GRAPHIC ARTIST 24
HOUSING ASSISTANT 20
HOUSING SPECIALIST I 46
HOUSING SPECIALIST II 61
HUMAN RESOURCES TECHNICIAN 35
JUVENILE JUSTICE PROGRAM COORDINATOR 54
LEGAL SECRETARY 47
LIBRARIAN I 38
LIBRARIAN II 53
LIBRARY ASSISTANT I 24
LIBRARY ASSISTANT II 35
LIBRARY CLERK I 1
LIBRARY CLERK II 4
MAINTENANCE WORKER I 14
MESSENGER 1
METER SERVICES WORKER I 20
CLASSIFICATION RANGB
METER SERVICES WORKER II 29
METER SERVICES WORKER III 40 OFFICE SPECIALIST I 3
OFFICE SPECIALIST II 9
OPERATIONS/MAINTENANCE STOREKEEPER 43
PARK MAINTENANCE SPECIALIST 41
PARK MAINTENANCE WORKER II 22
PARK MAINTENANCE WORKER III 40
PARK DEVELOPMENT COORDINATOR 84
PLANNING TECHNICIAN I 35
PLANNING TECHNICIAN II 50 POLICE TRAINING COORDINATOR 36 POLICE RECORDS SPECIALIST I 15
POLICE RECORDS SPECIALIST II 20
RECORDS MANAGEMENT SUPERVISOR 56
RECREATION ASSISTANT 10
RECREATION SPECIALIST 29
RECREATION SUPERVISOR I 49
RECREATION SUPERVISOR II 64
SANITATION SYSTEMS OPERATOR I 24
SANITATION SYSTEMS OPERATOR II 35
SANITATION SYSTEMS OPERATOR III 43
SECRETARY 29 SENIOR BUILDING INSPECTOR 85 SENIOR BUILDING MAINTENANCE WORKER 46
SENIOR CIRCULATION SUPERVISOR 48
SENIOR CONSTRUCTION INSPECTOR 85
SENIOR ELECTRICIAN 46
SENIOR LIBRARIAN 68
SENIOR OFFICE SPECIALIST 17
SENIOR PLANNER 91
SITE MANAGER 4
STOREKEEPER 13
STREET MAINTENANCE WORKER II 23
STREET MAINTENANCE WORKER III 40
SYSTEMS ADMINISTRATOR I 51
SYSTEMS ADMINISTRATOR II 87
SYSTEMS ADMINISTRATOR III 113
TECHNICIAN I 35
TREE TRIMMER I 18
TREE TRIMMER II 26
TREE TRIMMER LEADWORKER 42
UTILITY MAINTENANCE WORKER III 40
UTILITY WORKER I 24
UTILITY WORKER II 35
UTILITY WORKER III 43
VALVE MAINTENANCE WORKER 40
WATER CONSERVATION SPECIALIST 38
WATER SYSTEMS OPERATOR I 34
WATER SYSTEMS OPERATOR II 48
WATER SYSTEMS OPERATOR III 55
M/26/99
THE CITY OF CARLSBAD
GENERAL EMPLOYEE BIWEEKLY SALARY SCHEDULE
Effective January I,1999
RANGE STEP A STEP B STEP C STEP D STEP E RANGE
1 $796.22 $836.04 $877.84 $921.73 $967.81 1
2 $804.18 $844.39 $886.62 $930.95 $977.50 2
3 $812.23 $852.84 $895.48 $940.26 $987.27 3
4 $820.35 $861.37 $904.44 $949.66 $997.14 4
5 $828.56 $869.98 $913.48 $959.16 $1.007.11 5
6 $836.84 $878.68 $922.61 $968.74 $1,017.19 6
7 $845.21 $887.47 $931.84 $978.43 $1,027.36 7
8 $853.66 $896.34 $941.16 $988.22 $1,037.63 8
9 $862.20 $905.30 $950.57 $998.10 $1,048.00 9
10 $870.82 $914.36 $960.08 $1,008.08 $1,058.48 IO
11 $879.52 $923.50 $969.68 $1,018.16 $1,069.07 11
12 $888.32 $932.74 $979.38 $1,028.34 $1,079.76 12
13 $897.21 $942.07 $989.17 $1,038.63 $1,090.56 13
14 $906.18 $951.49 $999.06 $1,049.01 $1,101.46 14
15 $915.24 $961 .OO $1,009.05 $1,059.50 $1.112.48 15
16 $924.39 $970.61 $1,019.14 !§1,070.10 $1,123.61 16
17 $933.64 $980.32 $1,029.33 $1,080.80 $1,134.84 17
18 $942.97 $990.12 $1,039.62 !$1,091.61 $1,146.19 18
19 $952.40 $1,000.02 $1,050.02 $1,102.52 $1,157.65 19
20 $961.93 $1,010.02 $1,060.52 $1,113.55 $1,169.22 20
21 $971.54 $1,020.12 $1,071.13 $1,124.68 $1,180.92 21
22 $981.26 $X,030.32 $1,081.84 $1,135.93 $1,192.73 22
23 $991.07 $1,040.63 $1,092.66 $1,147.29 $1,204.66 23
24 $1,000.98 $1,051.03 $1,103.58 $1,158.76 $1,216.70 24
25 $1 ,010.99 $1,061.54 $1,114.62 $1,170.35 $1,228.87 25
26 $1,021.10 $1,072.16 $1,125.77 $1,182.06 $1,241.16 26
27 $1,031.32 $1,082.88 $1,137.03 !$I,1 93.87 $1,253.57 27
28 $1,041.63 $1,093.71 $1,148.39 $1,205.82 $1,266.11 28
29 $1,052.04 $1,104.65 $1 ,159.88 $1,217.87 $1,278.76 29
30 $1,062.56 $1 ,I 15.69 $1,171.48 $1,230.05 $1,291.56 30
31 $1‘073.19 $1,126.85 $1,183.19 $1,242.35 $1,304.47 31
32 !$1,083.92 $1,138.11 $1,195.02 $1,254.78 $1,317.51 32
33 $1,094.76 $1,149.50 $1,206.97 $1,267.32 $1,330.69 33
34 $1,105.71 $1,161.00 $1,219.04 $1,280.00 $1,344.00 34
35 $1,116.76 $1,172.61 $1,231.24 $1,292.79 $1,357.43 35
36 $1,127.93 $1,184.33 $I,24354 $1,305.72 $1,371.01 36
37 $1,139.21 $1,196.17 $1,255.98 $1,318.78 $1,384.72 37
38 $1,150.60 $1,208.13 $I,26854 $1,331.97 $1,398.57 38
39 $1,162.11 $1,220.21 $1,281.23 $1,345.29 $1,412.55 39
40 $1,173.73 $1,232.42 $1,294.04 $1,358.74 $1,426.68 40
41 $1,185.47 $1,244.74 $1,306.98 $1,372.33 $1,440.94 41
42 $1,197.32 $1,257.19 $1,320.05 $1,386.05 $I,45535 42
43 $1,209.30 $1,269.76 $1,333.25 $1,399.91 $1,469.91 43
44 $1,221.39 $1,282.46 $1,346.58 $I,41 3.91 $1,484.60 44
45 1 $1,233.61 $1,295.28 $1,360.05 $1,428.05 $1,499.45 1 45
CCEA4% Jan-1999(Biweekly) Pagelof3
7
THE CITY OF CARLSBAD
GENERAL EMPLOYEE BIWEEKLY SALARY SCHEDULE
Effective January I,1999
RANGE STEP A STEP B STEP C STEP D STEP E RANGE
46 $1,245.94 $1,308.24 $1,373.65 $1,442.33 $1,514.45 46
47 $1,258.40 $1,321.32 $1,387.38 $1,456.76 $1,529.59 47
48 $1,270.98 $1,334.53 $1,401.26 $1,471.32 $1,544.89 48
49 $1,283.69 $1,347.88 $1,415.27 $1,486.04 $1,560.33 49
50 $1,296.53 $1,361.36 $1,429.43 $1,500.89 $1,575.94 50
51 $1,309.49 $1,374.97 $1,443.72 $I,51 5.90 $1,591.70 51
52 $1.322.59 $1,388.72 $1,458.15 $1,531.06 $1,607.62 52
53 $1,335.82 $1,402.61 $1,472.74 $1,546.37 $1,623.69 53
54 $1,349.17 $1,416.63 $1,487.46 $1,561.84 $1,639.93 54
55 $1,362.67 $1,430.80 $1,502.34 $1,564.09 $1,656.33 55
56 $1,386.20 $1,445.11 $1,517.36 $1,593.23 !§1,672.89 56
57 $1,390.06 $1,459.56 $1,532.54 $1,609.17 $1,689.62 57
58 $1,403.95 $1,474.15 $1,547.86 $1,625.25 $1,706.52 58
59 $1,418.00 $1,488.90 $1,563.34 $1,641.51 $1,723.58 59
60 $1,432.17 $1,503.78 $1,578.97 $1,657.92 $1,740.82 60
61 $1,446.50 $1,518.82 $1,594.76 $1,674.50 $1,758.23 61
62 $1,460.96 $1,534.01 $1,610.71 $1,691.25 $1,775.81 62
63 $1,475.57 $1,549.35 $1,626.82 $1,708.16 $1,793.57 63
64 $1,490.33 $1,564.85 $1,643.09 $1,725.24 $1,811.50 64
65 $1,505.23 $1,580.49 $1,659.52 $1,742.49 $1,829.62 65
66 $1,520.28 $1,596.30 $1,676.11 $1,759.92 $1,847.91 66
67 $1,535.48 $1,612.26 $1,692.87 $1,777.52 $1,866.39 67
68 $1,550.84 $1,628.38 $1,709.80 $1,795.29 !§1,885.05 68
69 $1,566.35 $1,644.66 $1,726.90 $1,813.24 $1,903.91 69
70 $1,582.01 $1,661.11 $1,744.17 $1,831.38 $1,922.95 70
71 $1,597.83 $1,677.72 .$1,761.61 $1,849.69 $1,942.18 71
72 $1,613.81 $1,694.50 $1,779.23 $1,868.19 $1,961.60 72
73 $1,629.95 $1,711.44 $1,797.02 $1,886.87 $1,981.21 73
74 $1,646.25 $1,728.56 $1,814.99 $1,905.74 $2,001.03 74
75 $1,662.71 $1,745.85 $1,833.14 $1,924.80 $2,021.03 75
76 $1,679.33 $1,763.30 $1,851.47 $1,944.04 $2,041.25 76
77 $1,696.13 $1,780.94 $1,869.99 $1,963.49 $2,061.66 77
78 $1,713.09 $1,798.75 $1,888.69 $1,983.12 $2,082.28 78
79 $1,730.22 $1,816.74 $1,907.57 $2,002.95 $2,103.10 79
80 !§1,747.53 $1,834.90 $1,926.65 $2,022.98 $2,124.13 80
81 $1,765.00 !§1,853.25 $1.945.91 $2,043.21 $2,145.37 81
82 $1,782.65 $1,871.78 $1.965.37 $2,063.64 $2,166.82 82
83 $1,800.48 $1,890.50 $1,985.03 $2,084.28 $2,188.49 83
84 $1,818.48 $1,909.41 $2,004.88 $2,105.12 $2,210.38 84
85 $1,836.66 $1,928.50 $2,024.93 $2,126.17 $2,232.48 85
86 $1,855.03 .$1,947.78 $2,045.17 $2,147.43 $2,254.80 86
87 $1,873.58 $1,967.26 $2,065.63 $2,168.91 $2,277.35 87
88 $1,892.32 $1,986.94 $2,086.28 $2,190.60 $2,300.13 88
89 $1,911.24 $2,006.80 $2,107.14 $2,212.50 $2,323.13 89
90 $1,930.36 $2.026.87 $2,128.21 $2,234.63 $2,346.36 90
CCEA4% Jan-1999 (Biweekly) Page2of3
THE CITY OF CARLSBAD
GENERAL EMPLOYEE BIWEEKLY SALARY SCHEDULE
Effective January I,1999
RANGE STEP A STEP B STEP C STEP D STEP E
91 $1,949.66 $2,047.14 $2,149.50 $2,256.97 $2,369.82
92 $1,969.15 $2,067.61 $2,171.00 !$2,279.56 $2,393.53
93 $1,988.85 $2,088.29 $2,192.70 $2,302.34 $2.417.45
94 $2,008.73 $2,109.17 $2,214.63 $2,325.36 $2,441.63
95 $2,028.82 $2,130.26 $2,236.78 $2,348.62 $2,466.05
96 $2,049.11 $2,151.57 $2,259.15 $2.372.10 $2,490.71
97 $2,069.60 $2,173.08 $2,281.73 $2,395.83 $2,515.61
98 $2,090.30 $2,194.81 $2,304.55 $2,419.78 $2,540.77
99 $2,111.20 $2,216.76 $2,327.60 $2,443.98 $2,566.18
100 $2,132.31 $2,238.93 $2,350.87 !$2,468.42 $2,591.84
101 $2,153.63 $2,261.32 $2,374.38 $2,493.10 $2,617.76
102 $2,175.17 $2,283.93 $2,398.13 $2,518.03 $2,643.93
103 $2,196.92 $2,306.77 $2,422.11 $2,543.21 $2,670.37
104 $2,218.89 $2,329.84 $2,446.33 $2,568.64 !$2,697.08
105 $2,241.08 $2,353.14 $2,470.79 $2,594.33 $2,724.05
106 $2,263.50 $2,376.67 $2,495.50 $2,620.28 $2,751.30
107 $2,286.13 $2,400.43 $2,520.46 $2,646.49 $2,778.82
108 $2,308.99 $2,424.44 $2,545.66 $2,672.94 $2,806.60
109 $2,332.08 $2,448.68 $2,571.12 $2,699.67 $2,834.66
110 $2,355.40 $2,473.17 $2,596.83 $2,726.67 $2,863.00
111 $2,378.95 $2,497.90 $2,622.80 $2.753.94 $2,891.63
112 $2,402.74 $2,522.88 $2,649.02 !§2,781.47 $2,920.55
113 $2.426.77 $2.548.11 $2.675.51 $2.809.29 $2.949.75
RANGE
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
CCEA 4% Jan-l 999 (Biweekly) Page3of3 ,a