HomeMy WebLinkAbout1999-09-14; City Council; 15380; Addition Of Management AssistantCITY OF CARLSBAD - AGENDA BILL
4B# 15.380 TITLE. L APPROVE ADDITION OF
MANAGEMENT ASSISTANT POSITION YITG. Q/l 4199 TO THE DEVELOPMENT SERVICE SECTION OF THE
)EPT. ENG PUBLIC WORKS MSA
RECOMMENDED ACTION:
Adopt Resolution No. 9 9 L?@ establishing a new position of Management Assistant in the
Development Service Division of Public Works Major Service Area and amending the FY 99-00
budget.
ITEM EXPLANATION:
As part of the Public Works reorganization process, the Engineering Department performed a
review of the Administrative Services Section of Engineering. The main purpose of the review was
to develop a strategic plan for the section that aligned with the Public Works MSA’s goal of
streamlining the organization and providing better customer service. The review was conducted
by an internal team of both management and general employees. The recommendation of the
review team was to create a “team structure” within the department that would excel at providing customer service to the community. Each functional team will serve particular service areas within
Engineering and will be led by a management assistant. One team will serve the Transportation,
Utilities and Administrative functions of Engineering and the second team will work with the
Development Services section of the Department.
The management assistant working for Transportation, Utilities and Administration already exists
in the department and is functioning in the new role. Staff is recommending and requesting funding
for a second management assistant position to support the Development Services Section of the
Department. The individual in this position will be responsible for the administrative processes and
procedures of this Section to ensure the citizens and the developers in the City receive the level of
top quality services they have come to deserve and expect.
Over the past several years, Development Services has experienced a tremendous increase in workload. The personnel responsible for overseeing this work have done their best to ensure that
our customers receive top quality service, however, this has been a difficult task to accomplish. Turn around times for building plancheck reviews have increased, the tracking and verification of
recorded maps from the County has ceased, the quality of data included in our reporting systems
is questionable. The management assistant will assume the responsibility for administrative tasks
that are currently performed by the Project Engineers and Engineering Technicians and free-up
their time to focus on the technical aspects of their jobs.
Systems have been designed and implemented with the purpose of monitoring our productivity
and efficiency, however, the man hours have not been available to ensure that the information
being entered into the systems is accurate. Specifically, we have land use and plan check reports that produce questionable information because staff is working on higher priority projects and do not have the time to ensure the integrity of the database. The proposed management assistant
will be responsible for improving the accuracy of the reports produced so that we can keep better track of our workload. In addition, this individual will review the reports and alert the Deputy City
Engineer to potential problems that may be occurring. The new individual will be responsible for
tracking and verifying tentative map expiration dates. Access to this information will provide Development Services with a better understanding of the future workload so that staffing
adjustments can be implemented in anticipation of changing needs.
Page 2 of Agenda Bill No. r 3;5m
Another major responsibility for this individual will be to prepare and process a variety of documents, this includes agenda bills, consultant agreements, reimbursement agreements, bonds,
future improvement agreements, hold harmless agreements, etc. The consolidation of this
responsibility to one individual will provide this Section of Engineering with the ability to ensure that
the paperwork is processed consistently and in a standard manner. Again, this will free up the
technical staffs time to work on their technical responsibilities. Each of these items reflect and
support the Public Works MSA goal of streamlining our administrative processes and providing
quality customer service to the citizens of Carlsbad.
Staff is recommending and requesting funding for a new Management Assistant position to
support the Development Services Section of Engineering.
FISCAL IMPACT:
The above action creates a new management assistant position within the Engineering Division of
Public Works. The Public Works MSA recommends approval of the position and the appropriation of funds in the amount of $56,700 for salary and benefits from the City Council’s contingency
account.
EXHIBITS:
1. Resolution No. 9 9 -209 establishing a new
the Development Service Division of Public Works FY 99-00 budget.
position of Management Assistant in
Major Service Area and amending the
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2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, ESTABLISHING AND ALLOCATING
A NEW MANAGEMENT ASSISTANT POSITION.
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WHEREAS, in October 1997, the Public Works Department was created to consolidate
and streamline functions to meet the current organization and staffing needs; and
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WHEREAS, it is desirable to create a new Management Assistant position in the
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Engineering Division of the Public Works Major Service Area; and
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WHEREAS, the City Manager recommends that it is desirable to create the new position.
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
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1. That the above recitations are true and correct.
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2. That the establishment of a new Management Assistant position in the
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Engineering Division of the Public Works Major Service area is hereby approved.
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3. That the amount of $56,700 is appropriated to the Public Works Department to
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fund the position.
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16 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
II held on the 14 day of seDt&er , 1999 by the following vote, to wit:
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24 II ATTEST: 25
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embers Lewis,
City Clerk
nt City Clerk
‘d, Finnila, Hall & Kulchin
(SEAL)
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