Loading...
HomeMy WebLinkAbout1999-12-14; City Council; 15535; Establish Records Division & Records ManagerCIT” OF CARLSBAD - AGEN”Q BILL y‘/ AB # 145-35 TITLE: ESTABLISHMENT OF RECORDS DIVISION, -a- AND SALARY RANGE -’ AND RECORDS MANAGER CLASSIFICATION RECOMMENDED ACTION: Adopt Resolution No. ~4-526 establishing the Records Division; establishing the new classification and salary of Records Manager; and authorizing the transfer of funds. I ITEM EXPLANATION In May 1999, Council accepted the Document Management System Requirements Study, and authorized staff to issue an RFP for a Document Management System. Due to the significant resources that will be required to implement, support and maintain the system, Council also approved the addition of four positions: a System Administrator, a Records Supervisor, and two Document Coordinators. For lack of an appropriate department in which to place the positions, all were placed in the Information Systems Department. Staff has now had an opportunity to evaluate these records functions relative to their placement in the organization. The primary evaluation evolved around the records functions created by this new program in comparison with the records functions performed by the staff in the City Clerks Department. Though the City Clerk’s Department has historically been recognized as the repository for the “official” city records, those records are truly a small portion of all of the records in the City which the new program will encompass. At the same time, the staff in the City Clerks Department will have a continuing role with the ““official” city records as well as with the new records program. Therefore, staff feels the blending of the Records staff and the City Clerks staff will be appropriate. To maintain the focus on the larger, citywide records and document management program, staff recommends the establishment of a Records Division reporting to the Administrative Services Director, and the establishment of a Records Manager to lead that Division. Though the technical support, and associated System Administrator position, will remain with the Information Systems Department, the Records Management Supervisor and the two Document Coordinators (and corresponding funds) in the Information Systems budget will be transferred to the Records Division budget. Additionally it is recommended that the four full- time employees and the budget of the City Clerk’s Department (with the exception of the items related to the position of the elected City Clerk) be transferred to the Records Division budget. The key responsibilities and qualifications of the Records Manager position are set forth in the attached Classification Specification. Based on a salary survey of comparable positions in the market and a review of internal relationships, Human Resources recommends the Records Manager be placed in grade 4 of the Management Salary Structure (minimum $50,700, market range: $57,000 - $69,700). It is also recommended that the City’s Conflict of Interest Code be amended to require this position to file under disclosure categories 2, 3 & 4. FISCAL IMPACT: The estimated total compensation cost for the new position of Records Manager is $83,000. Funds will be available in the Records Division budget when the positions and appropriate funds are transferred from the Information Systems and City Clerk’s budgets. \ - - EXHIBITS 1. Resolution No. , establishing the Records Division; establishing the new qq-&& classification and salary of Records Manager; and authorizing the transfer of funds. 2. Records Manager Job Classification. 3. Salary Schedule. 4. Organization Charts. a 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 - RESOLUTION NO. 99-526 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, ESTABLISHING A RECORDS DIVISION, THE RECORDS MANAGER JOB CLASSIFICATION AND SALARY RANGE, AND AUTHORIZING FUND TRANSFERS. WHEREAS, in May 1999, the City Council accepted the Document Management System Requirements Study and authorized staff to issue an RFP for a Document Management System; and WHEREAS, Council also approved the addition of four positions to support the new Records Management and Document Management System; and WHEREAS, after evaluating the Records Management and Document Management/Imaging functions, staff recommends the establishment of a Records Division, reporting to the Administrative Services Director, and a Records Manager to lead the Division; and WHEREAS, staff recommends that the transfer of the Document Coordinators and Records Supervisor (and corresponding funds) from the Information Systems Department budget to the new Records Division budget; and WHEREAS, staff recommends the transfer of the full-time employees and the budget of the City Clerks Department (with the exception of the items related to the position of the elected City Clerk) be transferred to the new Records Division budget. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as follows: 1. That the above recitations are true and correct. 2. The 1999-2000 operating budget is amended to include a Records Division. 3. That the new classification of Records Manager at salary grade 4 in the Management Compensation Plan as shown in Attachment A, attached hereto and made a part hereof, is hereby approved. I ! l( 11 1; 12 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 - - 4. That the City manager is authorized to transfer the Document Coordinators and Records Supervisor (and related funds) from the Information Systems Department budget to the new Records Division budget; and 5. That the City Manager is authorized to transfer the full-time employees and the budget of the City Clerks Department (with the exception of the items related to the position of the elected City Clerk) to the new Records Division budget. 6. That the City’s Local Conflict of Interest Code is amended to include the position of Records Manager and to require disclosure for categories 2, 3, and 4; and staff is directed to modify the appropriate documents to effectuate this amendment. PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad held on the 14th day of DECEMBER ,1999, by the following vote to wit: AYES: Council Members Lewis, Hall, Finnila, Nygaard, Kulchin NOES: None ABSENT: None ATTEST: . (SEAL) CITY OF CARLSBAD CLASSIFICATION SPECIFICATION JOB TITLE: RECORDS MANAGER DEPARTMENT: RECORDS DIVISION OF ADMINISTRATIVE SERVICES BASIC FUNCTION: Under general direction, to plan, direct, coordinate, and supervise work in the development and operation of the citywide Document Management Programs; and provide staff support to assist the elected part-time City Clerk with the administration and operation of all of the activities and functions associated with the Office of the City Clerk and to perform related responsibilities as required. Implement policies, procedures, and standards relating to the citywide Records Management Program and the citywide Document Management/Imaging system. Develop and implement policies, rules, and procedures for the effective operation of the department, including establishing goals, objectives and priorities. Advise and otherwise provide assistance to city personnel regarding records and document management system related issues. Evaluate and develop enhancements to the Records Programs, systems and procedures to provide an effective, easy-to-use process for maintaining, organizing, and accessing information citywide. Assign work to subordinate personnel, providing instructions and answering questions; coordinate the scheduling and completion of work by determining operational priorities and resolving work load problems; review work for accuracy and completeness; evaluate work techniques and methods for conformance to established standards. Develop and provide Records Management and Document Management System training programs for city staff Provide full staff support to assist the part-time elected City Clerk in the performance of all of the activities assigned to the City Clerk by State Law, local ordinances and policies. Direct the preparation and administration of the recommended departmental work program and annual budget. Recommend department staffing consistent with workload. Interpret City’s records policies and procedures for other staff, citizens, vendors and elected officials. Manage employees through other supervisors; set goals and objectives; select, train, motivate staff; assess performance and make salary recommendations. Maintain currency with legislation, Government Codes, and other legal requirements pertaining to Document Management and Records Programs systems and procedures. Perform other related duties as assigned. QUALIFICATIONS: 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 Modern principles and practices of records management, records management systems and technology, and related policies, procedures and legal requirements. l Principles and practices of sound customer service and constructive problem solving in a politically sensitive environment. l Principles and practices of organization, administration, budgeting and personnel management. l Statutory and administrative requirements for the City Clerk’s Office, including requirements and procedures. Abilitv to: l Plan, organize and manage records management and document management system programs. l Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. l Interpret, analyze, apply and implement a variety of complex State Laws, City Ordinances, regulations, policies, and procedures, and make decisions in accordance with appropriate laws. l Communicate effectively, both orally and in writing. l Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. l Research a variety of administrative and operational problems and make effective operational and procedural decisions. l Work well under pressure to meet deadlines. 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: Equivalent to a Bachelors degree from an accredited college or university with major course work in Business Administration, Public Administration, or a closely related field, and five years of increasingly responsible management or municipal administrative experience, including supervisory experience, and including direct involvement with critical records. 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. Ability to lift and move microcomputer and related equipment occasionally to install, troubleshoot or perform minor maintenance as necessary. While performing the duties, employees of this class are regularly required to use written and oral communication skills; read and interpret financial and statistical data, information and documents; analyze and solve problems; use math and apply mathematical reasoning and abstract statistical concepts; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and interact with staff, Council members and others encountered in the course of work. The employee works under typical office conditions and the noise level is usually quiet. Employee may be required to travel to City work sites or other sites for meetings. 1 l/22/99 This is an at-will Management classification. APPROVED BY: RAYMOND R. PACHETT City Manager Management Salary Structure (Base Pay) FY 1999-00 ’ JOB TITLE GRADE MINIMUM MARKET RANGE Updated 1217199 Management Salary Structure (Base Pay) FYI 999-00 JOB TITLE GRADE MINIMUM MARKET RANGE Management Assistant Media Programming Specialist Secretary to City Attorney Secretary to City Council Secretary to City Manager A Updated 1217199 Page 2 . - I I