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HomeMy WebLinkAbout2003-12-16; City Council; 17421; Reclassification of Purchasing OfficerCITY OF CARLSBAD - AGENDA BILL AB # 17,421 DEPT. H-R- MTG. 12-16-03 DEPT. HD. CITY Am MGR*- TITLE: RECLASSIFICATION OF PURCHASING OFFICER TO FINANCE MANAGER; AMENDING THE MANAGEMENT sumy SCHEDULE AND CONFLICT OF INTEREST CODE RECOMMENDED ACTION: 2003- 42 Adopt Resolution No. / Finance Manager and amend the Management Salary Schedule and Conflict of Interest Code. ?o approve the reclassification of Purchasing Officer to ITEM EXPLANATION: In September 2002 a long-term employee retired from the position of Purchasing Officer. The vacancy has provided an opportunity to consider opportunities for greater efficiencies. The Purchasing Department was added to the Finance Department just prior to commencing a reorganization of both department’s structures and functions. The Finance Department has requested to reclassify the Purchasing Officer to Finance Manager as a result of the reorganization. A survey was conducted to understand and analyze the best practices of Purchasing Departments as well as Finance Departments with responsibility for the Purchasing function. Regional salary information was also collected on Finance positions with responsibilities similar to those proposed. The survey illustrated diverse and effective approaches that can streamline current Purchasing processes and effect efficiencies in the Finance Department as well. The proposed position of Finance Manager expands the responsibilities of the former Purchasing Officer position and aligns the position responsibilities to a division manager within the Finance Department. The responsibilities of the Finance Manager will include: planning and supervising divisions and or functional areas in Finance, implementing service delivery and operating process efficiencies; setting goals and objectives; selecting, training, motivating staff; assessing performance; recommending, administering and monitoring assigned budgets and year-end requirements and ensuring compliance of applicable municipal codes. Many of these responsibilities are being moved from the supervision of the Assistant Finance Director who will be tasked with greater responsibilities in the areas of general and enterprise accounting, capital projects and financial reporting. Other positions, functions and reporting structures are also changing as a result of the reorganization. The job description, Finance Manager, Attachment A, is included for the Council’s review. This position will be an “at-will” management position under the general PERS retirement system. The proposed position will better meet the increasing demands on the City’s essential financial services from citizens and employees. The position will report to the Finance Director. PAGE2OFAB# 17,421 Based on the salary survey and comparison of duties to comparable classifications in the City, staffs recommendation is to place the Finance Manager in the Management Salary Schedule at Grade 5, $69,100 - $95,000, Attachment B. The salary and benefit allocations from the Purchasing Officer will be converted to fund this position. It is also recommended that the Conflict of Interest Code be amended to reflect the above change, Attachment C . FISCAL IMPACT: The reclassification of the Purchasing Officer to the newly created Finance Manager position has no fiscal impact. EXHIBIT: Exhibit 1: Resolution No. 2003-342 Attachment A - Class Specification Attachment B - Management Salary Structure (Base Pay) Attachment C - Amended Appendix to the Local Conflict of Interest Code DEPARTMENT CONTACT: Cheri Abbott (760) 602-2496, cabbo@ci.carlsbad.ca.us 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. 2003-342 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE RECLASSIFICATION OF PURCHASING OFFICER TO FINANCE MANAGER, AMENDING THE MANAGEMENT SALARY SCHEDULE AND CONFLICT OF INTEREST CODE RESPECTFULLY. WHEREAS, it is recommended that the Purchasing Officer be reclassified to the new management position of Finance Manager to reorganize the duties within the Finance Department; and, WHEREAS, the data represented by the classification study warrants the initiation of the management position, Finance Manager, to meet the current position requirements; and warrants converting the finding of one vacant position. 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 the amendment of the revised Management Salary Structure to include Finance Manager in grade 5, as shown in Attachment B, attached hereto and made a part thereof. Ill Ill I1 Ill 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 3. That the City Council authorizes the amendment of the Conflict of Interest Code to add the position of Finance Manager to the list of Designated Employees filing in disclosure categories 2 and 3, as shown in Attachment C, attached to and incorporated into this resolution. PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 16th day of DECEMBER ,2003, by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin, Hall and Packard NOES: None ABSENT: None ATTEST: -. -4 -)!l i 1 A.dL.& ;77/77.7777i LO& M. WOOD, City Clerk (SEAL) Page 2 of 2 of Resolution No. 2003-342. ATTACHMENT A CITY OF CARLSBAD CLASS SPECIFICATION JOB TITLE: DEPARTMENT: FINANCE MANAGER FINANCE BASIC FUNCTION: Under general direction, plans, organizes and directs the activities of divisions or fhnctions within the Finance Department. Administers and coordinates the preparation and execution of services or functions within area of responsibility; serves as a member of the department’s management team and performs related duties as required. KEY RESPONSIBILITIES: Plans, supervises and reviews the work of staff responsible for financial services or hctional areas. Coordinates assigned operational services and activities within the City and outside agencies and organizations. Participates in intermediate and long-range financial planning strategies, City goals and objectives. Analyzes, identifies and implements service delivery methods and procedures for improving operations, and internal controls. Develops and implements new procedures to comply with changes in policy or new legislation. Recommends, administers and monitors assigned budgets, year-end requirements and applicable municipal codes. Ensures research and response to public and employee inquiries and complaints relative to City policies and procedures within areas of responsibility. Advises Finance Director on budgetary, financial or other departmental matters. Interprets, communicates and presents technical issues related to the department’s hnctions. Prepares, audits and supervises the distribution of all financial reports. Ensures selection, training, motivation and general supervision of assigned finance staff, 1 Represents the Finance department andor City at various professional events. Performs related duties and responsibilities as required. OUALIFICATIONS : KnowledPe of: Principles and practices of administration, budgeting and analysis Principles of supervision, training and performance management Modem and complex principles and practices of municipal finance and accounting Automated financial management systems Pertinent Federal, State and local laws, codes and regulations Government accounting principles and practices Broad range of technical and non-technical knowledge of financial issues and specific area of responsibility Abilitv to: Learn and utilize automated financial information systems Interpret and analyze implement financial information, goals and objectives, procedures, work standards and internal controls Audit and analyze accounting systems and procedures to determine compliance with applicable laws, regulations and policies Make formal and informal presentations Research technical resource information and data Communicate and assimilate information consistent with the essential job function Utilize independent reasoning to solve complex problems within broad policy guidelines and make sound decisions Work irregular hours to meet deadlines and achieve objectives 2 Work and coordinate the work of others in a multi-task environment Utilize office equipment Integrate electronic system information Implement essential functions of the position EDUCATION AND EXPERIENCE: Any combination equivalent to the education and experience that could likely provide the required knowledge and abilities is qualifying. A typical background would include: Bachelor's degree fiom an accredited college or university in accounting, finance, economics, public administration, business administration or a closely related course of study, and three to five years of professional-level experience within a large accounting or finance department. One to two years of supervisory experience within a large accounting or finance department. PHYSICALLMENTAL REOUIREMENTS AND ENVIRONMENT: While performing the duties of this class, an employee is regularly required to communicate, in person and by telephone; utilize office equipment. An employee is also required to assimilate written materials relevant to the position. In addition, while performing the duties, employees of this class are regularly required to engage communication slulls; 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. Ability to work in a standard office environment with some exposure to the outdoors; ability to travel to different sites and locations; attend evening meetings; work under pressure and potentially stressful situations. This is an at-will Management classification. DATE APPROVED: 3 Attachment B Management Salary Structure (Base Pay) FY 2003-04 JOBTITLE GRADE MINIMUM MARKET RANGE Rev. 1 1-20-03 Attachmenf B Secretary to City Council Secretary to City Manager Community Coordinator Manaaement Assistant Management Salary Structure (Base Pay) FY 2003-04 2 2 I $43,500 $49,100 - $59,800 1 JOB TITLE GRADE MINIMUM MARKET RANGE Public Works SuDervisor Rev. 1 1-20-03 3 AMENDED APPENDIX TO THE LOCAL CONFLICT OF INTEREST CODE OF THE CITY OF CARLSBAD, THE HOUSING & REDEVELOPMENT AGENCY, CARLSBAD, CALIFORNIA PUBLIC FINANCING AUTHORITY AND THE CARLSBAD MUNICIPAL WATER DISTRICT The positions and categories within the City listed in this appendix are "designated positions." Any person whose position with the City is a designated position is a designated employee. Designated employees shall disclose in the manner provided in the Local Conflict of Interest Code of the City of Carlsbad those financial interests, which are within the categories represented by the number(s) following the listed position. The categories correspond to the subsections of Title 2, California Code of Regulations Section 18730, subsection 7 and represent the following disclosures: "I" investment and real property disclosure; "2" personal income disclosure; "3" business entity income disclosure; "4" business position disclosure. DES I G N AT E D P 0 SIT I 0 N S DISCLOSURE CATEGORIES Mayor and Members of the City Council City Manager City Attorney City Clerk Chairman and Members of the Housing and Redevelopment Commission Executive Director to the Housing and Redevelopment Commission Attorney of the Housing and Redevelopment Commission Secretary of the Housing and Redevelopment Commission President, and Members of the Board of Directors of the Carlsbad Municipal Water District Executive Manager of the Carlsbad Municipal Water District General Counsel for the Carlsbad Municipal Water District Secretary of the CMWD Board Chairman and Members of the Public Financing Authority Executive Director of the Carlsbad Public Financing Authority General Counsel of the Carlsbad Public Financing Authority Secretary of the Public Financing Authority Treasurer of the Public Financing Authority * * * * * ** ** * * ** ** * * ** ** * ** P,arfc? 1 of 4 Who Manaae Public Investments: Administrative Services Director Assistant to the Treasurer City Treasurer Deputy City Treasurer Finance Director er Citv w: Accountant Accounting Supervisor Administrative Coordinator-Special Districts Aquatics Supervisor Assistant City Manager Assistant to City Manager Assistant Engineer Assistant Finance Director Assistant Library Director Assistant Planner Assistant Planning Director Associate Analyst Associate Engineer Associate Planner Benefits Administrator Building & Code Enforcement Manager Building Inspector I & II Buyer City Communications Manager Code Enforcement Officer I & II Community Coordinator Community Development Director Construction Inspector I & II Construction Manager Cultural Arts Manager Deputy City Engineer Deputy Public Works Director Economic Development Manager Environmental Programs Manager Environmental Specialist I & I1 & Senior Equipment Maintenance Supervisor Finance Manager Fire Chief Fire Division Chief Fire Battalion Chief Fire Marshal Gallery Coo rd in at or Geographic Information Systems Manager Housing & Redevelopment Director Pane 7 nf 4 Housing Program Manager Human Resources Director Human Resources Manager Information Technology Director Information Technology Manager Library Director Management Analyst Management Assistant Management Intern Media Services Specialist Municipal Projects Manager Park Development Manager Park Planner Planning Director Planning Technician I & I1 Police Chief Police Captain Police Communications Manager Police Lieutenant Principal Librarian Principal Construction Inspector Principal Planner Public Works Director Public Works Manager Public Works Supervisor Purchasing Officer Recreation Area Manager Recreation Director Recreation Services Manager Risk Manager Senior Accountant Senior Building Inspector Senior Civil Engineer Senior Construction Inspector Senior Management Analyst Senior Planner Video Production Manager nev’s 0tk.e: Assistant City Attorney Deputy City Attorney Assistant City Clerk Deputy City ClerWechnician Records Manager Records Supervisor Accountant Accounting Supervisor Associate Engineer Cross Connection Control Technician Deputy City Engineer Deputy Public Works Director Management Analyst Public Works Manager Public Works Supervisor Senior Civil Engineer Senior Engineering Inspector Consultants Co-: .. Members of the Arts Commission Members of the Board of Library Trustees Members of the Design Review Board Members of the Housing Commission Members of the Parks and Recreation Commission Members of the Planning Commission Members of the Senior Commission Members of the Sister City Committee Members of the Traffic Safety Commission *** * This position is required to report by virtue of Government Code Section 87200.1t is included for disqualification purposes only. See Government Code Section 87200 for disclosure requirements. When a designated employee is also required to file a conflict of interest form under Article 2 (Gov't Code 587200, Form 700) of the Act, he or she may expand their statement to cover reportable interests in both jurisdictions or both positions and file copies of this expanded statement with the City Clerk provided that each copy of such expanded statement filed in place of an original is signed and verified by the designated employee as if it were an original. The duties of each consultant will be separately evaluated to determine whether or not disclosure will be required, and the categories which will apply. The evaluation of the consultant's duties will be conducted by the department head of the department which is responsible for the hiring of the consultants. The disclosure requirement shall be included in the consultant's contract approved by the City Council, Housing and Redevelopment Commission, City Manager or Executive Manager of the Carlsbad Municipal Water District. ** ttt Pane 4 nf 4