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Home My WebLink About2007-05-08; City Council; 18997; Contract Administrator Series11 CITY OF CARLSBAD - AGENDA BILL AB# 18,997 MTG. 5/8/07 DEPT. HR/PW/FIN ADDING THE NEW CLASSIFICATION MjlJITmi^ Cf\O X^^>HIVO A f*^MATRIX FOR CONTRACT ADMINISTRATOR SERIES AND RECLASSIFICATION OF PERSONNEL DEPT. HEADER CITY ATTY. (t^ CITY MGR. "^S RECOMMENDED ACTION: Adopt Resolution No. 2007-113 to add the Contract Administrator series, reclassify personnel and amend the Carlsbad Employees' Association Salary Schedule. ITEM EXPLANATION: The Public Works Major Service Area has reviewed and analyzed the work flow in the Engineering Department and determined that duties performed by certain staff have transitioned over the last two years into specialized administrative support for the purpose of executing large scale Capital Improvement Program projects and Professional Service Agreements to support the Engineering Division. The Public Works Major Service Area has requested to establish a contracting team to 1) alleviate administrative duties from project managers, 2) build depth and efficiency by establishing a contract processing unit and 3) take action to reduce stakeholder complaints. A classification has been developed from private and public sector models to execute the duties and responsibilities of the contract administration/processing unit. The Finance Department has requested that the Buyer classification be integrated into the Contract Administrator series because of the alignment of procurement and contract administration duties and responsibilities. Staff recommends the adoption of the proposed classification series, Associate Contract Administrator, Buyer/Contract Administrator and Senior Contract Administrator described in Attachment A. The proposed series is comprised of a job family system that supports flexibility, fairness, consistency and an improved method of differentiating incumbents in a classification series. In order for the employee to move up through the series there must be a business need and the demonstration of knowledge, skills and abilities at the higher level. FOR CITY CLERKS USE ONLY. COUNCIL ACTION:APPROVED 0 DENIED D CONTINUED D WITHDRAWN D AMENDED D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER - SEE MINUTES D Page 2 Contract Administrator Series The Associate Contract Administrator, described in Attachment A, is an experienced but not fully qualified professional. The position requires full use and application of standard procurement and/or contract administration principles. The position will execute a wide variety of assignments of moderate complexity and exercise judgment within standard, defined procedures and practices. The Buyer/Contract Administrator, described in Attachment A, performs a wide variety of tasks, duties and responsibilities at a technical skill level. Assignments may vary from general support to technical contract administration. Employees are expected to perform independently under general supervision and their work is reviewed for end results or product. The Senior Contract Administrator, described in Attachment A, is the advanced technical level class. Employees at this level are distinguished by the scope and magnitude of job responsibilities, discretion in decision-making, accountability expected and in-depth technical knowledge. The work requires in-depth knowledge of public works contracting activities and operations in order to analyze and interpret information and make decisions based on non- standard or diverse guidelines rather than those readily established. A project manager reviews only final results and checks for compliance to objectives. Typical assignments may include complex contract administration from beginning through completion; supervising others; composing correspondence and report writing; conducting research; and interacting with high level or critical contacts in providing information. Staff recommends that the Contract Administrator series be added to the General Employees' Salary Schedule, Attachment B. Staff has met and conferred with Carlsbad City Employees' Association. Reclassifications The Finance Department and the Public Works Major Service Area request the following reclassification of positions: * Buyer classification in Finance to Buyer/Contract Administrator <• Buyer classification in Public Works Administration to Sr. Contract Administrator *:• Senior Office Specialist classification in Public Works Administration to Associate Contract Administrator. * Administrative Secretary classification in Construction Inspection to Associate Contract Administrator. The Buyer classification served as the journey level classification on which to expand and then create the other two classifications in the series. The Buyer in Finance is expected to perform as a qualified specialist with full knowledge of the procurement and contract administration theories, concepts and techniques, and to perform the duties described in the Buyer/Contract Administrator classification. The recommended reclassification of the Buyer in Finance will also provide internal equity between Public Works and Finance staff who perform similar job duties within the Contract Administrator series. Page3 The recommended reclassification of the Public Works Administration and Engineering staff will streamline and expedite the contracting process and administrative duties that slow the contracting process and service delivery. The contracting team supports the Engineering Department by providing the development of procurement solicitation packages; administration and finalization of contracts; development of service agreements and miscellaneous professional agreements as well as data tracking and reporting. Staff has conferred with the Carlsbad City Employees' Association regarding all of the requested reclassifications. FISCAL IMPACT: The salary and benefits cost of reclassifying the Administrative Secretary, Buyers and Senior Office Specialist classifications is approximately $23,500 annually which is based on the recommended salary range levels listed below. The specific recommendations for leveling the positions within the Salary Schedule for the Carlsbad City Employees' Association are based on internal equity and public and private sector salary data. The Public Works Major Service Area and Finance Department have adequate funding in their budget to reclassify these positions. • Associate Contract Administrator Range 52 • Buyer/ Contract Administrator Range 63 • Senior Contract Administrator Range 79 EXHIBITS: 1. Resolution No. 2007-113 Attachment A: Contract Administrator/ Series Matrix Attachment B: General Employees' Salary Schedule DEPARTMENT CONTACT: Cheri Abbott 760-602- 2496 cabbo@ci.carlsbad.ca.us 3 1 RESOLUTION NO. 2007-113 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, TO ADD THE 3 CLASSIFICATIONS ASSOCIATE CONTRACT 4 ADMINISTRATOR, BUYER/CONTRACT ADMINISTRATOR AND SENIOR CONTRACT ADMINISTRATOR , 5 RECLASSIFY PERSONNEL, AMEND THE SALARY SCHEDULE FOR CARLSBAD CITY EMPLOYEES' 6 ASSOCIATION, AND AMEND THE LOCAL CONFLICT OF INTEREST CODE. 7 WHEREAS, the City Manager recommends and the City Council concurs, that it8 g is desirable and necessary to adopt the classifications and salaries of Associate Contract IQ Administrator, Buyer/Contract Administrator and Senior Contract Administrator; and, 11 WHEREAS, the City Manager recommends and the City Council concurs, that it 12 is desirable and necessary to amend the Salary Schedule for the Carlsbad City 1 "3LJ Employees' Association to reflect these changes. 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 15 Carlsbad, California, as follows: 16 1. That the above recitations are true and correct. 17 jo 2. That the City Council authorizes the establishment of a matrix and summary 19 to describe each level of the Contract Administrator series (see Attachment 20 A), and the deletion of the current job specifications for Buyer. 21 3. That the new classifications of Associate Contract Administrator at salary 22 range 52, Buyer/Contract Administrator at salary range 63 and Senior 23 Contract Administrator at salary range 79 are placed on the revised General 24 Employees' Salary Schedule (see Attachment B), which is hereby approved. 25 4. That the City Council authorizes the reclassification of Buyer in Finance to 27 Buyer/Contract Administrator, of Buyer in Public Works Administration to 28 1 Senior Contract Administrator, of Senior Office Specialist in Public Works 2 Administration to Associate Contract Administrator and of Administrative •3 Secretary in Construction Inspection to Associate Contract Administrator. 4 5. The "Local Conflict of Interest Code" is amended to add the positions of 5 Associate Contract Administrator, Buyer/Contract Administrator and Senior 6 Contract Administrator to the list of Designated Employees filing in disclosure categories 1, 2, 3, and 4. o 9 " 10 // 11 // 12 // 13 // 14 // 15 // 16 // 17 18 19 " 20 // 21 // 22 // 23 // 24 // 25 26 27 28 ^ 5 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 8th day of May, 2007, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard NOES: None ABSENT: None ATTEST: tORRAINE M. WOOD, City Clerk (SEAL) 0\»»llll"///•>N\v SB A/) ''x. /^':3SS^ V- -•^Kttf^-- •?v,.*,.;^ ATTACHMENT A City of Carlsbad City of Carlsbad Job Structure Date: 5/8/07 Revision: original page 1 Category: Nonexempt Job Family; Contract Administrator Job Code; TBD by HR (three levels available) Section 1.0 Summary and Typical Roles and Responsibilities of Buyer/Contract Administrators in the City of Carlsbad Buyer/Contract Administrators are nonexempt individual contributors, who use their underlying skills in administration, research, analysis, project and program management in a variety of areas related to purchasing, contract administration, and/or supply chain management/project management. The positions may be found through out the City. The job level of a Buyer/Contract Administrator (as described by the attached KSA matrix) is determined by two factors. The first is the "business need" to have a job performed at a certain level, as defined by the specific responsibilities designed into the role, and how the organization is structured. The second is that the job incumbent must possess the knowledge, skills and abilities to function at the assigned responsibility level, as demonstrated by their work and contributions. Typically, a Buyer/Contract Administrator must possess and demonstrate at least 80% of the KSA's at a given level to be assigned to that level. The following are examples of the types of job duties that may be found in the Buyer/Contract Administrator roles: - Purchase materials, supplies, equipment and procure services necessary to support the operations of the City. - Receive, review, write purchase requisitions. Identify vendors, contractors and consultants and obtain quotes, bids and proposals. Review budget and budget authority, insure proper accounts are charged. - Manage suppliers, consultants and contractors. Monitor agreements, contracts and commitments to insure compliance with contracts. - Ensure all paperwork is completed, research delays or problems/issues, and expedite orders, process payments, process retention release and bond release as necessary. - Process invoices to Finance. - Prepare, send out, receive and review RFP's or RFQ's for annual contracts and purchases requiring written bids. Ensure bids are responsive. Aid in analysis, negotiation and vendor selection. Gather quotations on capital items. - Draft routine and non-routine contracts, agreements and related documents as required - Determine and set bid opening dates for public works projects, non public works projects, conduct meetings, make recommendations for selection. - Recommends or develops modifications to rules, guidelines and procedures to support State laws and City policies. - Responds to Public Records Act requests for information on bidding and contracting. - Maintain departmental files, prepare documents, correspondence and reports, including documents to be submitted to outside agencies - Assist in budget preparation. Provide ongoing analysis, recommendations and monitoring as requested. - Assist in or lead the coordination of activities with other City departments and divisions. - Research and analyze new and changed State laws and court decisions for impact on the City. - Program and project management as assigned: define, develop, implement, manage and audit. - Provide liaison/coordination role between City management, risk management, City Attorney and contractors or project managers. Act as advisor to groups with bidding or contracting related goals. - May supervise, train or oversee the daily duties of other nonexempt staff. 7 IU S 3 £ 2.2cI•o< 4-1Ore 3D0> •o re CO | o>v> I D•oa> u 2 "cou £ q rjco'•s0)(O s •CnU O vel:CoI.52 "!!«^1o> o>0JS"6 ^S^^5 1M> c Iits g>2 -3go II«-5-1 o^ w) °^ _(/> "c w"-^= °Q | I g: 12 II II ^S 1 l .o . <D sliil 11811 i*Sl&°3 2 ~ o llcl . 1111! 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It can be measuomers, & the rest of the organization.thew CO 11qj o 05 . •ts cc CD itIf *5"o SJ ifCO O1*5 .2w en"»S 8 co COC :§TO r IS o S to — . •9.g -C C g U) 5^!lif^$•o EC **-(Q O«Io o Sfce Job Level: Level 3Senior Contract Administrato1« "I•55 < !l«J "aj o I"-I^5 2tn|£ Ir oa, ro > 4^4> C-I OO •S3?,-5* g A COS3 erms of the impiedbe* §§1'^ I.S3 & § &g>S ffC, fe«• 5^ o 1§ |i Si)•«red by1^ 1 ^5 «, 8^§ II!o o &-.y - If II*i §i^f.fi •o Sc .5wsgC a *"l£ $o -c£ $Q S £3cr >.2 = -K Ss| I tillg co co —!c co "o o « ro >, w ^ = CO O)« I E-l § w^jSE to co So> co to o ^ roi§S'-S.|M5llsl ?•§ S-"S•r-g S E W '8§ej1-s*I&Isiii£ o> w -B -B . I ro 3 § "5 .£• 5*1 SI'So ro 5 E>.-i co S §. ?§-£ 1 ) .52 Q O) ^(O .2 l 0 13 IIIo o 2. 85*2 . T30> 'cu•O JS "O"55 o C "O ^O) C O•o to co g?«8a'& s 8 I 8 a Si.I o •2 S-S oro o -oe »a) a.2a. o «3 « |. on 5 JS E UJ oi I•£ c'E•a O tn 5 (0 •o reto (O I to •o </> 0)D ? 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"S^ io |togsfi UJS Xo< 14-101 'E I T3 32 TsoO •o£ '5ov .Sk0) (O JO< •a n<o CO o>a ?Contractpoi O1(O RSA •creO•s £o l:oS £(0 'E ~11^« ^_i E - C N^|i^5 08 & § !tf • o 1!!!w fo•• i•» t>roo) o $f OToj 0)E § 03 CO '</> • g '> w £ w o> TO o 'I 8 °3 U t^- = I i Q) I"Secu. go l!.wo- 9^ co llrf o Q-'E w g 2 1 -g ili.!!!!!Scot9000 !I1 ! !! coo ftI!II 1 . 8 o •o 1 "S. 8 8^ £§>C T3 'W S3 ro-Q (/> 08 w S OJC (D -oc . •II11<u-o ro o>73!!™ O *J "o> . 8 iI!ift5w oE «Effo IS 3 UJ o< o 2*rf e Its24-1 Oo C i ino> .a< •o re £1 (/) ajo * poi re v>ministrator S4^o 1oo •ore.nw^reO **oo>V)O Ift _c 2l $C ^S 1S Jo^ 'Eo oTCO 23•3 < S «* 2 ^co> osy"s•Q 51 33 0)01 £ •Q S §nimum Educca£si 0) 2 o If c 0> i_ 'E= ? = s ^(T.E gj ^ ro -*- - S2 -| 85|Sa8* 5s5s^gro ^ 5 |1 Q) 2 == C ^ J3o 8 *-• W ceiesayear's experiebility is providinhasing of goodses ataatf>. 8 "- w y 11!££ fr-E^ <5 ^>5.1 p g-^-t --I= *-> Q.services and/or contractHigh school education or GEDT3<D oC >,g E0 C T3-* ex ro Attachment B Resolution No. CLASSIFICATION ACCOUNT CLERK I 17 ACCOUNT CLERK II 25 ACCOUNTANT 68 ACCOUNTING SUPERVISOR 54 ACCOUNTING TECHNICIAN 40 ADMINISTRATIVE SECRETARY 42 APPLICATIONS SPECIALIST I 75 APPLICATIONS SPECIALIST II 94 APPLICATIONS SPECIALIST III 109 AQUATICS SPECIALIST 49 ASSISTANT ENGINEER 82 ASSISTANT PLANNER 64 ASSISTANT TO THE TREASURER 73 ASSOCIATE CONTRACT ADMINISTRATOR 52 ASSOCIATE ENGINEER 98 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 BUSINESS SYSTEMS SPECIALIST 84 BUSINESS SYSTEMS TECHNICIAN 70 BUYER/CONTRACT ADMINISTRATOR 63 CIRCULATION SUPERVISOR 37 CODE ENFORCEMENT OFFICER I 43 CODE ENFORCEMENT OFFICER II 55 COMMUNITY OUTREACH SUPERVISOR 58 CRIME PREVENTION SPECIALIST 44 CROSS CONNECTION CONTROL TECHNICIAN 56 CUSTODIAN 6 CUSTODIAN II 16 DEPUTY CITY CLERK/TECHNICIAN 39 ELECTRICIAN 41 ENGINEERING TECHNICIAN I 45 ENGINEERING TECHNICIAN II 57 ENVIRONMENTAL SPECIALIST I 52 ENVIRONMENTAL SPECIALIST II 69 EQUIPMENT SERVICE WORKER 18 EQUIPMENT TECHNICIAN I 34 EQUIPMENT TECHNICIAN II 51 GIS TECHNICIAN 60 GRAPHIC ARTIST 45 HOUSING ASSISTANT 20 HOUSING SPECIALIST I 46 HOUSING SPECIALIST II 61 HUMAN RESOURCES TECHNICIAN 52 JUNIOR PLANNER 50 JUVENILE JUSTICE PROGRAM COORDINATORS8 LEAD EQUIPMENT TECHNICIAN 61 LEGAL ASSISTANT 56 LEGAL SECRETARY 49 LIBRARIAN I 45 LIBRARIAN II 58 LIBRARY ASSISTANT I 26 LIBRARY ASSISTANT II 37 LIBRARY CLERK I 3 LIBRARY CLERK II 6 MAINTENANCE AIDE 10 SALARY SCHEDULE - GENERAL EMPLOYEES Effective May 8, 2007 CLASSIFICATION MAINTENANCE WORKER I MAIL CLERK/MESSENGER METER SERVICES WORKER I METER SERVICES WORKER II METER SERVICES WORKER III OFFICE SPECIALIST I OFFICE SPECIALIST II RANGE 14 1 20 33 46 5 11 OPERATIONS/MAINTENANCE STOREKEEPER 43 PARK MAINTENANCE SPECIALIST 41 PARK MAINTENANCE WORKER II 28 PARK MAINTENANCE WORKER III 46 PARK PLANNER 85 PLANNING TECHNICIAN I 35 PLANNING TECHNICIAN II 50 POLICE TRAINING COORDINATOR 49 POLICE RECORDS SPECIALIST I 17 POLICE RECORDS SPECIALIST II 22 PRODUCTION TECHNICIAN 39 PUBLIC WORKS INSPECTOR I 55 PUBLIC WORKS INSPECTOR II 70 RECORDS MANAGEMENT SUPERVISOR 56 RECREATION ASSISTANT 10 RECREATION SPECIALIST 29 RECREATION SUPERVISOR 54 SANITATION SYSTEMS OPERATOR I 24 SANITATION SYSTEMS OPERATOR II 46 SANITATION SYSTEMS OPERATOR III 56 SECRETARY 34 SENIOR BUILDING INSPECTOR 85 SENIOR BUILDING MAINTENANCE WORKER 51 SENIOR CIRCULATION SUPERVISOR 50 SENIOR CONSTRUCTION INSPECTOR 85 SENIOR CONTRACT ADMINISTRATOR 79 SENIOR ELECTRICIAN 51 SENIOR ENVIRONMENTAL SPECIALIST 84 SENIOR LIBRARIAN 73 SENIOR OFFICE SPECIALIST 22 SENIOR PLANNER 91 SITE MANAGER 4 STOREKEEPER 18 STREET MAINTENANCE WORKER II 28 STREET MAINTENANCE WORKER III 46 SYSTEMS ADMINISTRATOR I 51 SYSTEMS ADMINISTRATOR II 87 SYSTEMS ADMINISTRATOR III 113 TECHNICIAN I 35 TREE TRIMMER I 20 TREE TRIMMER II 32 TREE TRIMMER LEADWORKER 46 UTILITY MAINTENANCE WORKER III 45 UTILITY WORKER I 24 UTILITY WORKER II 40 UTILITY WORKER III 50 VALVE MAINTENANCE WORKER 45 WATER CONSERVATION SPECIALIST 40 WATER SYSTEMS OPERATOR I 34 WATER SYSTEMS OPERATOR II 54 WATER SYSTEMS OPERATOR III 64 Click here to view Biweekly Salary Schedule 4/24/2007