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HomeMy WebLinkAbout2012-06-26; City Council; Resolution 2012-1521 RESOLUTION NO. 2012-152 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ESTABLISHING NEW MANAGEMENT CLASSIFICATIONS AND AMENDING THE CONFLICT OF INTEREST CODE 5 WHEREAS, it is necessary to establish certain classification descriptions to 6 appropriately describe the assigned responsibilifies and legal requirements; and, ^ WHEREAS, it is necessary to amend the Local Conflict of Interest Code to refiect these changes. 9 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 10 Carlsbad, California, as follows: 11 ^2 1. That the above recitations are true and correct. 13 2. That the City adopt the management classifications of Facility Manager 14 and Finance/Payroll Information Technology Manager, as oufiined in Attachment 1 1^ 3. That Resolution No. 2012-114 adopted on May 22, 2012, which approved the "Local Conflict of Interest Code" is amended to add the classificafions of Facility Manager filing in the disclosure categories 1,2,3,4; and Finance/Payroll Informafion Technology Manager filing in the disclosure categories 1,2,3; Assistant Ufilities Director filing in the disclosure categories 1,2,3; Ufilifies Superintendent filing in disclosure categories 1,2,3,4; and Ufilifies Supervisor filing in the disclosure categories 16 17 18 19 20 21 22 2,3. 23 24 25 26 27 28 Lj 1 PASSED, APPROVED AND ADOPTED at a Regular Meefing of the City Council 2 of the City of Carlsbad on the 26^^ day of June, 2012, by the following vote to wit: 3 4 5 6 7 8 9 10 13 14 16 17 18 19 20 21 22 23 24 25 26 27 28 AYES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. NOES: None. ABSENT: None. /lAtt fHAlLrMavor 11 MATT HALL, Mayor ATTEST: 15 L0Rf^AINfe M. WOOD, City Clerk (SEAL) Attachment | CITY OF CARLSBAD CLASS SPECIFICATION JOB TITLE: FACILITY MANAGER DEPARTMENT: PROPERTY AND ENVIRONMENTAL MANAGEMENT BASIC FUNCTION/DISTINGUISHING CHARACTERICS: Under general direction, to manage, operate, plan, organize, direct and coordinate the activities of the Carlsbad Safety Training Center in accordance with City policy. Responsibilities include developing a business model, resource identification, planning, marketing, training activities, and business strategies. Attract and retain customers in first responder agencies and organizations. KEY RESPONSIBILITIES: Develop and execute a business plan that involves the development of facility pricing, marketing and rental of the facility and its various training components; Schedule and coordinate the use of the training center facility/equipment and classes for City of Carlsbad staff and extemal users; Serve as the CSTC liaison with the City's first responder work units within the Police, Fire, Utilities and Transportation Departments and all key facility stakeholders; Manage and coordinate day to day operations and maintenance of facility including: maintenance, security, parking, custodial services, multimedia and specialized equipment, classroom set ups, purchasing, and contracts; Manage rental agreements, insurance requirements, liability matters, and invoicing requirements of users; Develop, monitor and manage the facility's budget including revenue and expenses; account for the facility usage at the individual component level for both intemal and extemal users; Establish and implement an effective marketing plan; oversee the preparation and maintain the marketing information including the facility's web page; Ensure that facility is being operated and used in a safe and responsible manner at all times; Collaborate with intemal users to resolve facility maintenance and operational issues; Supervise and/or oversee any contracted staff and/or service providers as required; and Perform related duties as assigned. Facility Manager, p. 2 of 3 QUALIFICATIONS: Knowledge of: Principles, practices, procedures, techniques, laws and regulations pertaining to full operations of a business unit; Relevant codes, policies and procedures pertaining to municipal planning, building, and finance; Organizational and management principles and practices; Computer software spreadsheet and word processing applications; Effective public and business relations techniques. Ability to: Plan, develop, manage, coordinate and promote a business development plan; Interpret, apply and explain applicable laws, codes, policies, and regulations; Develop policies procedures and where appropriate, identify, recommend and implement policy and procedure changes; Work in a safety training center 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; Instmct others in the proper, safe and efficient use of materials, tools, equipment and chemicals; Coordinate activities with other City departments, divisions and outside agencies; Work confidentially with discretion; Commxmicate effectively both orally and in writing; present ideas and concepts persuasively in speaking and clearly for written publication; and Establish and maintain effective relationships with City officials, employees, representatives firom other agencies, the public, and those contacted in the performance of responsibilities; 7 Facility Manager, p. 3 of 3 EXPERIENCE AND EDUCATION: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Equivalent to completion of a bachelors degree from an accredited college or university in the field of business administration and management or a closely related field; and a minimum of (5) years of increasingly responsible experience in a related field. Experience in running a small business and familiarity with law enforcement or a related field is highly desirable. SPECIAL REOUIREMENTS: Must be able to drive and maintain a Califomia Class C Driver's license or ability to arrange transportation for fieldwork or visits to other facilities when necessary. PHYSICAL REOUIREMENTS AND ENVIRONMENTAL SETTING: Incumbent is regularly required to sit; talk or hear, in person and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Incumbent 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; Incumbent is 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; leam and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under strict deadlines; and interact with others encountered in the course of work. Incumbent must be able to climb ladders, with sufficient strength and stamina to lift, carry and manipulate objects weighing up to 50 pounds and heavier equipment with the aide of lift equipment; Must be willing to work in confined places, work with exposure to potentially hazardous materials, and work at heights up to 30 feet. DATE APPROVED June 26, 2012. This is an at-will management classification. Attachment | CITY OF CARLSBAD CLASS SPECIFICATION JOB TITLE: FINANCE PAYROLL INFORMATION TECHNOLOGY MANAGER DEPARTMENT: FINANCE BASIC FUNCTION: Under general direction, is responsible for the overall administration, functionality and data integrity of the Human Capital Management System, including but not limited to Lawson HCMS/Payroll and CyberShift time-keeping software systems. Incumbents of this position will regularly exercise discretionary and substantial decision-making authority. Serves as the project manager and coordinates staff in HR, IT and Finance to ensure the HCMS runs and is maintained efficiently and accurately, including the interfaces between the HCMS and other software applications. This role includes the independent ability to identify ongoing opportunities for leveraging the use of the system for best value and retum on investment. KEY RESPONSIBILITIES: Provides business analysis and develops programs to ensure the City is maximizing utilization and efficiency from the HCMS. Defines and develops HCMS project-related objectives from a cost, schedule, technical, and quality perspective. Anticipates future business needs and generates ways to use the HCMS to help address those needs. Interfaces with city departments to gather input, explain policies, practices, and understand their evolving business issues. Leads project team members, including the assigned IT and HR resources and other HCMS team members, in evaluating, enhancing, and improving existing procedures and processes. Manages projects for all enhancements to the HCMS including those related to functionality, automation, reporting and interfaces with other applications. Manages and develops business intelligence capability and analysis (ex. dashboards for managers). Ensures ongoing system and data integrity, integration and automation with the help of HCMS team members. Defines integration needs with other projects and systems/business processes and ensures successful system integration. Assists Department Heads in defining persoimel related Activity Based Tracking (ABT)/cost accounting measures specific to their lines of business. Builds system capability and reporting mechanisms to track the ABT data. Monitors data accuracy and works with managers to add or update measures as business requirements change. 9 Facility Manager, p. 2 of 5 Ensures each element of payroll is accurate and delivered on time (i.e. all employee pay and special pays, timekeeping, overtime, taxes and recordkeeping). Ensures legal and policy compliance. Provides expertise and resources to support organizational knowledge and interpretation of state, federal and local timekeeping and pay regulations, including FLSA and tax law (as it relates to pay and benefits); ensures consistent and accurate application across the city. Audits and makes corrections on all payroll elements as appropriate; documents all processes; schedules compliance reporting. Provides guidance on various system processes such as employee or manager self-service, timekeeping, payroll or reporting. Develops and implements HCMS related training and communication. Responds to and resolves customer complaints and problems regarding the HCMS. Ensures customer satisfaction and overall HCMS administration. Interprets negotiated pay and benefit changes and ensures accurate adjustments and system functionality resulting from the changes. Serves as the system administrator for "MyCalPERS" system; maintains correct CalPERS rates and delivers accurate reports to the agency. Assists with CalPERS rate projection analysis. Manages aimual and year end payroll processing, tax filing and its implications or changes through the HCMS relating to benefits and/or tax changes. Oversees pay, timekeeping, tax and system integration audits and verifications. Develops, implements, and modifies system requirements. Maintains intemal database files and tables, and develops custom reports to meet the requirements of the organization, management and employees. Works closely with IT to plan and execute HCMS testing, upgrades and patches; ensures maximum efficiency and integration of all components of the system. Builds and maintains data feeds to outside vendors, including benefit feeds for broker/carrier reporting. QUALIFICATIONS: To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification. The conditions below are representative of those that must be met by an employee to successfully perform the essential functions of the job. 10 Facility Manager, p. 3 of 5 Knowledge of: Principles and practices of organization and administration HCMS or ERP System implementations MS Office including advanced Excel and MS Access Lawson or a similar HCMS including absence management. Employee and management self- serve, process flow setup, crystal report writing Working knowledge of time and attendance systems Data integration, database design, functions, processes Analytical and interpersonal skills Collaboration in team environments Human Resources and payroll functions Project management tools and methodologies Federal, state, local laws, regulations affecting payroll administration and management Ability to: Develop and manage HCMS/payroll programs, activities and functions Make recommendations and decisions in accordance with laws, regulations, policies and procedures impacting HCMS/payroll administration Advise and provide interpretation to others on how to apply policies, procedures, and standards to specific situations Plan and manage multiple projects with strong attention to detail Troubleshoot system issues Direct, evaluate and supervise the work of assigned staff Develop and maintain effective working relationships Communicate effectively in written and oral form Analyze problems, identify altemative solutions, project consequences of proposed actions, and implement recommendations in support of goals and initiatives Facility Manager, p. 4 of 5 Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs Work well under pressure to meet deadlines Maintain attention to detail and be a proven problem solver Communicate effectively both orally and in writing Interface at all levels within the organization Prepare and deliver presentations to employees, executive management and City Council Mathematical Ability: Knows how to apply mathematics and/or mathematic formulas. Must be able to demonstrate ability to calculate percentages, fractions, decimals, volumes, ratios, and spatial relationships. Needs to be able to interpret basic, descriptive statistical reports. Judgment and Situational Reasoning Ability: Must be able to use functional reasoning and apply rational judgment when performing diversified work activities. Needs to be able to analyze data and information using established criteria in order to determine consequences and identify and select altematives and apply stmcture to loosely defined complex problems. SPECIAL REQUIREMENTS: Must be able to drive and maintain a Califomia Class C Driver's license or ability to arrange transportation for fieldwork or visits to other City facilities when necessary. EDUCATION AND EXPERIENCE: Equivalent to a Bachelor's degree from an accredited college of university with major work in Computer Science, Business, Human Resources or Finance or a related field, and seven years of related HCMS/payroll experience with three years of progressively more responsible management experience. Experience with an integrated system (i.e., comprised of multiple applications) a plus. IL Facility Manager, p. 5 of 5 PHYSICAL/MENTAL REQUIREMENTS AND WORKING ENVIRONMENT: Needs to be able to operate equipment and machinery such as a computer keyboard and terminal. Must be able to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use. Needs to be able to recognize and identify degrees of similarities or differences between characteristics of colors, textures, and forms associated with job-related objects, materials, and tasks. Must be able to remain seated for extended periods. Needs to be able to perform frequent downward flexion of neck, side-to-side tuming of the neck, fine finger dexterity and grasp to manipulate the keyboard, telephone, writing instruments, papers, books, manuals, and reports. Work may involve overtime and attending meetings outside regular work hours. This position is impacted by urgent time deadlines due to various requirements. There is some repetitiveness in HCMS administration, a need for extreme accuracy, and paying attention to detail. Must be able to drive and maintain a Califomia Class C Driver's license or ability to arrange transportation for fieldwork or visits to other City facilities when necessary. DATE APPROVED: June 26, 2012. This is an at-will management classification. 13 Attachment APPENDIX TO THE LOCAL CONFLICT OF INTEREST CODE OF THE CITY OF CARLSBAD, CITY OF CARLSBAD AS SUCCESSOR AGENCY TO THE CARLSBAD REDEVELOPMENT AGENCY OVERSIGHT BOARD FOR SUCCESSOR AGENCY 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: "1" investment and real property disclosure; "2" personal income disclosure; "3" business entity income disclosure; "4" business position disclosure. DESIGNATED POSITIONS DISCLOSURE CATEGORIES Mayor and Members of the City Council * City Manager * City Attorney City Clerk Chairman and Members of the Successor Agency * Executive Director of the Successor Agency ** Attorney for the Successor Agency ** Secretary of the Successor Agency * 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 ** Page 1 of 6 6/26/2012 Secretary of the CMWD Board Chairman and Members of the Public Financing Authority Executive Director of the Carlsbad Public Financing Authority General Counsel for the Carlsbad Public Financing Authority Secretary of the Public Financing Authority Treasurer of the Public Financing Authority Officials Who Manage Public Investments: Administrative Services Director Assistant to the Treasurer City Treasurer Deputy City Treasurer Finance Director Citv Staff under Citv Manager: Accountant 2 3, 4 Accounfing Supervisor 2 3, 4 Aquafics Supervisor 2 3 Assistant City Manager 1 2, 3,4 Assistant Engineer 1 2 Assistant Finance Director 1 2, 3,4 Assistant Planner 1 2, 3,4 Assistant Planning Director 1 2, 3,4 Assistant Utilities Director 1 2, 3 Associate Analyst 1 2, 3,4 Associate Contract Administrator 1 2, 3,4 Associate Engineer 1 2 Associate Planner 1 2, 3,4 Benefits Administrator 2 3 Building & Code Enforcement Manager 1 2, 3 Building Inspector 1 & II 1 2, 3 Business Systems Specialist 2 3, 4 Buyer /Contract Administrator 1 2, 3,4 City Communications Manager 1 2, 3,4 City Planner 1 2, 3,4 Code Enforcement Officer 1 & II 1 2, 3 Community and Economic Development Director 1 2, 3,4 Community Coordinator 2 3, 4 Community Relafions Manager 2, 3 2 of 6 6/26/2 Community Outreach Supervisor 2 3, 4 Construcfion Manager 1 2, 3,4 Cultural Arts Manager 1 2 3,4 Deputy City Engineer 1, 2, 3,4 Deputy City Manager 1, 2, 3,4 Deputy Fire Marshall 1, 2, 3 Deputy Library Director 1, 2, 3,4 Development Services Manager 1,2, 3,4 Economic Development Manager 1. 2, 3,4 Emergency Medical Services (EMS) Paramedic Nurse Coordinator 1, 2, 3,4 Emergency Preparedness Coordinator 1, 2, 3,4 Environmental Programs Manager 1, 2, 3 Environmental Specialist 1 & II & Senior 1, 2, 3 Equipment Maintenance Supervisor 2, 3 Facility Manager 1, 2, 3.4 Finance Manager 1, 2, 3,4 Finance/Payroll Informafion Technology Manager 1, 2, 3 Fire Chief 1, 2, 3,4 Fire Division Chief 1, 2, 3,4 Fire Battalion Chief 1, 2, 3,4 Fire Marshal 1, 2, 3,4 Fire Prevenfion Specialist 1 & II 1, 2, 3 Gallery Curator 2, 3 Geographic Information Systems Manager 2, 3 Housing & Neighborhood Services Director 1, 2, 3,4 Housing Program Manager 1, 2, 3 Human Resources Director 1, 2, 3,4 Human Resources Manager 2, 3 Information Technology Director 1, 2, 3,4 Information Technology Manager 1, 2, 3,4 Library and Cultural Arts Director 1, 2, 3,4 Management Analyst 1, 2, 3,4 Management Assistant 2, 3 Management Intern 1, 2, 3.4 Municipal Projects Manager 1, 2, 3,4 Municipal Property Manager 1, 2, 3,4 Park Development Manager 1, 2, 3,4 Park Planner 1, 2, 3.4 Parks and Recreation Director 1, 2, 3,4 Page 3 of 6 6/26/2012 Parks/Trees Supervisor 1,2,3 Parks Superintendent 1,2, 3,4 Planning Technician 1 & II 1,2, 3,4 Police Chief 1,2,3,4 Police Captain 2, 3 Police Communicafions Manager 2,3 Police Lieutenant 2, 3 Principal Librarian 2. 3,4 Principal Planner 1,2, 3,4 Property & Environmental Management Director 1,2, 3,4 Public Safety Information Technology Manager 1,2, 3,4 Public Works Inspector 1 & II 1,2,3 Public Works Manager 1,2,3 Public Works Superintendent 1,2, 3,4 Public Works Supervisor 2, 3 Records Supervisor (Police) 2, 3 Recreation Area Manager 2, 3,4 Recreation Services Manager 2, 3,4 Risk Manager 1,2, 3,4 Senior Accountant 1,2, 3,4 Senior Building Inspector 1,2, 3,4 Senior Business Systems Specialist 2. 3,4 Senior Circulafion Supervisor 1,2,3 Senior Civil Engineer 1,2, 3,4 Senior Construction Inspector 1,2, 3,4 Senior Contract Administrator 1,2, 3,4 Senior Librarian 2, 3,4 Senior Management Analyst 1,2, 3,4 Senior Planner 1,2, 3,4 Traffic Engineer 1,2, 3,4 Transportation Director 1,2, 3,4 Junior Planner 1,2, 3,4 Ufilities Superintendent 1, 2, 3,4 Ufilifies Supervisor 2, 3 Video Producfion Manager 2, 3 Warehouse Technician 1,2, 3,4 Citv Attornev's Ofl'ice: Senior Assistant City Attorney 1,2, 3,4 Assistant City Attorney 1,2, 3,4 Page 4 of 6 6/26/2012 Deputy City Attorney Citv Clerk's Office: Assistant City Clerk Deputy City Clerk/Technician Records Manager Records Management Supervisor 1,2, 3,4 2. 3,4 2. 3,4 2.3 2.3 Citv Emplovees under the Executive Manager of the Carlsbad Municipal Water District: Accountant Accounfing Supervisor Associate Engineer Cross Connection Control Technician Deputy City Engineer Management Analyst Public Works Manager Public Works Supervisor Senior Civil Engineer Senior Cross Connection Control Technician Senior Engineering Inspector Ufilifies Director 3.4 3 2 2 2. 3,4 3 3 3 2. 3.4 2, 3.4 2, 3,4 2, 3,4 Consultants *** Boards and Commissions: Members of the Agricultural Conversion Mitigafion Fee Ad Hoc Citizens' Advisory Committee 1,2,3,4 Members of the Arts Commission 1,2,3.4 Members of the Board of Library Trustees 1,2,3,4 Members of the Carlsbad Tourism Business Improvement District 1,2,3,4 Members of the Design Review Board 1,2,3,4 Page 5 of 6 6/26/2012 1 Members of the Housing Commission 1,2,3,4 Members of the Oversight Board for the Successor Agency 1,2,3,4 Members of the Parks and Recreafion Commission 1,2,3,4 Members of the Planning Commission * Members of the Senior Commission 1,2,3,4 Members of the Traffic Safety Commission 1,2,3,4 This position is required to report by virtue of Government Code Section 87200.lt 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 §87200, 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 detennine 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. Page 6 of 6 6/26/2012 I?