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HomeMy WebLinkAbout6.C. Assistant to City Administrator Position b.C. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Assistant to City Administrator/HR Position DATE: October 22, 2004 INTRODUCTION: The purpose ofthis memo is to provide background information regarding recommendations on replacing the Assistant to the City Administrator position, vacated in September by Tracy Schaefer. BACKGROUND: Ms. Schaefer was hired in May, 2000, as a Management Assistant. This was an entry- level position, and typically these types of position are filled by people who have just completed their graduate school training. Over time, Tracy was promoted to the position of the Assistant to the City Administrator. These positions are usually very general in nature, and are assigned special projects. It is also common in many suburbs that the assistant position performs Human Resources (HR) duties. Ms. Schaefer demonstrated an aptitude towards technical issues. She was particularly adept at web site development, development and installation of an institutional network (that received National attention), and cable television administration. Regarding special projects, she established standards for organized garbage and recycling that were recognized throughout the Twin Cities. She was also staffproject coordinator for the library construction. DISCUSSION: Technical/Specialized Support: It is unlikely if we were to advertise to replace Ms. Schaefer with an individual who had identical skills, that we would find that particular person; the technical skills that Ms. Schaefer demonstrated would probably necessitate an individual specifically trained in those areas. Ms. Schaefer has offered her consulting time to assist the City in technical issues, including doing day-to-day oversight of the cable television operation. I believe that using her in a consulting basis for the institution network administration (combined with the school and county staffing), is of merit. We may also need to examine whether there is a need to have support of some of these technical issues at as high a level as they have had. Regarding garbage/recycling, at its October 5th meeting, the City Council approved a consulting agreement with Ms. Schaefer for assistance in these areas. Human Resources: One of the issues that we have not addressed adequately within the City is the Human Resources function. We have a very capable Payrol1/Benefits Coordinator who identifies issues, and in many cases provides good solutions. However, there are other areas which aren't being addressed adequately (safety training is one example). In other areas, we rely on consultants (such as Riley, Kelsey of Dettmann and Kelsey). Finally, we continue to have a relationship with Scott County for recruitment of new employees. The question is whether a time has come to consolidate these aspects of Human Resources into a single City function. I still believe that Shakopee is not large enough for a full time position to do this. Most of the cities with which I am familiar that have an HR function combined with other job duties. However, a unique opportunity has presented itself, in that the City of Savage has a full time HR person that it would be willing to share with us on a half time basis through a joint powers agreement. Their position does most of Savages' work that we see needs to be done in Shakopee. They also have a full time payroll person, and I would not see any reduction in need in the duties of our existing Payroll Benefit Coordinator. Instead, I envision the payroll position as having better direct guidance and assistance in doing her job. BUDGET IMPACT: The wages and benefits of the vacated Assistant to the City Administrator position was budgeted at $65,670. Of that, 30% was to be charged to Telecommunications. Therefore, the amount that would actually be freed up from the General Fund would be $46,000. While the position in Savage is currently being examined for valuation, it is likely to be at a department head level position, to be paid in the $70,000 to $80,000 range. With benefits, our half from the General Fund would likely be sufficient to pay our share. There would be some savings from not using Scott County in their recruitment efforts. On the other hand, we would continue to consult for the garbage franchise renewal process; the actual day-to-day issues (problems with service, alley issues) have been taken over by the Public Works Department. Other issues would have to be handled by existing staff. RECOMMENDATION: At this point, my recommendation is that we not fill the Assistant to the City Administrator position per se, but instead receive direction from the Council to negotiate with Savage on the possible sharing of a Human Resources position half time. ACTION RQUIRED: Discuss and respond. /lWL~ Mark McNeill City Administrator MM:th '~ t CITY OF SAVAGE HUMAN RESOURCES COORDINATOR FUNCTION Performs professional and managerial work of considerable difficulty in recruitment, selection, classification, compensation, negotiations, contract administration, and other related human resource programs as well as administering and participating in the development of the City's Safety Management Program. SUPERVISION RECEIVED Work is perfonned under general direction with the employee working independently within identified policy direction. Work is reviewed through results achieved. SUPERVISION EXERCISED None ESSENTIAL FUNCTIONS Develop and implement a personnel program as approved by the City Council; establish methods forits . operation complying with EEOC, FEP, FLSA and other regulations and laws; prepare and recommend revisions and amendments to the Persomlel Ordinance; develop techniques to assure communication of standard policies to all employees. Develop policies and procedures for the operation and maintenance of the various related human resource programs. Assist and/or represent management in contract negotiations and on labor-management teams; interpret and administer contracts. ~~ Develop entrance and promotional examinations; oversee and coordinate the preparation of recruitment alIDouncements and advertising and other related recruitment activities; review applications for acceptance or rejection. Conduct position classification studies, including major job classification and organizational analysis; make reclassification and compensation recommendations; prepare class specifications and revise existing specifications. Submit pay equity/comparable worth plans; maintain the comparable worth program. Maintain the City's pay plan and recommend appropriate level of compensation for City positions through annual market surveys; perform compensation and benefit studies; respond verbally or in writing to inquiries or surveys pertaining to employment, job.analysis, classification and compensation. Interpret and explain persomlel rules and regulations and policies to management team, employees and job applicants; act as intemal liaison for the implementation, maintenance and evaluation of the City's performance appraisal system. 1 8/02 ,. City of Savage , Human Resources Coordinator Administer the City's benefit program; evaluate program costs and benefits; assist in negotiation to obtain the desired programs, benefits, coverages, and cost effectiveness; work with benefit consultants, vendors, and employee committees. Develop effective communications that orient each new employee to the City philosophy, programs, services, and benefit programs; provide additional information and advice on benefits to employees as needed. Administer, develop and maintain the City's safety program; recommend programs and procedures to meet OSHA requirements and minimize lost work time; maintain records as necessary. Provide training and guidance to supervisory persOlU1el in effective management skills; participate in developing and promoting programs that support employee growth and development and stimulates individual and organizational wellness. Serve as a member of the City management team and playa leadership role in developing citywide policy in a team.:.oriented environment. Represent the City. as liaison to local, regional, and state units of government on matters affecting jurisdiction, as directed by the City Administrator. Develop and administer department operating budget; monitor the department budget and authorize expenditures. Write correspondence; prepare various reports, analyses and transmittals~ Remain current on new developments in the human resources field; make observations and recommendations for improvement in City operations. Assist City Administrator on special projects as assigned. Attend meetings and serve on committees as needed. NON-ESSENTIAL FUNCTIONS Perform related work as assigned. WORK CONTACTS Considerable contact with the management team, City departments, employees and the general public. Contacts require tact and diplomacy. CONDITIONS OF WORK Light physical activity in normal office environment. Refer also to Physical Demands Supplement for additional information. 2 8/02 . City of Savage t Human Resources Coordinator REQUIRED KNOWLEDGE. SKILLS AND ABILITIES Considerable knowledge of the modem public personnel methods and techniques; of federal, state and local legislation relating to personnel administration; of principles and practices of public sector human resources administration, including methods and techniques used in labor relations, recruitment and selection, classification, salary and benefits administration, training, affirmative action, and safety and workers' compensation; of operational characteristics, functions and activities of a Human Resources Department; of principles and techniques of budget preparation and administration; of principles of business and public administration; of principles and practices of program development and administration; of principles of supervision, training and performance evaluation. Skill in the use of modem office equipment, a microcomputer and related software. The ability to perfonn the following work activities with or without reasonable accommodations. . Direct and supervise a comprehensive human resources program. . Objectively explain tec1mical personnel policies and problems in a logical, non-technical manner. . Communicate clearly and concisely, both orally and in writing. . Communicate using diplomacy and tact. ._"- . Gather information and prepare accurate reports. . Operate microcomputer, related software, and modern office equipment. . Maintain confidentiality. . Establish and maintain effective working relationships with staff, Council, outside agencies, employees and the general public. . Maintain regular attendance. ACCEPTABLE EXPERIENCE AND TRAINING Five (5) years progressively responsible experience in human resources, preferably in the public sector, and Bachelor's Degree from an accredited college or university (Master's Degree preferred) inhuman resources, public administration, or related field; or any equivalent combination of experience and training which provides the knowledge, skills and abilities to perfonn the work. SPECIAL REQUIREMENTS Possession of or ability to obtain MiImesota Driver's License. EMPLOYMENT STATUS Salaried, exempt from the provisions of the Fair Labor Standards Act. The functions/tasks provided are intended only as illustrations of various types of work performed and are not necessarily all-inclusive. This position description is subject to change as the needs of the employer and requirements of the position change. NON-DlSCRIMINA nON POLICY The City of Savage will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation, or status with regard to public assistance. 3 8/02 -- . City of Savage '\ Human Resources Coordinator THE CITY OF SA V AGE PHYSICAL DEMANDS AND JOB DESCRIPTION SUPPLEMENT WORK ENVIRONMENT 1.) Normal shift = eight (8) hours for five (5) consecutive days. 2.) Works indoors, in a controlled environment. PHYSICAL DEMANDS Type of Activity Frequency Walking/standing: 0 Sitting: S Standing in One Place: 0 Climbing: 0 Pulling/Pushing: 0 CrawlinglKneeling/Squatting: 0 .__n_ Bending/Stooping: 0 Twisting/Turning: 0 Repetitive movement: 0 . Lifting waist to shoulder: 0 - . Lifting knee to waist: 0 Lifting floor to knee: 0 S = Significant M = Moderate 0= Occasional 4 8/02