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Home My WebLink AboutCOW 2012-05-29 Item 4C - Discussion - Reinstatement of Analyst Position in Mayor's OfficeCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mayor's review 05/29/12 COi 06/04/12 CO ITEM INFORMATION STAFF SPONSOR: DAVID CLINE Coun til� review i ITEM NO. 4.C. ORIGINAL AGENDA DATE: 5/29/12 AGENDA I'rr:,-1 Trrl_i, Request to Reinstate Analyst position in the Mayor's Office CATFIGORY Discussion Motion Resolution Ordinance BidAward Public Hearing ❑Other tlltg Date 05/29/12 Mtg Date 614112 Mtg Date tl/Itg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor HR DCD Finance Fire IT P &R Police PIV SPONSOR'S City Administration is requesting that the currently- vacant Administrative Secretary /Civil SUMMARY Service Examiner position in the Mayor's Office be eliminated and that the Analyst position that was removed from the budget in 2010 be reinstated. The 2012 funding for this position will be from salary savings in the Mayor's Office. RI /iFV/F1D BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 5/22/12 COMMITTEE CHAIR: QUINN RECOMMENDATIONS: SPONSOR/ADMIN. Mayor's Office COIVIm"I'T E Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EYPENDPfURI RP,QUI1Z13D AMOUNT BUDGETED APPROPRIATION REQUIRED $23,000 per year Fund Source: MAYOR'S OFFICE SALARY SAVINGS IN 2012 Comments: If the position is approved, the additional salary expense will be incorporated into the Budget Process later this year. MTG.DATEI RECORD OF COUNCIL ACTION 05/29/12 MTG.DATEI ATTACHMENTS 05/29/12 I Informational Memorandum dated 5/15/12, and revised 5/24/12 after the FS meeting Classification Description Minutes from the Finance Safety Committee Meeting of 5/22/12 06/4/12 35 36 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: FROM DATE Mayor Haggerton Finance and Safety Committee David Cline, City Administrator REVISED Mav 24. 2012 after FS Meeting May 5, 294-2 SUBJECT: Request to+s+fy reinstate analyst position in the Mayor's Office ISSUE During the Council Retreat in February, the Mayor and City Administrator discussed the need for a Project Analyst to better support ongoing complex projects such as Strategic Planning, Tukwila Village and organizational goals and objectives. The Mayor's office is currently supported by a full -time Executive Secretary and an Administrative Secretary/Civil Service Examiner. This position is recommended to be created by restassifying- eliminating the current vacant Administrative Secretary /Civil Service Examiner position to -,nand reinstating the P+ejest- Analyst Position which was previously eliminated in 2010. The 2012 funding for this position is from salary savings in the Mayor's office. A diagram has been added to Daae 2 of this memo for illustrative purposes. Council approval is reauested to reinstate the Proiect Analvst position in the Mavor's Office (additional $23,000 per vear based on 2012 salaries). BACKGROUND The Mayor's Office requested the Human Resources Department complete a review and analysis to determine where this new position would be classified within our current system. This new position will serve as liaison between the City Administrator, Mayor, and Economic Development Administrator; will conduct research, gather data, analyze trends, and make recommendations on a broad range of complex issues that may be internal (cross departmental) or external (governmental agencies, business community, residents). This position will also support the development and implementation of goals, objectives, policies and procedures for the City and Mayor's Office and will respond to citizen inquires and /or complaints. Based upon the essential functions listed above, this new position closely matches the essential duties of the Management Analyst classification series for non represented positions. Other internal non represented positions within this classification include: Council Analyst Human Resources Analyst Public Works Analyst The Human Resources Department has recommended that this position be added to the existing classification of "Management Analyst" (DBM /C42), under the title of Project Analyst. Attached is a copy of the classification. 37 INFORMATIONAL MEMO Page 2 FINANCIAL IMPACT The difference between the top salaries of these two positions is approximately $23,000 per year. The current range for the Administrative Secretary /Civil Service Examiner (DBM /B22) is $54,792 to $63,028 per year. The current range for a Management Analyst (DBM /C42) is $71,640 to $86,028 per year. The difference in cost in 2012 will be funded from salary savings in the Mayor's Office. If the addition of this position is approved, the additional salary expense will be incorporated into the Budget Air !mc ^t- Process scheduled for later this year. RECOMMENDATION The Finance and Safety Committee is being asked to forward this request to the May 29, 2012 Committee of the Whole Meeting and subsequent June 4, 2012 Regular Meeting- ATTACHMENTS Management Analyst Classification Description J WWI 2011 FILLED Execul ive Secretary FILLED ExecLAlve Secretary FILLED FILLED 9 Admin Sect Civil Service Examiner FILLED Admin Sec.! Civil Service Examiner VACANT VACANT Management Analyst Management Analyst BUDGET DEDUCTION 2.0 FTE PIM Executive Secretary FILLED Execut ive Secretary Admin Sec.? Civil Service Examiner EA Admin Sect Civil Service RE I NSTATIE Management Analyst 38 W:12012 Info Memos- Council\Reclassif PositionMayorsOffice 5 -16 -12 DIAGRAM ADDED.doc CITY OF TUKWILA CLASSIFICATION DESCRIPTION BAND I GRADE SUBGRADE C 4 2 I This position is not responsible for work performed by another banded at the same level. FLSA APPROVAL DATE UPDATED Exempt CLASSIFICATION TITLE JOB TITLES Project Analyst Management Analyst Human Resources Analyst Legislative Analyst Public Works Analyst CLASSIFICATION TITLE OF IMMEDIATE SUPERVISOR City Administrator Department Head CLASSIFICATION SUMMARY Under the direction of an immediate supervisor identified above, performs a variety of administrative and managerial work. TASK ESSENTIAL DUTIES FREQUENCY BAND/ NO. GRADE I. Develops, implements, coordinates, and manages various Daily C4 programs and activities as assigned and performs a variety 25% of confidential administrative work. 2. Facilitates effective communications and information Daily C4 exchanges, to include conducting oral and written briefings 25% on issues and developments affecting assigned areas. 3. Conducts technical research and management analysis and Daily C4 prepares detailed reports and recommendations on issues 15% concerning the functions and operations of assigned C -4 -2 (Management Analyst) Classification Description Page w MINIMUM QUALIFICATIONS Bachelor's degree in Public Administration or a related field and four years of related experience or an equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above. A valid State of Washington driver's license is also required. KNOWLEDGE: Knowledge of: General municipal operations and structure; Principles, practices, procedures and theories related to the field; Research methods, report writing, group and meeting facilitation techniques, and the organization and presentation of oral reports; Federal, state and local laws; policies and regulations pertaining to assigned programs; English usage, spelling, grammar and punctuation; Budgeting principles and processes; and Project monitoring techniques. SKILLS Demonstrated skill in Operating personal computers and utilizing computer applications and software; Making and implementing sound decisions and exercising judgment in solving complex problems; Developing and implementing programs, policies, and /or procedures to achieve specific goals and objectives; C -4 -2 (Management Analyst) Classification Description Page 2 i s programs and various confidential issues. TASK ESSENTIAL DUTIES FREQUENCY BAND/ NO. GRADE 4. Recommends, develops, and writes policies and procedures Weekly C4 for assigned programs. 15% 5. Develops and recommends short and long range plans, goals Quarterly C4 and budgets to carry out the programs assigned. 10% 6. Responds to inquiries on program policy and procedural Daily C4 matters as appropriate. 5% 7. Researches current and new developments affecting Weekly C4 assigned programs, evaluates potential impact, coordinates 5% compliance, and develops written policies as necessary. MINIMUM QUALIFICATIONS Bachelor's degree in Public Administration or a related field and four years of related experience or an equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above. A valid State of Washington driver's license is also required. KNOWLEDGE: Knowledge of: General municipal operations and structure; Principles, practices, procedures and theories related to the field; Research methods, report writing, group and meeting facilitation techniques, and the organization and presentation of oral reports; Federal, state and local laws; policies and regulations pertaining to assigned programs; English usage, spelling, grammar and punctuation; Budgeting principles and processes; and Project monitoring techniques. SKILLS Demonstrated skill in Operating personal computers and utilizing computer applications and software; Making and implementing sound decisions and exercising judgment in solving complex problems; Developing and implementing programs, policies, and /or procedures to achieve specific goals and objectives; C -4 -2 (Management Analyst) Classification Description Page 2 i s Working effectively on several projects concurrently; Establishing and maintaining effective working relationships with City officials, City employees, and the general public; and Communicating effectively, both orally and in writing. PHYSICAL ACTIVITY /REQUIREMENTS: To perform the essential functions of the class, incumbents must be able to perform the physical activities listed on the Physical Checklist. C-4 -2 (Management Analyst) Classification Description Paee 3 42 Finance Safety Committee Minutes Mav 22, 2012 Pape 2 The current suggested revisions simplify administration of reserves, address and clarify funding processes, and provide improved Tukwila Municipal Code interpretation. There was lengthy discussion surrounding the suggested changes, and although the Committee was supportive of the suggestions, they requested more detail be provided. This detail should include bench marking, examples from other cities, and providing practical application to the changes. Committee Members also suggested talking with Emergency Management and consider projected funding that could be needed under the most severe and probably emergency conditions. RETURN TO COMMITTEE WITH ADDITIONAL INFORMATION. D. New Position: Mavor's Office Staff is seeking Council approval to reinstate a position in the Mayor's Office which was relinquished during the City's budget reduction process during the 2009 -10 biennium. The specific position being referred to is in the management analyst classification. Currently, two administrative support positions exist in the Mayor's Office, an executive secretary and an administrative secretary /civil service examiner. The administrative secretary /civil service examiner position has been vacant for over a year, and the position's administrative and civil service responsibilities have been redirected within the Mayor's Office and Human Resources, respectively. With this significant reduction of administrative support lost through budget cuts and attrition, and added projects that are complex in nature, the Mayor's Office requested Human Resources conducted a review and analysis of workload and functions. This was done to assist in determining the best use and identification of the positions that would meet the needs of Administration, while increasing better utilization of current resources and personnel. Staff would like to reinstate the management analyst classification position in place of the currently vacant administrative secretary /civil service examiner position. The salary difference between the top steps of these two positions is approximately $23,000. For 2012, the cost difference will be covered through salary savings in the Mayor's Office. In subsequent years, the difference will be addressed through the regular budget process. Council approval of this change is needed due to the nature of replacing one title classification with another. It is anticipated that the management analyst position will provide a higher level of support to the Mayor's Office through cross department communications, leading projects, and implementation of organizational development and improvement (i.e.: strategic plan). The Committee had a significant amount of discussion regarding the specific title of this position, which is being referred to as a project analyst. Committee Chair Quinn reminded everyone, that it is Council responsibility to consider job classifications which are based on the skill levels of and decisions made by a particular position. As far as actual working job titles, the operational responsibility of determining those should be left to the highest level supervisor, which in this case is the Mayor. UNANIMOUS APPROVAL. FORWARD TO MAY 29 COW FOR DISCUSSION. III. MISCELLANEOUS Meeting adjourned at 6:35 p.m. Next meeting Tuesday, June 5, 2012 5:15 p.m. Conference Room #3 .e- A Committee Chair Approval Minutes by KAM 43