HomeMy WebLinkAbout05.b. Receive Final Organization and Staffing Plan (Staffing Needs Assessment) and approve Staffing Plan for FY 2015-16�b
Central Contra Costa Sanitary District
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BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: MARCH 5, 2015
Subject: RECEIVE THE FINAL ORGANIZATION AND STAFFING PLAN
PREPARED BY RAFTELIS FINANCIAL CONSULTANTS, INC.
CONDUCTED AS PART OF THE COST OF SERVICE STUDY, APPROVE
THE STAFFING PLAN FOR FISCAL YEAR 2015 -16, AND DELETE, ADD
AND AUTHORIZE THE FILLING OF THE POSITIONS SET FORTH
WITHIN THE PLAN
Submitted By. Initiating Dept. /Div.:
Roger S. Bailey, General Manager Administration
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Ann K. Sasaki – Deputy General Manager `/� �,�
David Heath – Director of Administration
Jean -Marc Petit – Director of Engineering A— Roger S. Bailey
9 9 General Manager
Teji O'Malley – Human Resources Manager
ISSUE: Every year, staff submits the fiscal year Staffing Plan for Board approval.
Since the completion of the staffing needs assessment coincided with the annual
submittal schedule, staff is presenting the recommendations set forth in the Raftelis
assessment as the formal Fiscal Year (FY) 2015 -16 Staffing Plan.
RECOMMENDATION: Approve the Staffing Plan for FY 2015 -16.
FINANCIAL IMPACTS: The proposed Staffing Plan would increase budgeted annual
costs in FY 2015 -16 by $377,838. However, there will be no net increase in the current
number of authorized and budgeted positions.
ALTERNATIVES /CONSIDERATIONS: Modify or reject the proposed staffing plan.
BACKGROUND: In June of 2014, the District contracted with Raftelis Financial
Consultants to perform a Cost of Service Study as well as an Organizational and
Staffing Needs Assessment. The Assessment was conducted in order for Raftelis to
identify opportunities to enhance the organization and to consider organizational /staffing
changes that would meet future anticipated service levels and to address strategic
areas of focus in the most efficient and cost - effective manner.
On January 20, 2015, the Board held a workshop to discuss the organizational changes
set forth in the draft Organizational and Staffing Plan and, accordingly, staff is now
submitting the final recommendations as the District's formal FY 2015 -16 Staffing Plan.
After further evaluation and as a result of the discussion during the workshop, staff has
decided not to create a Safety and Risk Manager position, and the Risk Management
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POSITION PAPER
Board Meeting Date: MARCH 5, 2015
Subject-' RECEIVE THE FINAL ORGANIZATION AND STAFFING PLAN PREPARED
BY RAFTELIS FINANCIAL CONSULTANTS, INC. CONDUCTED AS PART
OF THE COST OF SERVICE STUDY, APPROVE THE STAFFING PLAN
FOR FISCAL YEAR 2015 -16, AND DELETE, ADD AND AUTHORIZE THE
FILLING OF THE POSITIONS SET FORTH WITHIN THE PLAN
function will continue to report to the Director of Administration. Raftelis' Organization
and Staffing Plan, in its entirety, is attached.
A majority of the recommendations detailed within the Staffing Plan fall within the
purview of the General Manager's authority; hence, those changes will be made
administratively beginning March 6, 2015. These changes include job classification title
changes, Department and /or Division relocations, position relocations, and the addition
of General Manager Special positions.
The following table reflects those changes that require Board approval and adoption:
Position Changes
Additions
Deletions
Information Technology Manager
System Administrator
Information Technology)
Plant Operations)
Information Technology Supervisor
Senior Right of Way Agent
Information Technology)
Plan ing and Development Services
Information Technology Supervisor
Administrative Technician
Information Technology)
(Maintenance)
Environmental and Regulatory
Assistant Land Surveyor
Compliance Division Manager
(Planning and Development Services)
Environmental and Regulatory Division
Associate Engineer
Internal Auditor
(Planning and Development Services)
(Finance)
Maintenance Crew Leader
Field Operations Superintendent
Collection System)
Collection System)
Technical Support Analyst
Information Systems Specialist
(Information Technology)
(Information Technology)
Three of the classifications reflected in the above table are newly established and those
job classification descriptions are attached as required for Board adoption.
Additionally, a recommendation was made to add four positions in the future, once the
Organization and Staffing Plan has been fully implemented. These four positions are
reflected below with an anticipated timeline as to when the positions would be added.
Staff will include these requests within the appropriate year's staffing plan.
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POSITION PAPER
Board Meeting Date: MARCH 5, 2015
Subject: RECEIVE THE FINAL ORGANIZATION AND STAFFING PLAN PREPARED
BY RAFTELIS FINANCIAL CONSULTANTS, INC. CONDUCTED AS PART
OF THE COST OF SERVICE STUDY, APPROVE THE STAFFING PLAN
FOR FISCAL YEAR 2015 -16, AND DELETE, ADD AND AUTHORIZE THE
FILLING OF THE POSITIONS SET FORTH WITHIN THE PLAN
Position
Fiscal Year
Training Coordinator (Human Resources)
2016 -17
Facilities Maintenance Planner (Maintenance)
2016 -17
Assistant Land Surveyor (Planning and Development Services)
2016 -17
Internal Auditor (Administration)
2017 -18
RECOMMENDED BOARD ACTION: Approve the Staffing Plan for FY 2015 -16.
Attached Supporting Documents:
1. Raftelis' Organization and Staffing Plan
2. Job Classification - Information Technology Manager
3. Job Classification- Information Technology Supervisor
4. Job Classification- Environmental and Regulatory Compliance Division Manager
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ATTACHMENT I
CENTRAL
CONTRA COSTA
SANITARY DISTRICT
Organization and Staffing Plan
Final Report
March 5, 2015
This is a placeholder only. The full report
will be available at centralsan.org as soon
as it becomes available.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Effective: 03/05/15
Range: M -24
Respirator Class: 3
INFORMATION TECHNOLOGY MANAGER
DFFINITION
ATTACHMENT 2
Oversee and manage the effective operation of information technology (IT) and
information systems within the District. Ensure strategic and operational alignment with
the business objectives of the District. Serve as principal advisor to District managers
and directors regarding IT. Perform related duties as required.
DISTINGUISHING CHARACTERISTICS
This is a single position, professional management level classification. This position
must demonstrate a high degree of proficiency in making a wide variety of managerial
and technical decisions that have District -wide implications in the administration of the
District's IT. Successful performance requires the ability to maintain an understanding
of current and emerging industry trends and best practices, professional standards, and
technical knowledge in a wide variety of IT disciplines and the ability to coordinate their
application through subordinate supervisors in several IT functions.
SUPERVISION RECEIVED AND EXERCISED
Receive general direction from the Director of Administration.
Exercise direct and general supervision over subordinate technical personnel,
consultants, and contractors.
EXAMPLES OF ESSENTIAL DUTIES
Plan, direct, and coordinate the activities of the IT Division.
Formulate and implement short-term objectives and long -term goals for the division.
Develop, coordinate, guide, and maintain IT systems as well as strategic and
operational plans in alignment with the District's Strategic Plan.
Conduct enterprise -wide IT planning by consulting with internal staff to identify and
prioritize the IT needs of the District.
Provide guidance and leadership on evaluation, selection, implementation, and
maintenance of the District's IT by evaluating alternatives, performing appropriate cost -
benefit analysis, and recommending solutions.
Ensure the Backup and Disaster Recovery Plans are developed and maintained, and
oversee regular testing of the plans.
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Oversee the inventory management activities, including performing annual inventory
and keeping the hardware, software inventory, and licensing records current.
Help coordinate the assignment of IT resources to projects, operations, and events.
Oversee the development, implementation, and maintenance of security policies and
procedures to support the protection of IT assets and the integrity and security of
District data.
Provide leadership and support in deploying industry best practices for all areas of IT.
Drive process optimization and continuous process improvement across IT to improve
productivity, efficiency, and security
Provide support in the event of an emergency by fulfilling appropriate responsibilities in
the Emergency Operations Center.
Build and manage a highly skilled team of functional experts and oversee IT budgeting
and infrastructure.
Communicate opportunities, issues, challenges, and trends to the District management
team.
Help document and manage IT activities and services to support benchmarks,
performance management, and policy development.
Support the development of business case evaluations and lifecycle cost analyses to
assist the District in making cost - effective IT investments.
Represent IT on appropriate Committees.
Perform related duties as required.
MINIMUM QUALIFICATIONS
Knowledge of:
Principles, procedures, and infrastructure used for data management;
networking; project management; physical and virtual servers; SAN storage;
PC's; laptops, electronic devices; wireless technology; and telecommunications,
including telephone and voicemail systems.
Principles, practices, methods, and techniques used in the operation,
maintenance, and administration of computer operating systems and hardware
applicable to the administration of a wastewater utility.
-2-
Enterprise information systems, e.g., GIS, CAD, CMMS, SCADA, ERPs, and
relational databases.
Administrative principles and practices, including goal setting, program
development, implementation, and evaluation and supervision of staff, either
directly or through subordinate levels of supervision.
Effective communication and leadership techniques.
Principles and practices of budget preparation, administration, and accountability.
Ability to:
Help analyze, identify, interpret, know, observe, problem solve, remember,
understand, and explain various software and hardware systems.
Sit at desk and in meetings for long periods of time on a continuous basis;
intermittently twist to reach equipment surrounding desk; perform simple
grasping, pushing, pulling, and fine manipulation; use telephone; write or use a
keyboard to communicate through written means; and lift or carry weight of 25
pounds or less. Communicate via mobile communication device.
Administer programs and the work of staff directly and through subordinate levels
of supervision.
Develop and implement goals, objectives, policies, procedures, work standards,
and internal controls for the division.
Conduct complex research projects, evaluate alternatives, make sound
recommendations, and prepare effective technical staff reports. Establish and
maintain cooperative- working relationships with those contacted in the course of
work.
Provide exceptional customer service to all internal and external customers.
Operate and evaluate complex and interdependent software and hardware
systems.
Troubleshoot complex hardware and software problems.
Help configure, monitor, and troubleshoot the interaction of computer and
telecommunication networks.
Keep current on changes, trends, and developments in relevant technologies.
Maintain records to monitor complex systems and procedures.
-3-
Prepare clear and concise reports, records, budgets, memoranda,
correspondence, and other documents.
Communicate clearly and concisely orally and in writing.
Make articulate and effective presentations to various groups.
Experience and Education:
Any combination equivalent to experience and education that could likely provide
the required knowledge and abilities would be qualifying. A typical way to obtain
the knowledge and abilities would be:
Experience
Ten years' experience in an IT Manager role including at least seven years of
experience in system administration, supervision, and project management.
Education
Equivalent to a bachelor's degree from an accredited college or university with
major coursework in computer science, information systems, information
technology, or a closely related field.
Licenses and Certificates:
Possession of a valid California Driver's License.
A valid out -of -state license will be accepted during the application process. Must
possess a valid California Driver's License within 90 days of appointment.
-4-
ATTACHMENT 3
CENTRAL CONTRA COSTA SANITARY DISTRICT
Effective: 03/05/15
Range: S -82
Respirator Class: 3
INFORMATION TECHNOLOGY SUPERVISOR
DEFINITION
Under general direction, plans, organizes, and directs either the customer service or
infrastructure functions of the Information Technology (IT) Division; provides technical,
policy, and managerial advice to the IT Manager; provides direction in the areas of
policy and planning for IT- related functions; and performs related duties as required.
DISTINGUISHING CHARACTERISTICS
The IT Supervisor directs day -to -day operations and ensures initial and continuing
competency of staff under his or her respective responsibility. The Information
Technology Supervisor must be a highly communicative and collaborative leader who
establishes strong partnerships with internal and external partners. These positions
require high quality service orientation and a strong understanding of technology.
SUPERVISION RECEIVED AND EXERCISED
Receive general direction from the IT Manager.
Exercise direct and general supervision over subordinate technical personnel,
consultants, and contractors.
EXAMPLES OF ESSENTIAL DUTIES
Plans, organizes, coordinates, assigns, schedules, and directs staff work in assigned
functional area.
Establishes and maintains technical information services standards for work products
and work methods within assigned functional area.
Provides technical, policy, and managerial assistance to the IT Manager.
Directs, organizes, and reviews the work of subordinate staff.
Provides excellent customer service, which includes developing and sustaining
productive customer relationships.
Provides periodic reporting to the IT Manager regarding work tickets, key performance
indicator (KPI) metrics, and District technology needs and others areas on an as-
needed basis
Schedules, assigns, and allocates work tickets to appropriate personnel.
- 1 -
Identifies and escalates issues per IT Escalation Policy and Procedures.
Obtains quotes, requisitions, and /or purchases technical infrastructure.
In addition to the above, the position assigned to the Infrastructure Unit will perform
these essential duties:
Administering, configuring, and supporting physical and virtualized server environments,
networking, and telecommunications infrastructure.
Monitoring and managing databases.
Knowledge of:
Principles, practices, methods, and techniques used in the operation,
maintenance, and administration of computer operating systems and hardware
applicable to the administration of a wastewater utility.
Technical infrastructure monitoring and security.
Scripting and scripting tools.
Principles and techniques of personnel management and supervision.
Effective communication and leadership techniques.
Ticketing system management and reporting.
Service delivery and support to end -users over the phone, via remote connection
or over the Internet.
Proven documentation capabilities.
The position assigned to the Infrastructure Unit shall also possess knowledge of:
Network designing, building, testing, and implementation.
Network monitoring, problem resolution, protocols, VPNs and security.
Network documentation, configuration, maintenance, and diagnostic procedures
and techniques.
Pen testing, threat analysis, and intrusion prevention and detection.
System capacity, workload performance, and connectivity monitoring and
resolution of systems to provide up -to -date and efficient operations
-2-
Client security, security architecture and models, security management practices,
network security, and application security.
The position assigned to the Customer Service Unit shall also possess
knowledge of:
Up -to -date desktop applications
Windows Servers, workstations, MS Exchange, VMware, VOIP, VDI, anti -virus
and other various software applications.
Ability to:
On a continuous basis, analyze, identify, interpret, know, observe, problem solve,
remember, understand, and explain software and hardware systems.
Sit at desk and in meetings for long periods of time on a continuous basis;
intermittently twist to reach equipment surrounding desk; perform simple
grasping, pushing, pulling, and fine manipulation; use telephone; write or use a
keyboard to communicate through written means; and lift or carry weight of 25
pounds or less. Communicate via mobile communication device.
Analyze issues and utilize problem - solving techniques to resolve IT issues and
challenges.
Work and learn independently, define priorities, and meet deadlines.
Effectively communicate complex and technical ideas with coworkers,
management, vendors, and customers.
Keep current on latest technology and technology advances.
Conduct training on IT applications to small and large groups.
Communicate clearly and concisely, both orally and in writing.
MINIMUM QUALIFICATIONS
Experience and Education:
Any combination equivalent to experience and education that could likely provide
the required knowledge and abilities would be qualifying. A typical way to obtain
the knowledge and abilities would be:
-3-
Experience
Depending on assignment, either 1) Five years of progressively responsible
experience performing duties in a Help Desk Environment or 2) Five years of
progressively responsible experience performing duties in Network, Server,
Database Administration and /or Information Security.
Education
Equivalent to a bachelor's degree from an accredited college or university with
major coursework in computer science, information systems, information
technology, or a closely - related field.
Licenses and Certificates:
Possession of a valid California Driver's License.
A valid out -of -state license will be accepted during the application process. Must
possess a valid California Driver's License within 90 days of appointment.
-4-
ATTACHMENT 4
CENTRAL CONTRA COSTA SANITARY DISTRICT
Effective: 03/05/15
Range: M -24
Respirator Class: 3
ENVIRONMENTAL AND REGULATORY COMPLIANCE DIVISION MANAGER
DEFINITION
Plan, organize, direct, and review the operations of the District's Environmental and
Regulatory Compliance Division, which includes the management and oversight of the
National Pollutant Discharge Elimination System (NPDES), Title V, Title 22, and Waste
Discharge Permitting Sections, Laboratory, Source Control, and Household Hazardous
Waste, and perform other related duties as assigned.
DISTINGUISHING CHARACTERISTICS
This single position classification has full responsibility over the Regulatory Compliance
Division. This class is distinguished from the Director of Engineering and Technical
Services in that the latter has full responsibility for the Engineering and Technical
Services Department and all related activities and programs.
SUPERVISION RECEIVED AND EXERCISED
Receive administrative direction from the Director of Engineering and Technical
Services.
Exercise direct and general supervision over assigned professional and technical
personnel in the Regulatory Compliance Division.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the
following:
Manage the development and implementation of Division goals, objectives, and
priorities.
Oversee and ensure that District activities and operations are in compliance with
applicable federal, state, and local laws, statutes, regulations, and policies.
Evaluate the effectiveness of regulatory compliance programs and develop and
implement new programs as mandated by legislation and /or policy.
Identify Division -wide training needs and develop training plans.
Select, train, evaluate, and monitor the performance of Division personnel, directly or
through subordinate staff.
Represent the District before boards, political bodies, committees, and the general
public.
CENTRAL CONTRA COSTA SANITARY DISTRICT
Environmental and Regulatory Compliance Division Manager (Continued)
Receive and interpret laboratory data from wastewater and environmental samples and
apply results to regulatory requirements.
Prepare reports and recommendations for the Board of Directors.
Participate in various conferences /training in order to maintain awareness of new trends
and developments related to regulatory compliance for assigned areas of responsibility.
Monitor and analyze legislation and regulations that impact regulatory compliance, and
develop and implement programs that ensure District compliance.
Oversee the preparation and submission of statistical and analytical reports to
regulatory agencies such as the San Francisco Regional Water Quality Control Board
(SRWQCB) and the Bay Area Air Quality Management District (BAAQMD).
Consult with the Director of Engineering and Technical Services in formulating District
policy as it relates to regulatory compliance.
Monitor and evaluate the efficiency and effectiveness of service delivery methods and
procedures.
Develop and oversee the Division's budget, which includes forecasting of funds needed
for staffing, equipment, and supplies and monitoring and approving expenditures.
Provide comprehensive direction and support to all District programs regarding future,
pending, and existing regulatory compliance issues.
Negotiate and administer contracts for a variety of routine and complex consulting
projects, which includes monitoring and reviewing progress and scheduling and
approving progress payments.
Perform related duties as required.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Applicable federal, state, and local laws and regulations as they relate to
regulatory compliance for assigned areas of responsibility.
Principles and practices of budget preparation and administration.
Principles and operational characteristics of a wastewater agency.
2
CENTRAL CONTRA COSTA SANITARY DISTRICT
Environmental and Regulatory Compliance Division Manager (Continued)
Principles and practices of program development and management.
Legislative process of local, state, and federal government.
Regulatory agency functions and processes.
Principles and practices of management and supervision.
Principles and practices of wastewater collection, treatment, and discharge.
Practices and techniques related to the conduct of environmental investigations
and studies.
Methods of microbiological and bacteriological tests as related to wastewater.
Safety precautions as required by the District, including but not limited to,
Cal /OSHA General Industry Safety Orders, the District's Respiratory Protection
Program, and District Safety Directives.
Ability to:
Develop and implement Division -wide goals and objectives.
Interpret applicable federal, state, and local laws and regulations as they relate
to regulatory compliance.
Plan and organize the work of subordinate personnel.
Work effectively and cooperatively with representatives from other local, state,
and federal regulatory agencies and programs as well as Division staff and the
general public.
Communicate effectively, both orally and in writing.
Prepare or direct the preparation of comprehensive studies and reports.
Understand, interpret, and explain complex laws and regulations.
Oversee a comprehensive monitoring and reporting program related to areas of
assigned responsibility.
Make effective written, graphic, and oral presentations of complex and highly
3
CENTRAL CONTRA COSTA SANITARY DISTRICT
Environmental and Regulatory Compliance Division Manager (Continued)
technical information.
Prepare clear and concise administrative and financial reports.
Analyze technical reports and data.
Collect data, establish facts, and draw valid conclusions.
Intermittently sit at desk, walk, stand, bend, squat, kneel, and twist during
inspections, perform simple and power grasping, pushing, pulling, and fine
manipulation; lift or carry weight of 10 pounds or less. May be required to
communicate via mobile communication device.
Perform work under minimal supervision and within an environment of competing
priorities and deadlines.
MINIMUM QUALIFICATIONS
Experience and Education:
Any combination equivalent to experience and education that could likely provide
the required knowledge and abilities would be qualifying. A typical way to obtain
the knowledge and abilities would be:
Experience
Ten years of experience monitoring, administering, and /or analyzing water
quality regulations, policy, and compliance which includes experience overseeing
some or all regulatory compliance related activities that would be required of an
agency similar to the District.
Education
Equivalent to a bachelor's degree from an accredited college or university with a
major in civil, environmental, chemical, mechanical engineering, environmental
science, biology, chemistry, business administration, law, or a closely related
field.
Substitution for Education
Four years of additional qualifying experience as noted above may be
substituted for the bachelor's degree.
4
CENTRAL CONTRA COSTA SANITARY DISTRICT
Environmental and Regulatory Compliance Division Manager (Continued)
Licenses and Certificates:
Possession of a valid California Driver's License.
A valid out -of -state driver's license will be accepted during the application
process. Must possess a valid California Driver's License within 90 days of
appointment.
9