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HomeMy WebLinkAbout04.b. Receive update on Classification Study Recommendations - Public Employees Union, Local #1 (Local 1) Page 1 of 9 Item 4.b. CENTRAL SAN Y-109-ITMEN ME January 12, 2021 TO: ADMINISTRATION COMMITTEE FROM: TEJI O'MALLEY, HUMAN RESOURCES & ORGANIZATIONAL DEVELOPMENT MANAGER REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: RECEIVE UPDATE ON CLASSIFICATION STUDY RECOMMENDATIONS - PUBLIC EMPLOYEES UNION, LOCAL#1 (LOCAL 1) BACKGROUND In 2015, the District underwent an Organizational and Staffing analysis which was completed by Raftelis Financial Consultants. One of the recommendations was to conduct a classification study to ensure the District had an effective and updated classification structure. In 2016, the District contracted with Koff & Associates (K&A)to conduct a classification study. The study was undertaken by the District for several reasons: • To ensure positions performing similar work with essentially the same level of complexity, responsibility, knowledge, skills, and abilities are consolidated into like classifications; • To update the job classification specifications to ensure that they reflect industry trends; current essential functions/duties; the knowledge and skills required for the classification; and to ensure that they are compliant with all relevant state and federal laws (e. g. Americans with Disabilities Act, Fair Labor Standards Act, Family and Medical Leave Act, etc.); and • To ensure that employees are appropriately classified and that employees are not assigned duties that fall outside the scope of their classification. K&A submitted their recommendations along with draft job descriptions in February 2017; however, at the request of the bargaining units, since the upcoming negotiations were about to begin, the District felt it was best to postpone the implementation of the study until negotiations were completed. I n April 2019, the District began meeting again with bargaining groups with Human Resources taking the lead on the project. STUDY METHODOLOGY Human Resources divided the classification study into three separate phases as described below: PHASE I - In the initial phase, a list of naming conventions was developed (Attachment 1). The naming conventions are to be utilized as a guide that will allow the District to consistently and fairly apply job titles to classifications based on the nature of the duties performed; the nature and level of responsibilities; and January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 18 of 41 Page 2 of 9 the knowledge, skills, abilities, education, training, and experience required. Once the naming conventions were created and agreed upon with Local 1, Human Resources reviewed all classifications and recommended title changes where necessary to adhere to the agreed upon naming conventions. As part of this phase, Human Resources identified several classifications that were no longer needed as well as a few classifications performing similar work that should be consolidated. Should the recommendations be accepted, the District would eliminate seven Local 1 classifications, moving from a total of 62 classes to a total of 55 classes. A list of all current Local 1 classifications with recommended title changes may be found in Attachment 2. PHASE II - Phase I I consisted of updating all District job descriptions. In this stage,job descriptions were reviewed to ensure that essential functions and duties, as well as knowledge, skills, abilities, and minimum qualifications, were relevant and appropriate for work currently being performed. Additionally, Human Resources created a newjob description template, standardized language across all job descriptions, and ensured compliance with all relevant state and federal laws. Human Resources sent draft job descriptions to all incumbents and solicited their feedback to ensure accuracy. Numerous meet and confers took place with Local 1 to review feedback and make necessary and appropriate changes. PHASE III -The final phase involved identifying any salary adjustments and/or reclassifications that may be necessary based upon the completion of Phase I and I I above. Several incumbents whose job classifications are being consolidated are being recommended for reclassifications, and one classification and its incumbent is being recommended for a reclassification since the nature of this position has significantly changed in scope over the past several years. RECOMMENDATIONS AND COST As part of Phase I and Phase 11, Human Resources identified like classifications performing similar scopes of work that should be consolidated. Those include: • Administrative Technician and Administrative Assistant • Engineering Assistant and Engineering Technician Series • Maintenance Planner and Collection System Maintenance Scheduler After reviewing the above classifications, it was determined that the scope of work, as well as the corresponding knowledge, skills, and abilities required, were similar enough that separate classifications were not warranted. Further, because the salaries of these classifications are not the same, combining them creates internal equity and ensures the District is paying equal wages for similar work. Additionally, Human Resources identified Media Production Technician as a classification to further study due to the significant change in the complexity of duties and responsibilities. Over the past few years, this classification has taken on additional duties that include: assuming the role of District photographer; leading media advertisement buys; budgeting and projecting project costs for media productions; and functioning as the District liaison with local television broadcasters, negotiating contract terms and conditions, air schedules, and programming for advertising and public service announcements. Human Resources conducted a salary survey of comparable positions in our relative labor market, and while this classification was not significantly below the market average, a salary increase is warranted due to the substantial increase in duties and responsibilities from the current salary grade.As such, Human Resources is recommending a 7.5% salary increase. The recommendations for Local 1 classifications along with their cost are summarized in the table below. January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 19 of 41 Page 3 of 9 Phase Current Class Proposed Annual Cost Number of Annual Cost Class Per Impacted Incumbent* Incumbents Administrative Administrative $2,861.45 3 $8,584.35 Technician Assistant Collection Maintenance $16,533.55 1 $16,533.55 System Planner Maintenance Scheduler I Engineering Engineering No current 0 0 Technician I Assistant I incumbents Engineering Engineering $3,730.82 1 $3,730.82 Technician I I Assistant I I Engineering Engineering $4,028.88 3 $12,086.64 Technician I I I Assistant I I I III Media Digital Media $9,789.50** 1 $9,789.50 Production Content Technician Specialist OVERALL ANNUAL COST $50,724.86 *Cost per incumbent calculated using difference in yearly top step salary including benefits cost. ** Cost is a 7.5% increase moving from G57 to G64 including benefits cost. The recommendations above will ensure these Local 1 positions are appropriately classified and compensated. Staff will be available during the committee meeting to answer any questions. Strategic Plan re-In GOAL TWO: Environmental Stewardship Strategy 1—Achieve 100% compliance in all regulations GOAL FOUR: Workforce Development Strategy 1—Proactively plan for future operational staffing needs ATTACHMENTS: 1. Classification Naming Conventions 2. Current and Proposed Class Titles January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 20 of 41 Page 4 of 9 ' Attachment 1 CENTRAL CONTRA COSTA SANITARY DISTRICT Classification Type — General Definitions Classification type represents the grouping of classifications into a systematic classification structure based on the inter-relationship of duties performed, nature and level of responsibilities, and knowledge, skills, abilities, education, training, and experience required. Within each classification type, there may exist one level or more. The levels within the classification series reflect the District's needs and operational priorities. For example, in some classification series there is no need for functions to be performed at the experienced, advanced, or supervisor level. Distinctions between levels within classification series can be defined based on scope of responsibility, complexity of work, level of independence exercised, supervision received and exercised, authority for making decisions and taking action, and type and level of knowledge, skills, abilities, education, training, and experience required. The District recognizes that not all classifications will fall into one of these types/levels. While this structure will provide consistency among many classifications, it is not meant to be all encompassing and there will be classifications that fall outside of these categories. The District's classification structure is comprised of the following classification types and levels: 1. Director Plans, organizes, manages and provides administrative direction and oversight for all functions and activities of the assigned Department. Coordinates assigned activities with other departments, officials, outside agencies, and the public; fosters cooperative working relationships among District departments, with intergovernmental and regulatory agencies, and various public and private groups; provides highly responsible and complex professional guidance to District management staff in areas of expertise; and assists the General Manager in the overall formulation and administration of District programs and activities in close cooperation with the Board of Directors 2. Manager These classifications are considered District management, often supervising through subordinate levels of supervision. In addition to the responsibilities outlined at the supervisor level, responsibilities include allocating staff and budget resources among competing demands and performing significant service delivery planning and evaluation at the Division and/or work unit level. This level would be responsible for a Division or work unit, defined as a segment of the organization representing a specific business function. The main difference between the supervisor and the manager is that the latter has full management responsibility over a recognized unit of the organization, while the former oversees the day-to-day activities of one or more subunits within the unit and often reports to the manager. January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 21 of 41 Page 5 of 9 The supervisor spends a portion of their time performing the same duties as those supervised within their subunit(s), while a manager spends majority of their time on administrative, long- and short-term planning, and budgeting responsibilities. The managerial level develops, recommends, and sets the objectives, policies and procedures of the Division unit, while the supervisory level is more involved in the day-to-day implementation and execution of those objectives, policies, and procedures. 3. Superintendent These classifications direct and oversee the day to day operations of work group(s) through subordinate supervisors; monitor workflow; review and evaluate work products, methods, and procedures; and meet with staff to identify and resolve problems. Employees at this level participate in the development and implementation of goals, objectives, policies and priorities, and recommend and implement resulting policies and procedures. In addition, incumbents assigned to this level identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements. 4. Supervisor These classifications focus on the direct supervision and coordination of one or more subunits within a Division or work unit and also includes hands-on participation in the work activities of those supervised. The employee plans, assigns, directs, reviews, and evaluates the daily work of staff. In addition, incumbents assigned to this level make effective recommendations and/or carry out selection, performance evaluation, and disciplinary procedures. The supervisor also exercises discretion in selecting appropriate resources to use in accomplishing assigned work; monitors and reviews work in progress, and provides technical assistance and guidance; ensures that appropriate policies and procedures are followed by subordinates; monitors, coordinates, and assists in developing the budget for the subunit(s); and recommends procedures consistent with unit, divisional, and District directives, polices, and regulations, which are developed by higher-level management staff. 5. Administrator This classification is typically responsible for a program, defined as a planned coordinated group of activities and procedures created for a specific business purpose related to ongoing District operations, initiatives, and services, as well as management and/or Board priorities and directives. A program encompasses multiple projects, with significant impact organization-wide and, at higher levels, on the community at large and external agencies. Employees are responsible for designing, planning, implementing, evaluating, and modifying the program, including short- and long-term planning activities, budget preparation and implementation; performing extensive, in-depth, and specialized administrative, budgetary, financial, and compliance research, analysis, and support; and analyzing programmatic practices and procedures and developing and implementing recommendations for operational, policy, and procedural improvements for assigned program. Employees serve as a specialist, liaison, and advocate for assigned programs requiring the use of initiative and resourcefulness, considerable independent judgment, and extensive contact with senior management positions within the District, other public agencies, legislators, private and community organizations, regulatory and governmental agencies, and the public. January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 22 of 41 Page 6 of 9 Work situations require the analysis and application of organizational policies and goals, complex laws, and/or general business or ethical considerations. More senior positions operate in highly visible, politically sensitive, legally complex, and evolving arenas working on significant and strategic issues and problems, as well as management and/or Board priorities and directives, requiring political sensitivity and in-depth evaluation and analysis of various (and often competing) circumstances, interests, and information. Employees are subject only to the policy guidance of management and/or broad regulatory or legal constraints. Employees are responsible for achieving program goals and objectives. Employees often deal with public officials, members of boards, councils, commissions, legislators, regulatory agencies, and the community to provide policy direction, explain program mission and objectives, and/or negotiate solutions to difficult problems. These positions may supervise others. 6. Analyst/Specialist This classification performs operational, financial, budgetary, legal, regulatory, political, and/or administrative analyses and studies; researches and analyzes practices and procedures and develops recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned programs, projects, and activities. Employees receive broad (non-detailed and non-specific) assignments and/or tasks and are responsible for independently developing a plan of action and approach, identifying, synthesizing, and interpreting relevant sources of data and information, selecting and implementing methodology, analyzing and interpreting results, developing recommendations, and presenting final product for supervisor and management review. Work assignments are reviewed during the normal briefing cycle, generally upon completion, and for overall results. Impact of decisions may have significant unit, division, or District-wide service delivery, operational, legislative, regulatory, and/or budgetary/financial impact. 7. Technician This is a paraprofessional classification that performs a combination of duties requiring the application of knowledge obtained from a technical, vocational education and experience usually provided through a two-year degree and/or post-secondary coursework and training. Employees assume regular on-going work that involves specific technical and programmatic skills and abilities, requiring the interpretation and application of policies and procedures of greater depth as it relates to the assignment. 8. Staff Positions within this category engage in work that is predominantly standard and customarily clerical, manual, mechanical, or physical work. The work is transactional meaning that the focus is on maintaining the normal workflow of operations. The work typically fits within established techniques, procedures, processes, or specific standards. Typically, employees acquire their skill by experience rather than by advanced education. Within the staff category, it is appropriate to generally categorize classifications according to the following job levels: Senior/Lead In addition to performing the full scope of work, employees provide technical and functional direction to assigned staff on an on-going, day-to-day basis, and perform the most difficult and complex assignments requiring the advanced knowledge of concepts in an assigned area of responsibility, as well as District and regulatory standards, practices, policies, and January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 23 of 41 Page 7 of 9 procedures. Responsibilities include performing diverse, specialized, and complex work involving significant accountability and decision-making responsibility. Employees organize and oversee day-to-day activities and are responsible for providing support to the assigned supervisor/unit manager in a variety of areas. Successful performance of the work requires an extensive background as well as ability to coordinate subunit or unit work with that of other units and outside agencies. For some positions, the work involves a high-level of problem-solving requiring analysis of unique issues or problems without precedent and/or structure and formulating and presenting strategies and recommendations to management. III-Journey/Fully Competent In addition to performing the full scope of work, employees are responsible for duties requiring thorough knowledge of concepts in assigned area, as well as District practices, procedures, and policies and regulatory requirements. Employees at this level are required to be fully trained in all procedures and able to provide technical guidance to less experienced staff. Employees use independent judgment and decision-making authority when identifying, evaluating, adapting, and applying appropriate concepts, guidelines, references, and procedures to resolve moderate to complex problems. Work is typically reviewed upon completion for technical soundness, appropriateness, and conformity to policy and requirements, and the methodology used in arriving at the end results are not reviewed in detail. II- Experienced/Sub-journey This knowledge, skills, and abilities level recognizes a class that is expected to perform the day-to-day functions of the work independently, but with guidelines (written or oral) and supervisory assistance available. Employees receive occasional instruction or assistance as new or unusual situations arise, and have knowledge of concepts in area of assignment, as well as District practices, procedures, and policies. Employees are responsible for the successful performance of their own work, but able to prioritize and determine methods of work performance within general guidelines. Employees use judgment when identifying, evaluating, adapting, and applying appropriate concepts, guidelines, references, and procedures to resolve problems under the guidance of more senior staff. I-Entry Depending on functional assignment, knowledge may be attained by obtaining a high school diploma, completing specific coursework, or obtaining a four-year or advanced college or university degree. Entry-level positions generally perform more routine and repetitive duties under direct/immediate supervision, and if within a class series, the incumbents do not have the experience to perform the full range of work assigned to the next higher classification. This level is a trainee level and incumbents may not need to have any or only very limited experience upon entry. The employee is responsible for the performance of his or her own work only. Work situations normally involve making choices among a limited number of alternatives that are clearly defined by policies and procedures. Direct supervision is readily available. January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- Page 24 of 41 ATTACHMENT 2 CURRENT AND PROPOSED CLASS TITLES - LOCAL ONE CURRENT CLASS TITLE PROPOSED CLASS TITLE SALARY ADJUSTMENT Accountant Accountant Accounting Technician I Accounting Technician I Accounting Technician II Accounting Technician II Accounting Technician III Accounting Technician III Administrative Assistant Administrative Assistant Administrative Technician Administrative Assistant G56 to G57 Assistant Land Surveyor Assistant Land Surveyor Buyer Buyer I No Collection System Maintenance Scheduler Maintenance Planner G67 to G71 Construction Equipment Operator Construction Equipment Operator Construction Inspector Construction Inspector Contracts Specialist Contracts Specialist Control Systems Technician Control Systems Technician Electrical Technician Electrical Technician Electrician Abolish Engineering Assistant 1/11 Engineering Assistant 1/11 Engineering Assistant III Engineering Assistant III Engineering Technician I Engineering Assistant I G56 to G60 Engineering Technician II Engineering Assistant II G64 to G65 Engineering Technician III Engineering Assistant III G68 to G69 Environmental Compliance Inspector I Environmental Compliance Inspector I Graphics Technician Graphics Specialist No Household Hazardous Waste Technician I Household Hazardous Waste Technician I Information Technology Analyst 1/11 Information Technology Analyst 1/11 Instrument Technician Instrument Technician Machinist Machinist Maintenance Crew Leader Lead Maintenance Crew Member No Maintenance Crew Member Trainee/I/11 Maintenance Crew Member Trainee/I/11 Page1of2 January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- age 25 of 41 ATTACHMENT 2 CURRENT AND PROPOSED CLASS TITLES - LOCAL ONE CURRENT CLASS TITLE PROPOSED CLASS TITLE SALARY ADJUSTMENT Maintenance Planner Maintenance Planner Maintenance Technician III, Mechanical Lead Maintenance Technician No Maintenance Technician Trainee/l/11 Maintenance Technician Trainee/l/11 Materials Coordinator Materials Coordinator Media Production Technician Digital Media Content Specialist G57 to G60 Painter Painter Plant Operations Training Coordinator Plant Operations Training Coordinator Plant Operator III Plant Operator III Plant Operator Trainee/l/11 Plant Operator Trainee/l/11 Programmer Analyst Programmer Analyst Public Information & Production Assistant Abolish Pumping Stations Operator III Pumping Stations Operator III Pumping Stations Operator Trainee/l/11 Pumping Stations Operator Trainee/l/11 Senior Buyer Buyer II No Senior Engineering Assistant Lead Engineering Assistant No Senior Environmental Compliance Inspector Senior Environmental Compliance Inspector Senior Household Hazardous Waste Technician Senior Household Hazardous Waste Technician Senior Materials Coordinator Lead Materials Coordinator No Senior Plant Operator Senior Plant Operator Senior Right-of-Way Agent Real Property Agent No System Administrator System Administrator Technical Support Analyst Information Technology Technician No Utility Worker Utility Worker Vehicle and Equipment Mechanic Vehicle and Equipment Mechanic Environmental Compliance Inspector II Environmental Compliance Inspector II Household Hazardous Waste Technician II Household Hazardous Waste Technician II PREVIOUS TOTAL # OF CLASSIFICATIONS: 62 TOTAL AFTER CLASS CHANGES: 55 Pair 2 of 2 January 12, 2021 Regular ADMIN Committee Meeting Agenda Packet- age 26 of 41