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HomeMy WebLinkAbout07. Reclassify Sr Admin Tech position/incumbent to Human Resources Analyst Page 1 of 4 Item 7. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: FEBRUARY 18, 2021 SUBJECT: RECLASSIFYASENIOR ADMINISTRATIVE TECHNICIAN POSITION AND CURRENT INCUMBENT CINDY GRANZELLA TO A HUMAN RESOURCES ANALYST AND ADOPT THE SALARY RANGE OF S72 ($4,289.86 — $5,193.29 BI-WEEKLY) SUBMITTED BY: INITIATING DEPARTMENT: TEJI O'MALLEY, HUMAN RESOURCES AND OPERATIONS - POD - HUMAN RESOURCES ORGANIZATIONAL DEVELOPMENT MANAGER REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER Roger S. Bailey General Manager ISSUE Board of Directors' approval is required to reclassify positions and adopt the associated pay grade. BACKGROUND I n early 2020, Human Resources (HR) staff began working on the implementation of the HR modules of the new Oracle Enterprise Resource Planning (ERP) system, which replaced the outdated legacy ERP system. The effort consisted of replacing four HR modules, including payroll, which also entailed a transition from a monthly to a bi-weekly pay cycle. The implementation took over 18 months with the payroll module being the most complex. As such, Human Resources Analyst Carrie Shields was assigned to be the lead on the implementation of that module and back-up support was provided by Senior Administrative Technician Cindy Granzella. The payroll module went live in January 2021 and staff is still working on ensuring a successful transition. Recently, Ms. Shields provided notice that she will be leaving the District. This is a unique and unprecedented situation and in order to ensure continuity in the critical function of payroll processing, February 18, 2021 Regular Board Meeting Agenda Packet- Page 38 of 147 Page 2 of 4 specifically in the midst of going live with a new system and a transition to a bi-weekly pay cycle, staff is requesting the immediate reclassification of Ms. Granzella from a Senior Administrative Technician to a Human Resources Analyst. Ms. Granzella has been providing back-up support during the system implementation, which includes testing and auditing of the new system, and because of her knowledge and familiarity of the legacy system, it would be operationally adverse to the District to perform a recruitment and have to train a new employee who is not as intimately familiar with the transition to the new system and the change in pay cycles. Reclassifying her to the Human Resources Analyst position immediately would also allow ample time for Ms. Shields to continue her knowledge transfer to Ms. Granzella. A waiver of the District's recruitment process and the reclassification of Ms. Granzella is being requested due to the aforementioned extraordinary circumstances that go above and beyond filling a vacancy to perform the day-to-day functions of a position. In the longer term, the reclassification of the position and Ms. Granzella will allow the flexibility to assign HR Analyst level payroll functions to a backup person, creating a full redundancy that has not yet existed. With this change, the District has the opportunity to also evaluate the organizational structure of the Human Resources Division to ensure operational reliability and redundancy with respect to all HR functions. Once a determination has been made regarding the optimal structure of the HR Division, that position will be subject to the District's recruitment process. This reclassification is subject to the meet and confer process with Management Support/ Confidential Group (MS/CG). Staff has spoken with MS/CG President Tim Potter who, after discussion and deliberation, did not object to this item. ALTERNATIVES/CONSIDERATIONS The Board could deny the reclassification. This is not recommended as it would result in an adverse impact to ensuring a successful transition and accurate payroll processing, as staff would have to perform a full recruitment and potentially train a new employee. FINANCIAL IMPACTS Upon approval, this action will result in an annual net cost of$53,399.36 at the maximum step of the salary range. This cost includes all benefits associated with a regular, full-time position. There is no proposed net change to the number of positions. COMMITTEE RECOMMENDATION This item was reviewed by the Administration Committee on February 2, 2021. The Committee requested a list of historical Board-approved reclassifications during the tenure of the current HR and Organizational Development Manager (Attachment 1) and recommended Board approval. RECOMMENDED BOARD ACTION Approve the reclassification of a Senior Administrative Technician position and current incumbent Cindy Granzella to a Human Resources Analyst and adopt the salary range of S72 ($4,289.86 - $5193.29 bi- weekly), effective immediately. Strategic Plan re-In GOAL FOUR: Workforce Development Strategy 1—Proactively plan for future operational staffing needs February 18, 2021 Regular Board Meeting Agenda Packet- Page 39 of 147 Page 3 of 4 ATTACHMENTS: 1. Board-Approved Reclassifications February 18, 2021 Regular Board Meeting Agenda Packet- Page 40 of 147 BOARD-APPROVED RECLASSIFICATIONS ATTACHMENT 1 Date Incumbent at Time Approved by of Position Previous Class New Class Bargaining Board Reclassification Group 1 1/21/2021 T. Erck Administrative Technician Administrative Assistant Local One 2 1/21/2021 A. Freeman Administrative Technician Administrative Assistant Local One 3 1/21/2021 K. Ohlman Administrative Technician Administrative Assistant Local One 4 1/21/2021 M. Reynolds Collection Systems Maintenance Maintenance Planner Local One Scheduler 5 1/21/2021 M. Matthews Engineering Technician II Engineering Assistant II Local One 6 1/21/2021 A. McGlibbery Engineering Technician III Engineering Assistant III Local One 7 1/21/2021 M. Wali Engineering Technician III Engineering Assistant III Local One 8 1/21/2021 L. Zou Engineering Technician III Engineering Assistant III Local One 9 1/21/2021 J. Zumbo Media Production Technician Digital Media Content Specialist Local One 10 8/6/2020 T. O'Malley Human Resources Manager Human Resources and Organizational Unrepresented Development Manager 11 5/19/2016 C. Thomas Senior Accountant Finance Administrator MS/CG 12 7/1/2013 T. Mullenix Human Resources Assistant Human Resources Analyst MS/CG 13 7/1/2013 J. Rivers Human Resources Assistant Human Resources Analyst MS/CG February 18, 2021 Regular Board Meeting Agenda Packet- Page 41 of 147