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HomeMy WebLinkAbout04.a. Receive update on classification study recommendations - MS/CG Page 1 of 6 Item 4.a. CENTRAL SAN Y-109-ITMEN ME March 16, 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 - MANAGEMENT SUPPORT/CONFI DENTIAL GROUP (MS/CG) 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 and 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 job descriptions to ensure that they reflect industry trends, current essential functions and 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 Disability 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. 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 once 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. The naming conventions are to be utilized as a guide that will allow the District to consistently and fairly applyjob titles to classifications based on the nature of the duties performed, the nature and level of responsibilities, and the knowledge, skills, abilities, education, training, and experience required. Once the naming conventions were created March 16, 2021 Special ADMIN Committee Meeting Agenda Packet- Page 4 of 54 Page 2 of 6 and agreed upon with the bargaining units, 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 some 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 five MS/CG classifications and add two new classifications, reducing the total number of classifications from 47 to 44.A list of current MS/CG classifications with recommended title changes can be found in Attachment 1. 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 the knowledge, skills, abilities, and minimum qualifications were relevant and appropriate for the work currently being performed.Additionally, Human Resources created a newjob description template, standardized language across all job descriptions, and ensured compliance with 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 MS/CG to review and receive 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 Phases I and I I above. Several incumbents whose job classifications are being consolidated, as well as having significant scope changes, are being recommended for reclassifications and/or salary adjustments, which are detailed below. 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: • Senior Administrative Technician and Senior Administrative Assistant (new title,Administrative Services Assistant) • Maintenance Supervisor, Mechanical Supervisor, Vehicle and Equipment Maintenance Supervisor, and Building and Grounds Supervisor(new title, Maintenance Supervisor) 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 the following classifications to further study due to the significant change in the complexity of duties and responsibilities. 1. Senior Community Affairs Representative (new classifications— Beginning in 2015, the Communications Division underwent an organizational change by adding the Intergovernmental Relations role to the existing communications role.As such, the division manager took on additional responsibilities which resulted in the addition of more complex and varied tasks being assigned to this incumbent. In addition to this work, the incumbent also began providing lead direction and training to others in the division.As these new tasks account for a very significant portion of the job duties, the creation of a Senior Community Affairs Representative position is warranted. Human Resources is recommending the salary be established at 10 percent above the lower level Community Affairs Representative which would result in the current incumbent moving from S70 to S74. 2. Development Services Supervisor—The technical complexity of duties associated with this classification have increased with the evolution of sewer development from new subdivision construction to working around existing utilities. Further, development lot sizes have decreased. Both March 16, 2021 Special ADMIN Committee Meeting Agenda Packet- Page 5 of 54 Page 3 of 6 of these trends have added more complexity to the construction process including abandoning or bypassing existing sewer mains and laterals, and phasing construction of new sewers within a fully developed area with existing utility systems. These changes have required more detailed designs, additional potholing, and melding existing site constraints to rigorous sewer construction standards. As a result of these trends, positions in this class have taken on more complex and technical duties. These changes are justification for the recommendation of increasing the salary of this classification by 2.5 percent (S74 to S75). 3. Records Program Administrator(new classification) — Currently, one incumbent of the Administrative Services Supervisor classification is assigned to the Secretary of the District. This position is responsible for the administration of the District's records program as established by Board Policy. During the job description review stage of the study, it became apparent that the incumbent's position was different and unique enough that it requires its own classification to fully acknowledge the specialized duties, knowledge, skills, abilities, and requirements needed to be successful in this role. As a result, Human Resources is recommending the new class of Records Program Administrator with the salary unchanged. 4. Chief, Pumping Stations Operations (formerly Pumping Stations Supervisor)— In 2015, the Raftelis study recommended an organizational change for this specific position and the Pumping Station function at the District. The Pumping Stations Supervisor had historically been assigned to the Collection Systems Operations (CSO) Division and reported to a Superintendent. The study recommended that this position be removed from CSO and moved to the Plant Maintenance Division where the position now reports directly to the Plant Maintenance Division Manager. Removing a layer of supervision has increased the operational independence, complexity, and scope of duties required for this position. Due to these changes, Human Resources is recommending a salary increase of 15 percent(S75 to S81)to compensate for the significant change in scope over the past several years. 5. Household Hazardous Waste (HHW) Program Administrator(formerly Household Hazardous Waste Supervisor)— The scope of this position has changed overtime with the ever-evolving and more stringent federal, state, and local regulations related to the collection and disposal of hazardous waste as well as expansion of public-facing services such as the Residential Recycled Water Fill Station.As a result, Human Resources is recommending a 2.5 percent salary increase (S74 to S75). 6. Environmental Health and Safety Program Administrator(formerly Safety Officer)—The District strives to maintain a classification structure that provides an appropriate differential between supervisory and subordinate classifications. On average, this difference is between 10-15%.After a review of the entire District classification structure, it was determined that there is salary compaction between the Environmental Health and Safety Program Administrator and the subordinate Environmental Health and Safety Specialist classifications as there is only a five percent difference between the two. To address this, Human Resources is recommending a five percent increase (S73 to S75)to address the compaction issue. This increase will create an appropriate differential of 10 percent between the two classifications. The recommendations for MS/CG classifications along with their cost are summarized in Attachment 2. These recommendations will ensure that MS/CG positions are appropriately classified and compensated. Staff will be available during the meeting to answer any questions. March 16, 2021 Special ADMIN Committee Meeting Agenda Packet- Page 6 of 54 Page 4 of 6 Strategic Plan Tie-In GOAL THREE: Fiscal Responsibility Strategy 2—Ensure integrity and transparency in financial management GOAL FOUR: Workforce Development Strategy 1—Proactively plan for future operational staffing needs ATTACHMENTS: 1. MS/CG Current and Proposed Class Titles 2. MS/CG Class Study Cost Sheet March 16, 2021 Special ADMIN Committee Meeting Agenda Packet- Page 7 of 54 Page 5 of 6 Attachment 1 Current and Proposed Class Titles - MS/CG Current Class Title Proposed Class Title Salary Reallocation Administrative Services Supervisor Administrative Services Supervisor Assistant Engineer Assistant Engineer Assistant to the Secretary of the District Assistant to the Secretary of the District Associate Engineer Associate Engineer Buildings and Grounds Supervisor Maintenance Supervisor S73 to S75 Chemist I Chemist I Chemist II Chemist II Chemist III Chemist III Community Affairs Representative Community Affairs Representative Development Services Supervisor Development Services Supervisor S74 to S75 Electrical Shop Supervisor Electrical Shop Supervisor Environmental Compliance Superintendent Environmental Compliance Program Administrator No Executive Assistant Executive Assistant to the General Manager Field Operations Superintendent Field Operations Superintendent Finance Administrator Finance Administrator GIS Analyst GIS Analyst Asset Management Program Administrator Asset Management Program Administrator Household Hazardous Waste Supervisor HHW Program Administrator S74 to S75 Human Resources Analyst Human Resources Analyst Information Technology Supervisor Information Technology Supervisor Instrument Shop Supervisor Instrument Shop Supervisor Laboratory Superintendent Laboratory Program Administrator No Land Surveyor Land Surveyor Maintenance Supervisor Maintenance Supervisor Management Analyst Management Analyst Materials Services Supervisor Materials Services Supervisor Mechanical Supervisor Maintenance Supervisor S73 to S75 Operations Safety Specialist Environment Health and Safety Specialist No Payroll Analyst Payroll Analyst Plant Maintenance Superintendent Plant Maintenance Superintendent Plant Operations Superintendent Plant Operations Superintendent Project Manager/Business Analyst Project Manager/Business Analyst Pumping Stations Supervisor Chief, Pumping Stations Operations S75 to S81 Records Program Administrator new class Set at S62 Risk Management Administrator Risk Management Administrator Risk Management Specialist Risk Management Specialist Risk Management Technician ABOLISH Safety Officer EHS Program Administrator S73 to S75 Senior Accountant Supervising Accountant No Senior Administrative Assistant Administrative Services Assistant No Senior Administrative Technician Administrative Services Assistant S57 to S58 Senior Chemist Supervising Chemist No Senior Community Affairs Representative New Class Set at S74 Senior Engineer Senior Engineer Shift Supervisor Shift Supervisor Staff Engineer Staff Engineer Utility Systems Engineer Utility Systems Engineer Vehicle and Equipment Maintenance Supervisor Maintenance Supervisor S73 to S75 *The recommendations above are a result of the meet and confer process with MS/CG March 16, 2021 Special ADMIN Committee Meeting Agenda Packet- Page 8 of 54 Attachment 2 MS/CG CLASS STUDY COST SHEET #of Current Proposed Cost per Proposed Class incumbents Salary Range Salary Range incumbent* Community Affairs Representative Senior Community Affairs Representative 1 S-70 S-74 $16,868.59 $16,868.59 Pumping Stations Supervisor Chief, Pumping Stations Operations 1 S-75 S-81 $28,809.76 $28,809.76 Sr. Administrative Technician Administrative Services Assistant 4 S-57 S-58 $2,958.38 $11,833.52 Sr.Administrative Assistant Administrative Services Assistant 2 S-58 S-58 $0.00 $0.00 Buildings And Grounds Supervisor Maintenance Supervisor 1 S-73 S-75 $8,839.27 $8,839.27 Mechanical Supervisor Maintenance Supervisor 2 S-73 S-75 $8,839.27 $17,678.54 Vehicle and Equipment Maintenance Maintenance Supervisor 1 S-73 S-75 $8,839.27 $8,839.27 Supervisor Development Services Supervisor no change 2 S-74 S-75 $4,438.04 $8,876.08 Administrative Services Supervsior Records Program Administrator 1 S-62 S-62 $0.00 $0.00 Household Hazardous Waste Supervisor HHW Program Administrator 1 S-74 S-75 $4,438.04 $4,438.04 Safety Officer Environmental Health and Safety Program 1 S-73 S-75 $8,839.27 $8,839.27 Administrator OVERALL COST $115,022.34 * calculated with top step annual salary plus benefits March 16, 2021 Special ADMIN Committee Meeting Agenda Packet- Page 9 of 54