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HomeMy WebLinkAbout07. Approve Classification Study recommendation - Management Group Page 1 of 4 Item 7. CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER MEETING DATE: AUGUST 19, 2021 SUBJECT: APPROVE CHANGES BASED ON CLASSIFICATION STUDY RECOMMENDATIONS - MANAGEMENT GROUP SUBMITTED BY: INITIATING DEPARTMENT: TEJI O'MALLEY, HUMAN RESOURCES AND OFFICE OF THE GENERAL MANAGER - ORGANIZATIONAL DEVELOPMENT HUMAN RESOURCES MANAGER Roger S. Bailey General Manager ISSUE Board of Directors approval is required to change salary range of classifications. 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. August 19, 2021 Special Board Meeting Agenda Packet- Page 36 of 77 Page 2 of 4 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. In 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 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. None of the management job classifications were affected by the naming conventions. 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. 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. One management classification is being recommended for a salary adjustment as detailed below. RECOMMENDATIONS AND COST Human Resources identified the Communications and Intergovernmental Relations Manager classification as having significant change in the complexity of duties and responsibilities. Beginning in 2015, the Communications Division underwent an organizational change by adding the Intergovernmental Relations role to the existing Communications role. In addition to the prior communication duties, the classification is now responsible for the District's federal, state, and local legislative and advocacy program development and implementation. The new role requires experience in both sectors and includes a substantial increase in job duties for the incumbent. Based on the above, Human Resources is recommending a 16 percent salary increase moving the classification from M35 to M29. While not used as justification for this particular action, the recommended increase is further supported by the recent total compensation survey which showed the class as 13 percent below the market average. The fiscal impact is summarized in Attachment 1. I n addition to the recommended salary adjustment, Human Resources is also recommending a title change to Communications and Government Relations Manager in order to provide a simpler title in line with industry standards. August 19, 2021 Special Board Meeting Agenda Packet- Page 37 of 77 Page 3 of 4 ALTERNATIVES/CONSIDERATIONS Do not approve the class study recommendations. If this action is not approved, Central San will continue to operate with a class structure that does not appropriately classify and compensate like-classifications. FINANCIAL IMPACTS This action will result in an annual cost of$32,641.30 at the maximum steps of the salary range. This cost includes all benefits associated with regular, full-time positions. COMMITTEE RECOMMENDATION The Administration Committee reviewed this matter at its meeting held on August 3, 2021, and recommended approval. RECOMMENDED BOARD ACTION Staff recommends approval of the classification study recommendations for the relevant Management Group classification. Strategic Plan Tie-In GOAL FOUR: Workforce Development Strategy 1—Proactively plan for future operational staffing needs ATTACHMENTS: 1. Management Class Study Cost Sheet August 19, 2021 Special Board Meeting Agenda Packet- Page 38 of 77 Attachment 1 MANAGEMENT GROUP CLASS STUDY COST SHEET Annual Cost #of Current Proposed per Annual incumbents Salary Range Salary Range, incumbent* Total Cost Communications and Intergovernmental Communications and Government Relations 1 M-35 M-29 $32,641.30 $32,641.30 Relations Manager Manager OVERALL COST $32,641.30 * calculated with top step annual salary plus benefits August 19, 2021 Special Board Meeting Agenda Packet- Page 39 of 77